Genealogy Chat

Being fairly new to this (4 months), and having received such fantastic help from everyone, could some please advise the best way to keep records. I have already stupidly ordered two copies of the same certificate, so to avoid doing this again, does anyone have any advice on how to keep my records. At the moment my copy certificates, census details etc are all together in one file. This is obviously not ideal as I have to wade throught reams of paperwork to find anything. Your help is much appreciated. Vanessa

First advice would be to get a program like Familytreemaker 2006 (amazon have the Who do you think you are editiion for under £20 at the moment). On that you will record all the details of marriages, births, deaths of each individual and enter the info from the certificate so you shouldnt make the mistake of ordering twice again as you will see on their family page you have the cert already. You can also paste and copy census details on to each persons own notes. Secondly, the files you are keeping the certs in - are they archival quality? If not, go to S and N Genealogy website and check out the long Certificates album and the archival quality pockets you use with it. You can put two certs in each pocket back to back. But I think a good family tree program is your real need. Plus you really dont want to keep your info just on GR which seems to be having quite a few probs lately. Also with FTM2006 you can very very easily make your own website with all your info plus photos and documents.

Heather, Thank you so much for the response. My tree is kept on my LDS PAF file on my PC which I have found quite easy to use. As for my certificates etc they are kept in a Lever Arch folder and are in indivicual clear plastic wallets. I will as suggested look for a certificate album. I'm finding it quite difficult to keep to researching an individual without jumping on to the next when a snippet of information comes up, but I guess that's just practice. Thank you again much appreciated. Vanessa

Hello, I so wish I was organised!!! I have heaps of papers, certificates, notes etc in one file. (no actually in one heap) Just sitting here wondering how to sort them when I saw this thread. Sadly, I know I wont get around to filing all my paperwork. I have put them in order many times, need to find something then sift through the lot again muddling them all up. So frustrating. I know I wont change though.

Hello Pamela, I'm glad I'm not the only one who has problems getting organised. Need to have a week off work just to sort my papers out. I've only got about 300 names in my tree, I dread to think what will happen when I get any more!! Vanessa

I discovered early on that the easiest way to keep track of certificates is to have one bit of paper where you write down the references as you find them when you order them put a tick next to it and when they arrive cross them out (but so you can still read them) That way you know exactly what you should be ordering and can prioritise the ones you actually NEED to move on at a glance but you've also got a list of others you might be interested in if you just fancy buying a certificate cos you're bored Zoe x

Hi Zoe, Thanks for the response. I started a list but keep getting distracted, then forget to add to my list. or start a new one!!! I think I can print off a full list from my PAF file, so I could start with that and go through them one by one and write the information I have on each one or further information I may need to find. Vanessa x

Hey it's easy! Get loads of note pads, write everything down, print everything! File it! Save it! pile it up! Lose it! and when you cant see your screen....bin em! Then start again........ One never ending hobby ~~~~ Sorry Vanessa but I'm due a clean up and I dont like to be alone. Great hobby init?...Aaagggghhh! Gerri <<< still trying to sort out her flippin Matilda...........Gggrrrr..... Happy hunting x

I scan all my documents then put the originals away in a safe place. The scans are organised into folders on my computer. If I need to refer to a document, it is a matter of a couple of mouse clicks, and the originals hardly ever need to be handled. Derek

Whatever system you use please do not rely on your computer/CD/DVD only, but also back and keep all your paper files as well thereby creating even more work! Just spent almost 3 months getting my tree updated on my old fashioned Generations Grande Suite. Now I have put that on to a CD as i have not got a DVD rewriter but understand that the CD will deteriorate within 10 years and DVD's are not much better. Paper is still the best conservator, but which paper and which ink?? The problem with family history is that the deeper you go into it the more you collect, and the greater the need to change tack FREQUENTLY. Thought I had cracked it recently with files for different people/villages but at present I have one mountain of paper work which solution for the moment is to keep the room tightly closed so I do not see the filing that has to be done! Gerri I sympathise. Janet

Hi all, maybe I can help. It's nice to be able to hopefully return a few of the favours I've received from you guys. I was having the same problem when ordering forms. I couldn't remember which I already had so I created a word document I can print out and write the details in as and when I find the certs. This way I know whats to be ordered, what's been ordered, what's actually arrived AND which is actually part of my family and not a wrong certificate. If it's any use to you I've uploaded it to my website so you can download it. Feel free to alter it etc. http://www.phatdude(.)co.uk/CertForm.doc *Remove ()

I have gots hundreds of bits of paper all muddled up with different pieces of paper that have nothing to do with family history, however all my certificates I keep in a black folder from WHSMiths, but am going to need a new one soon!

