Electronic Filing for Family History

Today I am going to be talking with you about how I have learned to keep my records electronically. As I have mentioned we are the pioneers of the new digital age of family research and genealogy. Going from strictly paper files to a variety of ways to store and access your information is the way of the future. The way I see it is that we cannot just depend on paper anymore and we cannot live totally without it either. The previous post gives ideas on storage of paper files. Some people suggest 3 to 5 types of storage during this big thrust forward in genealogy, computer technology and the Internet. Some choices are your hard drive, a back up external hard drive, flash drive, paper, cloud, another family member, online trees and of course, your selected software program. There are several options and possibilities.

In my paper files I store the bare essentials, family group sheets, pedigree charts, original documents of the immediate family and some things like old letters that are not available on the Internet. The rest goes into my scanning pile and then into the electronic files. I also do scan and electronically file the things that I keep in my paper files, I just don't want to get rid of the originals or the skeleton of my family history should there be any unforeseen catastrophes in the world of our devices, our clouds, the Internet, etc.

Cloud computing is a growing part of the digital age. As it has become more important for our information to be accessed on multiple devices like our tablets, laptops, smart phones, etc. we are turning to cloud computing for easier access for instantly downloading our files between devices. Cloud storage is essentially taking what is on your hard drive and placing another copy on a server someplace else off site. This is ideal for storing genealogy and family history if it is electronically stored on your computer. This is one very compelling reason to file your things electronically. If not all your genealogy, at the very least your direct lines.

Cloud storage has been available in various forms for decades. The problem was that the cost of the storage space was so astronomical it was never feasible for us as individuals. Now it has become very affordable and several companies offer a certain amount of space for free. I have heard nothing but outstanding reports on Drop Box and that is the one I am now using. It has already solved some of my mobility issues as I take my records with me to work in the Family History Center and other places. There are also other free clouds sites like Mozy and Caronite. When I downloaded Drop Box I was amazed at how easy it is. It is kind of magical really after my struggles earlier in the year transferring things between my Mac and the laptop PC.

Scanning documents for electronic filing is fairly straight forward. What I do is I put the document into the scanner and then I scan it to open in preview. Once the document is scanned and up on the screen I save it in two formats. I do this by going up to "File" on the toolbar, then selecting "Save As." At this point you choose a name for your file in a way that you can remember it. (Example below.) You might want to standardize how you create these file names in your own system. I then save it to the desk top as a PDF and as a JPG.

Once you have saved it as a PDF just go back to the "File" tab on the toolbar and select "Save As" again, leaving the same name on the file and change the format to JPG. After you do this a few time you will get into a rhythm and it is easy. Make sure your file destination is the Desk Top.

It is now available on the desktop when I am ready to file it electronically.

I would name this scanned record {Burial Record-J Walth-Golden Gate National Cemetery-San Bruno CA} I was taught to save the documents by what they actually are as opposed to giving it the name of the person first.

Then I go to Finder on my Computer which is a Mac or if you have a PC go to Windows E where your documents are stored. This is what Finder looks like on the Mac: It is the first icon on the toolbar (the two faces) at the bottom called the Dock. Double click on it to see and/or create your folders and files.

Dock

Set up a folder that is called Genealogy.

To make a new folder in any of the columns just click on that column and then go up to "File" on the toolbar's drop down menu and click on "New Folder." The new folder will appear in the column you have selected then name it. Now you can reduce the size of your current screen and to see the desk top on a Mac. (On a PC you will need to save the image to the desk top in the way you normally save to your desktop.)

Now just click and drag the file you have saved on your desk top as a PDF into the folder in your finder or Windows E. Drop it right on the folder icon and voila ~ electronic filing! Do the same for the other copy of the file, the JPG.

Next set up some Surname Folders to file the items you are scanning. These line up in alphabetical order no matter what sequence you use or when you create them. The rule I use is if I have enough to warrant a folder for a person, they get one. I don't set up empty folders I wait until I need them as I am going through all the paper I have had in their old files or recently acquired over the Internet.

