Back Up Your Family History!

The first day of every month--more often, preferably--is a great time to back up all of your family history files. Thomas MacEntee has great advice about the importance of a 3-2-1 Backup Plan. 

As someone who lost dozens of digitized photos a few years ago when an external drive malfunctioned, I'm careful to back up frequently in multiple ways.

I have 3 external hard drives (different types, with one dedicated to photos), plus a cloud system that automatically backs up daily, plus individual flash drives for current projects (such as genealogy presentations). Also I put very important projects on my laptop as well, for easy/instant access if my desktop Mac has a hiccup.

Don't lose any of your family history. Today's the day to get into a routine and back up everything!

World Backup Day - Keep Your Genealogy Data Safe!

Today is World Backup Day. So many options...the cloud, one or more external hard drives, flash drives, but please keep a backup off-site just in case. Ideally, use more than one backup method!

Also be sure your surge protector(s) are in good working order. I recently upgraded from a decade-old surge protector to a newer unit that offers better protection and has room for a variety of power adapters and plugs. 

Keep your genealogy research, family photo scans, and other data safe for today, tomorrow, and beyond. 

Back Up Your Genealogy and More

 

The first of every month is backup day. 

Don't take any chances with your genealogy! Having lost a few folders of family photos to some computer glitch years ago, I'm careful to back up both automatically and manually.

I have three external hard drives, as you can see, with one specifically for all those wonderful family and family history photos. That drive is where I put my manual backups--meaning that when I create something new or update something, I copy and paste it on that hard drive. All of my genealogy presentations are also backed up on the photo hard drive.

The other two hard drives store daily and weekly backup drives, running automatically in the background. (I schedule my backups at a time when I'm not active on the computer so I can leave it running and step away while the automatic systems do the backups.)

For extra safety, I put genealogy presentations on flash drives in case something doesn't work properly as I'm speaking, and I need to make a switch quickly. Plus I have two cloud backups running every day.

My family trees are on multiple sites, as well as on my RootsMagic8 software. 

Lots of copies keep stuff safe. LOCKSS! Please backup regularly. Your descendants will thank you. 

Back Up Your Cousin Connections Too

The first of every month is backup day--to be sure my genealogy documents, notes, digitized photos, and everything are kept safe in more than one place. LOCKSS: Lots of copies keep stuff safe.

In addition to automated backups to the cloud every day, I have multiple hard drives with backups, just in case. What about backing up my cousin contacts? For that I created a simple cousin connections document.

As shown in the sample at top, my connections format has three columns: (1) name/relationship, maiden name and/or nickname, (2) all contact info, including social media; and (3) notes, such as clarifying who the person is and when I last was in touch. 

This week, after I spoke with one of my cousins, I jotted a note that we had a conversation, and wrote down the update month/day/year.

For my hubby's cousin connection form, I added the email of a cousin I'm now corresponding with about mutual ancestors. Also noted the update month/day/year.

Both forms are now freshly printed and tucked into my address book as well as in a surname file or two. These forms will refresh my memory and will be useful to the next generation after I join my ancestors in the far future.

And both forms are digitally backed up to my hard drives and in the cloud!

-- Tips from my popular genealogy book, Planning a Future for Your Family's Past, available in ebook and soft cover from Amazon US, Amazon UK and Amazon Canada.   Also available in soft cover from the AmericanAncestors.org bookstore and the Newberry Library bookstore!

Thank you to Tamie Dehler, who reported on my book with a glowing review in the July 30th issue of the Tribune-Star, Terre Haute, IN. 

LOCKSS: Back Up Your Family History!

 

Every day is backup day but especially on the 1st of every month, I take a moment to be sure my family trees, family booklets, old photos, files, ancestor coloring books, and other documents are safe with multiple backup methods.

This is the LOCKSS principle in action: Lots of copies keep stuff safe. 

Not only do I have backups in the cloud and on two external drives, I also send selected items to relatives. 

Plus I have family trees and ancestor bios on multiple genealogy sites. 

These are a few of the ways I preserve family history for today and for tomorrow.

Organizing and Storing Family History

In an informal poll on Twitter this week, I asked how people organize and store #Genealogy and #FamilyHistory materials. Here are the results, with 109 answers recorded.

Most used method: file folders

File folders took first place, with nearly 39% of the votes. Additional tweets noted that some people use color-coded files and folders. (Color-coding doesn't work for everyone, as Janine Adams wrote in a blog post this week.)

A lot of people said they use file folders in combination with other storage. Me too! See below.

Binders!