I think you have to find a system that works for you. I have a file for each of my grandparents surnames, one for certs, one for census and one for info. I use shorthand notebooks devided into the family names for jotting down notes also have loads of paper jottings where I am in hot pursuit of a lead and grab the first thing to hand. Periodically I go through these papers sort them out and vow to use the notebooks in future. I use the PAF file and have a print out of the tree at the side of the dates re BMD I write cert in red this highlights the fact that I have them. I have back up discs for my tree and the same for family photos I have received from cousins etc. I am going to scan and save all my family photos and will leave a copy of the disc with my brother. Do you think I am organised it would seem like it. So when I get a request for info why do I run around like a demented chicken trying to find all the details. Here ended the first and final lesson LOL Pat

I have family tree software and scan all my documents and attach them to the sofwtare. I also have four ring folders which I have named according to my grandparents four surnames . All the hard copies for each grandparents and his or her ancestors go in there. Each file is divided up with dividers (certs, censii, wills, to do). So far no grumbles with this system. BTW If you're using plastic wallets, make sure they are acid free. You can get them from WH Smith and they often seem to have them on sale Carole

Sorry for not replying only just got in from work. Thank you all so much for taking the time to respond, I find it a great comfort to see that I'm not the only one who has trouble with keeping records. I have a free weekend so I am going to sit down with a glass of something and have a good sort through. Thanks for your suggestions / help. Vanessa x

I have been off work recently for a week and a half (tonsillitis) - and pottered around at half speed feeling sorry for myself - and filing. I've got lots of files for direct ancestors: a) 1 file for Generations 1-4 (my daughter up to my grandparents) b) potentially 16 files for Generations 5-8 (my wife and mine g-grandparents through to gggg-grandparents who were born c1800). c) 1 file for Generations 9 and backwards. Each file contains all the source data (BMD, census, directory info, wills etc) for each individual. It is in date order for each individual. Each couple shares one divider. I have a ticky-box grid at the front telling me what's in the file and a tree of the people in the file on the front. Section (b) only has seven files at present - the other 9 lines do not have enough source info to justify a separate file yet! I've still got to work out what I'm doing for indirect ancestors.... William

I'm reasonably new to this & have the majority of my work in files at the mo this is 2 lever arch files & 2 ring binders red for maternal & blue for paternal. All files have dividers with the head of the family written on it. At the front of the section I have a pedagree chart, a simple tree showing that family unit, a family info sheet with basic details & any family photos of the family unit . Then every person has their own plastic wallet with certs, census info, pictures etc. I find this a really simple & effective way to do it at the mo but I expect more complications as I get further back & add more branches to my tree. I have no work what so ever at this present time on a family tree maker only as I'm spending so much money on certs can't afford to buy a prog but thats ok its not something I'm bothered by. As for duplicating certs I have a chart in access where I have all certs I want listed with ref numbers & colour coded to show when I've ordered them & they are recieved.

William and Clare, I'm seriously impressed with how orgainsed you are, if ever you have some spare time, please feel free to visit me to organise mine. Vanessa x

William I'm very impressed. My files include all ancestors even my g aunts & uncles. So for example in one divsion you will find: the head for example in my case Richard Walsh (gg grandfather) his wife Jennifer has sheet of paper refering you to her family tree then there is all their children (each with their own wallet) In the childrens wallets you will find the name of a spouse, children & grand children (made a decision to only go this far) with relevant certs (these may go into 2 wallets depending on material collected) Where the child is my g gran again I have a sheet of paper refering her to the division with her family. It may sound complicated but it a very easy filing system for me & allows me scope to look beyond blood relli's.

After trying many ways to keep track of certificates, I finally used an A5 size Index book. Every certificate is written in as soon as I receive it, along with all the iformation including certificate numbers. I then scan the certificate into the computer and print out a copy. I have found the book to be a big help, very quick and easy to see what you have as everything is alphabetical. I list the marriage certificate information under both names. Jean