![]() Once I type my file name, select my folder, and hit “save,” my computer will automatically place my new file in the order my naming system dictates. Using the “ record-type” as the primary factor will show ”census-1930-smith-joseph” as the record label. Using “surname” as my primary factor, my label will be “smith-joseph-census-1930”. I label my digital files using the same factors as a paper system, using surnames and record type as my primary factors and adding 3-4 secondary factors to the file name. These two devices are significantly small than a file cabinet or the twenty-ring binders needed to store the paper equivalent of my digital files. I use my laptop as my primary storage unit and a 1 TB external hard drive to back up my files. For example, my 20 years of genealogy files use 132 GB of digital storage. Digital files eliminate the mountain of paper and significantly reduce the physical space needed. Nevertheless, most researchers find adding ring binders and shelving space easier than finding room for another file cabinet.Įliminating paper and digitally saving your documents may be the system of the future. The small and medium binders are easy to transport to libraries and archives in backpacks, but they can become heavy as you add records. The binder pages are easy to flip through to find information, especially if you place the documents behind the tabs in chronological order. Start with small (1”) or medium (2”) binders and expand to the larger (3”) size as needed. They are easily retrieved from shelves, especially if the spine labels are color-coded. Ring binders are another method of storing paper documents. Folders are also challenging to carry and use on trips away from your work area. ![]() Storage crates are easier to add, but ehrn multiple crates are stacked to save space, moving the containers to find a file is cumbersome. However, it is difficult to add more cabinets when the cabinet is full. Color coding the folders will help them file new documents and retrieve them when needed. They need a filing cabinet or storage crates to place the folders. Genealogists use two systems to store paper documents: file folders and ring binders. Then, they file the other documents by surname and given name. For example, they save census and passenger records by record type and surname to eliminate the need for multiple copies. ![]() Instead of filing a copy for each individual, many researchers use a combination of the two systems. Some documents, such as census and passenger records, pertain to multiple people. Using the “ record type” as the primary factor will show “Census, 1930” or “Census, Smith” on a folder tab. So all documents are sorted by a person’s name, and the folders are stored in name order. Using “surname” as your primary factor and the given name as the secondary will show “Smith, Joseph” on the folder tab. Which factors they use as their primary and secondary information depends on personal choice, but surname and record type seem to be the most popular choices. Most genealogists use factors such as surname, given name, record type, date, place, and other details to sort their information. Your method should be logical, easy to file a document, quick to retrieve, and easy to remember. The first step in organing your work is setting up a system to label your folders. Furthermore, organizing these records and their information is crucial to the success of your work because your future research depends on retrieving their details quickly. ![]() However, these records are treasures because they are critical sources of data about your family. Researching family history generates a mountain of paper as you find records.
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