In second place: binders. I really admire how Paul Chiddicks organized his genealogical records, which he blogged about last year here. Do take a minute to see how he uses binders, with color-coded labels. Plus a table of contents in each binder. Great organization.

Digital storage

Several participants noted their use of multiple digital storage methods to supplement or replace physical storage. New to me was the concept of network attached storage, high-capacity digital storage that allows you to access files on the network from multiple locations (at home, at work, etc.). PC Magazine has a recent review of these devices, in case you want to see capacity and pricing.

One comment mentioned rotating two different hard drives; another comment mentioned off-site storage, such as keeping a hard drive backup at a second location. I have two hard drives plus cloud storage. I back up automatically every day at the same time, and also back up manually when I'm working on a particular file. 

My fave: archival boxes 

Although I use file folders extensively, my originals (including old photos, certificates, albums, yearbooks, and more) are stored in archival boxes, keeping the contents safe yet easily accessed.

As shown at right, these have reinforced corners and can be stacked without crushing the contents. With my trusty label maker, I write surnames and contents on two sides so I can see at a glance what's stored where.

The key is to experiment and find out what works best for you. 

Family History Month Starts with Backup Day

The first of every month is backup day--time to make backups of whatever you've digitized as a way of keeping precious genealogy data safe. 

Family History Month is an especially good time to remember to back up all of these files: scanned photos, digitized documents, electronic reports, and gedcoms.

Ideally, have a backup of your genealogy files on an external drive you can access quickly, also backing up onto a second external drive you keep off-site, and a backup in the cloud as well. 

Backups help protect our family's history for the next generation and preserve what we've learned in our years of genealogy research!

June 1 = Backup Day

Old backup technology

Today is backup day.

After a computer glitch deleted hundreds of my photos a few years ago, I restored most of them by rummaging in my old backup CDs. Old-fashioned by 2020 standards, but they worked exactly as they were intended!

These days, I safeguard my 22 years of genealogy research with automated backups and backups of my backups.

Plus, on the first of every month, another backup ritual.

Automated:  My Mac's Time Machine backs up every day to a dedicated external hard drive. In addition, I have a BackBlaze account that backs up files and photos and letters (not applications) to the cloud on a daily basis.

Not automated: Every time I open my RootsMagic 7 genealogy software, I first sync with my multiple Ancestry trees. Then I backup these trees to my external hard drive before I close the software.

On the first day of every month, I manually download my Ancestry trees as Gedcoms and back them up on my Mac and in the cloud.

Plus I have a separate external hard drive backup just for photos, scanned images, and other genealogy data.

When I prepare a family history booklet or scan an album or some old letters, I put copies (works in progress and finished products) on this drive.

How do you backup your #FamilyHistory?

Disaster Avoided, Thanks to Old Technology

Letter written to Mom (Daisy Schwartz) and postmarked
the day before her birthday, on December 3, 1941

For her entire life, my mother (Daisy Schwartz Burk, 1919-1981) kept a box filled with letters she received in the period 1935-1946.

As part of my family-history efforts, I've mined those letters for insights into Mom's life, activities, and feelings.

Adding Context for Future Generations

I transcribed all of the letters nearly a decade ago. It took a few weeks of deciphering handwriting and taking a magnifying glass to the postmarks. I also looked up the people's names, not always sure of who they were.

For the sake of future generations, I began adding photos and historical notes for context. Otherwise, how would Daisy's grandchildren and great-grandkids understand that it was commonplace to mail a letter in the morning in the Bronx or Manhattan and have it delivered to the Bronx or Manhattan that same afternoon?

I also added other context I considered significant, such as the fact that the envelope shown above was postmarked December 3, 1941, the night before Daisy's 22nd birthday--and only four days before Pearl Harbor, which precipitated America's entry into World War II. Young relatives might not make those connections so quickly.

Uh-oh, Potential Disaster

What I didn't realize was that 50-plus pages of text, interspersed with dozens of images and color highlights, would result in a BIG file.

When I went to open that file as background for my forthcoming family-history booklet on Mom and her sister, I discovered it was so old and so gigantic that it wouldn't open.

I'm not sure of the technical reasons, but trust me, I was concerned. It would have been a disaster if I was forced to transcribe from scratch and add all the images and context all over again.

Unfortunately, the files on my two external hard drives and my cloud storage were exact copies of the file that wouldn't open. I was more than a little worried when I couldn't get any of those backups to open.

Old Technology to the Rescue! 

Just when everything seemed bleak, old technology came to my rescue.