As an example, if I have just one document on a cousin that has died I will just file that in our grandfather's folder (our common ancestor) until I have enough to warrant his own file. Most times I don't envision that happening as my primary focus in on my direct lines for now. The beauty of this system is you just add as you go and of course you can change it anytime you want. The main thing is it has to be something that works for you and will also make some sense to the person picking up the ball from you one day.

Let's say here I am looking for a photo on Jim's grandfather, Andrew Ferrera. So I go to and click on Genealogy first, then Andrew Ferrera and then since I have set up a folder or file for photos, I click on that file.


When I click there the photo is displayed. Less than two seconds and I have what I am looking for. Not bad! And it is completely portable, mobile and out of sight when I do not need it. No big bulky files and home storage issues and no lugging copious amounts of stuff to and from the Library. What's not to love?

To make this easier to envision if you are not that well versed in saving documents to your computer as you begin (I sure wasn't)...just think about it like an outline. You start with a main topic and then just keep adding branches of it as you keep refining it. You create a path from Genealogy to a Photo (or any other document) of your ancestor in that way. It gives you such immediate access to anything you need quite simply once you have your files set up and your documents filed appropriately.

One step at a time we can do this.
Some of the steps are uphill
but it is good for the ♥

Just as a note of interest, if you are wondering why to save your scan in both formats. Here is my simplified version of the answer. A PDF (Portable Document Format) cannot be altered by another person, is easily sent and read by any other computer regardless of the operating system used. Here is my teacher's more complete answer for you/brainiacs and techies out there. A JPG (Image format) can be altered or manipulated with a photo altering program like Picasa, iPhoto, or Photoshop, etc. You would use this to improve the photo or scanned document for legibility.

"Technology is always changing. Whether you save an image file on your computer as a PDF or a JPG (or any of the many, many other image formats), there is always the possibility that what you see on your computer monitor today may possibly not be visible there tomorrow. You've every now and again got to get updates for the software on your computer, to make sure they can read what you've saved (AND BACKED UP). And every now and again (maybe every seven years) it's a good idea to save a new copy of each image in the newest version of the software for that particular format.

And yes, "PDF" (which means "portable document format") means what you see on your computer is exactly what you'll see on any other computer and exactly what anyone else will see on any other computer. It's not only good for saving documents (images, texts) that you do not want to have changed by anyone on purpose or accidentally, but that will be forever unchangeable (except, of course, by those who have software that can change it, in which case they'll have the ability to make superficial changes but not fundamental ones).

And JPG images -- and other formats used for images (.tif and .bmp being the two main other ones) -- can be manipulated in some programs (Photoshop, Picasa, and the like). By "manipulated" I mean cropped, colors changed, colors removed, "Photoshopped" (to add images into it, such as an image of Arnold Schwartzenegger's bicep onto an image of my upper arm), and the like).

Either one can be easily transmitted to others (by email or disc), but the larger the size of the PDF or JPG digital file, the slower the transmission. If the file is 10 MB or larger, it starts to run up against the limits of some people's email programs and might bounce back to you without getting delivered. Both PDFs and JPGs (and others) can be downsized, too, though in each case the more drastic the downsizing of the digital file the more likely there will be an observable decrease in the quality of the image." SKE, Used by permission.

So that is all there is to this electronically filing as far as I'm concerned. I am sure there are quicker and more efficient ways to do it but this is what works for me and I am satisfied that I can locate my sources, information and things I want to save on each person in just a few seconds. No hassles once put into its own little place. Also I feel our kids are much more likely to want this type of file transference rather than boxes and boxes of unorganized stuff. It makes it more probable that they will keep the relay going.

One last thing...I am not saving tons of photos of people in these genealogy electronic folders. Just maybe one or two pictures and the rest will be passed along in boxes and boxes and boxes to the posterity unless Jim and I get them all scanned in our life time which is unlikely! After all we've got places to go and people to see and there are a lot more of them (the posterity) then there are of us! Sorry kids!

One step at at time we can do this!