Organize Like an Archivist:
Taming Genealogy Records & Research
© Nancy E. Loe, MA, MLS | SassyJaneGenealogy.com
This presentation helps you put your family history research and
records in order. in order. Learn simple and effective strategies to
organize and link your digital files and paper records, using the same
principles as professional archivists. No need for color codes, numbering systems, or
other complicated schemes with this archives-based system.
Thinking about all of the contents of your genealogical research helps you determine the
overall structure of your filing and retrieval system. Librarians and archivists refer to
this as taxonomy, or the practice and science of classification.
1. Top Organizing Concepts from Archivists
A. Consistent Data Entry C. Controlled Vocabulary
B. Consistent File Names D. Authority Files
When entering data in your family tree software or naming digital downloads or scans,
data should follow consistent naming conventions. Archivists and librarians call this
controlled vocabulary.
To name downloads and scans, work from a basic structure:
SurnameForenameRecordType.fileformat
RossMaryBaptism.tif
SmithJohn1849Death.jpg
SmithJohn1942Death.jpg
2. Master Genealogy Folder
A. Administrative D. Primary Sources
B. Family Tree Files E. Secondary Sources
C. Family Photographs F. Surnames
3. Linking Digital and Paper Records
Write digital file name on the back in pencil after scanning and add to citations in your
tree to track your scanning and link your files. Distinguishing between scanned and
paper records avoids duplication of work.
4. Cloud Storage and Automated Backups
Because you cannot foresee the disaster that threatens your data, back up your
computer to two places: a local external drive and a cloud account. Use software to
automate your backups incrementally.
Additional Resources
eBook: Organize Like an Archivist: Taming
Genealogy Records and Research
Go deeper into simple and effective strategies
to organize and link your digital files and
paper records, using the same principles as
professional archivists.
No need for color codes, numbering systems,
or other complicated schemes with this
archives-based system.
Jane’s eBooks: www.sassyjanegenealogy.com/
shop/
Jane’s monthly newsletter:
www.sassyjanegenealogy.com/newsletter/
Page 2 of 2
Organize Like an Archivist | © Nancy E. Loe