I remembered that I had a backup of this big file on a CD, believe it or not, from the old days. Luckily, I was able to open that file on the first try!

I immediately copied and pasted half of the pages into one new file and saved it. Then I copied the second half of the pages into a second new file and saved it. I used descriptive file names to indicate the specific years covered by each of the two new files.

Let me point out that I did have a second possibility to avoid disaster if all else failed. I had long ago printed the entire transcript file and stored it with the letters. If necessary, I could have scanned the transcription--but it wasn't necessary.

Back Up For Yourself and For Future Generations

Turns out, old technology was what I needed to avoid disaster. In the days before cloud backups, I burned CDs and kept them.

Then there's good ole paper. More than once, I've blogged about how I appreciate new technology but I like paper. I print important documents as a backup, and file them in the appropriate folder or box.

This way, my heirs will find the printed versions when they open my genealogy folders and boxes in the distant future, after I've joined my ancestors.

--
This is my post for week 9 of #52Ancestors, the prompt being "Disaster."

Backup Is Cheap, Family Trees Are Priceless

Ancestry's instructions for downloading a family tree

One big reason I use RootsMagic7 genealogy software is to be able to sync with the family trees I've created on Ancestry.

Although I back up my RootsMagic trees every month or whenever I make major changes, I also like to download my Ancestry trees periodically.

It's easy to download a tree as a gedcom, as you can see from the above Ancestry screen shot. I give each downloaded tree a distinctive name AND date, so I can distinguish the "Wood" family tree download of February, 2020 from the "Farkas" family tree download of December, 2019.**

Keeping my family history safe is a top priority. Multiple backup processes (both RootsMagic and Ancestry trees backed up, stored on two hard drives, and stored daily in the cloud) may seem like a lot of duplication, but it offers me more options for restoring my trees, if ever the need arises.

Backup drives and cloud storage are relatively cheap -- carefully researched and documented family trees are priceless and deserve protection.

**RootsMagic will also download an Ancestry tree for me, including all media attached to the individuals--very convenient! I do this as well, but also like to keep a separate gedcom downloaded directly from Ancestry in case I need to recover.

Suspenders and Belt Backups to Save Priceless Family Photos

Family photos and documents are so precious! Please consider multiple backup methods (suspenders AND a belt and maybe more) to keep digital versions safe. (I love archival boxes to keep paper-based genealogy safe and organized.)

Eleven years ago, I began backing up my digital images by storing in the cloud and burning and storing CDs every few months. Remember, ordinary built-in hard drives weren't as large as they are today. I worried not only about the size of my storage capacity but also about potential computer failure, which could cause me to lose my precious photos, both old and new.

For cloud storage, I created digital folders clearly marked with family names. For the CDs, I wrote the contents and date on each disc and slipped it into a CD wallet, filed chronologically. When I had an outside service scan 35mm slides, I filed those CDs as well. And I arranged for automatic cloud backups daily at 3:30 pm, in addition to hourly Time Machine backups by my Mac to an external hard drive on my desk. Can't have too many backups, right?

Now I'm backing up my backups with another portable hard drive, this one dedicated exclusively to digitized genealogy photos and documents. I feel more comfortable with a suspenders-and-belt approach. If one backup is inaccessible due to technological changes or hardware glitches or any other reason, I should be able to access one or more of the other backup technologies.

Don't get me wrong. CD storage technology is very good, but it won't last forever, especially if I have to read the CDs a number of times. Storing all those CDs takes more space than the newest portable hard drives like the one pictured at top, which is only a bit larger than a deck of cards. 

The other, more pressing problem with CDs is that new computers don't always come with a built-in CD slot. I bought an external CD read/write unit last year, but it gets balky with newer operating systems. Ouch! I can't risk being unable to read all those CDs when a cousin asks for a certain old family photo (as happened this holiday weekend).

Before 2019 arrives, I'll have all those CDs copied and stored in easily-identified digital files on my new "Marian's photos" hard drive. The new drive was very affordable and with 2 terabytes, there is plenty of room for family photos, old and new. Note: hard drives have a limited life span as well, which is why getting a new one every few years is probably a good idea, especially as prices come down and storage capacity gets bigger but drives become tinier and more portable.

So please make a backup plan for your backups to keep family history safe in multiple ways! As family historians, descendants are counting on us to preserve those old photos and documents for the long term. It's our priceless heritage we're protecting.

Family History Month: It's Backup Day

Happy Family History Month! A great time to think about backups. The first day of every month is backup day--in reality, every day is my backup day. To avoid losing any tiny bit of my precious genealogy research, I use a "suspenders and belt" system.

