| The goal in organizing genealogy digital files is to | | | | the sub-directories make up the trunk of the |
| make it easy to find a file, to backup files, to | | | | tree; the folders are the branches and finally the |
| send files onto other researchers, to move the | | | | files are the leaves on the tree. |
| genealogy to another computer or to another | | | | During the genealogy program installation |
| genealogy program and to make it possible for | | | | whatever folders are needed will be created, but |
| future genealogist to understand our system of | | | | you need to create the directories and folders for |
| archiving. | | | | your data archives. Use meaningful names that |
| Backing up your genealogy data is a serious | | | | clearly show what files will be found under that |
| undertaking. You want to make it as easy as | | | | directory or folder, be logical and consistent but at |
| possible to backup your archives so that you'll do | | | | the same time try to keep your system simple. |
| it often. When all of your genealogy data is under | | | | Census, Vital, Wills, Library, Correspondence, etc. |
| one or two directories or folders it makes the job | | | | are just a few folders that I use. Because I've |
| much easier. | | | | collected so many Census records I have further |
| The first thing to do is spend some time and | | | | split that folder into sub-folders, one each for the |
| survey your computer files for anything related | | | | principal surnames in my genealogy. These |
| to genealogy. Analyze what you find to determine | | | | surname sub-folders are large, but I want to keep |
| the types of files you have. Then with paper and | | | | these families together with their ancestors and |
| pencil begin to diagram a chart of how you will | | | | descendents for purposes of searching and |
| create a new system. Once you have outlined | | | | sorting. Under Vital records, I have sub-folders for |
| your list of file types on paper (vital, census, | | | | Births, Christenings, Marriages and Deaths. |
| cemetery records, photographs, etc.,) setup a | | | | The last step but a very important one takes |
| new empty archive (directory and folders) on | | | | some thought... how to name the individual files. I |
| your computer. Don't change or move any old | | | | begin most of my genealogy file-names with the |
| files just yet, but as you add new records to | | | | surname. For census files, I start with the name |
| your computer store them in your new archive. | | | | of the head of the household, then the census |
| Once you get comfortable with your new filing | | | | year, the given name and finally the two letter |
| system, then you can begin to copy old files into | | | | state initials, i.e. Lloyd-1850-Jos-NJ.jpg. This |
| the new archive, one group at a time. Then check | | | | file-name will sort with all the Lloyd files in a group |
| and make sure your genealogy program finds | | | | according to the census year. I use the dash to |
| them. | | | | separate words in a file-name; it makes a |
| While the arrangement of the various aspects of | | | | file-name more readable. |
| your computer is a personal choice, you don't | | | | I abbreviate given names, but it is not a good |
| want to lose sight of the goal. You want | | | | idea to abbreviate surnames. What seems logical |
| everything related to genealogy kept together. | | | | to you may not make any sense to another |
| You want to use meaningful names that clearly | | | | person. The two letter state abbreviations are |
| show what will be found in that particular | | | | widely known, but that's not true for surnames. |
| directory or folder; you also want to be logical and | | | | Even the soundex system of naming is not |
| consistent while still keeping your system simple. | | | | always easy to understand. |
| That's a tall order, and it takes planning, | | | | Anytime you use a full date in a file name make |
| persistence and patience. | | | | sure to start with the year, month and then day, |
| I have a single Master Directory in my root | | | | and always add a zero before a single digit, for |
| directory... C: Genealogy; I think of it as my | | | | example, 1870-08-21. This format will sort in the |
| genealogy umbrella under which I store all | | | | proper order, year | month | day. Whatever |
| genealogy related digital data. From the Master | | | | system you design keep in mind that consistency |
| Directory I branch to sub-directories where I | | | | is really important in naming files; a misspelled |
| keep the various program files and data files. The | | | | name, an extra dash, or space will throw the |
| term folder and directory are often used | | | | sorting out-of-line. |
| interchangeably; I use the term directory or | | | | In naming files other than census records, I add |
| sub-directory when it holds mostly folders but | | | | "file type" such as Will, Probate, Birth, Deed, etc.,... |
| very few files; then the folders hold files. Try to | | | | i.e. Lloyd-1861-Jos-Deed-NJ.jpg. Whatever system |
| picture this as a digital tree; C: is the main root; | | | | you create or decide to follow, keep it simple. |