Let me suggest not just suspenders, not just a belt, but both and more to keep those pants up! Multiple backup methods can do a good job of protecting your valuable files: (1) back up your genealogy software, (2) backup your hard drive daily, (3) do intraday backups of your hard drive if possible, and (4) backup your backups once a month.

One of the things I like about RootsMagic 7 (shown above) is that I can open it, open Ancestry, synch all of my trees, and then back up all my RM7 trees with a couple of clicks. So not only is Ancestry always up to date, my RM7 trees are up to date and safe in multiple places. No matter what software you use, please check on how to back up your trees.

For extra safety, I back up my entire hard drive into the cloud once every day, automatically, using Mozy.

Not to mention my hourly Time Machine backups, as a Mac user, also automatic so I just set it and forget it. If something goes wrong during the day, I can return to the version of my file an hour earlier and go from there.

Being super-duper cautious, I have an extra hard drive for once-monthly backup of my backups. Today is that day. I have nearly 20 years' worth of details on my trees. Keeping all those details safe is a high priority.

Are your files safe? Are your backups safe? For peace of mind, consider suspenders and belt backups.

Getting Organized: Boxes, Bags, Backup, and Charts

In 2013, I plan to finish (ha!) reorganizing my genealogy documents and photos for archival storage. I'm gonna scan, scan, scan, and then store, store, store to protect these all-important clues to my family's historical background. 2022 update: I now have more than three dozen archival boxes and will be moving some photos to archival albums for easier viewing!

Today I put all of Sis's school memorabilia and documents into protective envelopes, arranged by year, so if she feels like looking at a college newspaper or reliving her spelling bee glory (champ of our junior high, representing us in the New York City bee), she can just open the archival box and browse! That's what sisters are for :)

Here are the tools I'm using to organize and protect things...what are you using and how do you like your results so far?

1. Archival storage boxes with metal-reinforced corners to stay sturdy when stacked. I bought these boxes in various sizes online. With my handy-dandy label maker, I stuck names on each box. Last month I had to order more, but that wasn't a problem since I was ordering . . . .
2. Archival acetate document display/storage bags with resealable closure. Inexpensive archival storage, and I like to be able to seal things in, so they don't move or fall out. Over time, I'm going to move many originals from file folders to the storage bags so nothing slips out. Those that I want to keep handy I'll put in binders for handy reference or maybe I'll just keep copies in the binders...not sure yet. But I can stick labels on the outside of these with extra info about the contents, without harming the originals.
3. Data backup. My backup systems work automatically, in the background, backing up my photos and scans and data every day at the time I choose. I've used it for years and I like the security of backing up into the cloud, not just on an external hard drive sitting right on my desk (backing up every hour, thanks to Apple's Time Machine).
4. Pedigree charts so family members can figure out who's who in each directly line quickly and easily. I use Misbach's free downloadable .pdf pedigree charts. I type in everything, note which pedigree charts connect to others in the line, and label each chart with alphanumeric designations (like 1W, 2W, 3W for the Wood line) to help keep ancestors straight. I date each one to be able to know at a glance which is the latest version. Yes, I DO have Family Tree Maker, and I do synch with Ancestry, but I like these separate pedigree charts as well. Especially since with a highlighting marker, I can show the younger relatives who their Mayflower ancestors are, right on a paper chart of their very own.

For more ideas about organizing and preserving family history for future generations, please see my updated genealogy book, Planning a Future for Your Family's Past.

Data Backup Day - Suspenders and Belt Edition

Having lived through several PC crashes that demolished my data in the bad old days, I now rely on the "suspenders and belt" strategy of ensuring that my stuff can be retrieved, even if my computer is a total loss.

First, I use and automatic backup that begins at 5 pm every day (this is my 2022 update).

Second, now that I've given up the PC world and become a Mac fan (remember, "fan" is short for "fanatic"), I have Apple's Time Machine backing up every hour to an external hard drive that sits right on my desk. Really worst case, I'll lose an hour. Who can beat that? This is the suspenders part, the extra bit of insurance that lets me feel secure about my data.

2022 update: I have another external hard drive for photos, videos, and other genealogical items I do not ever want to lose!

Backing Up Just in Case

2022 update: Currently using BackBlaze for automated background backups and Apple's Time Machine for local backups to a hard drive on my desk. I have another hard drive for digitized family history photos and other genealogical documents and images. Backing up every day is a way to keep these valuable genealogy materials safe!