From roots-in@rootsweb.com Tue Aug 20 03:40:00 1996 Received: from bl-14.rootsweb.com (roots-in@bl-14.rootsweb.com [204.212.38.30]) by bl-4.rootsweb.com (8.6.12/8.6.9) with ESMTP id DAA22627 for ; Tue, 20 Aug 1996 03:39:59 -0700 Received: (from roots-in@localhost) by bl-14.rootsweb.com (8.6.12/8.6.9) id DAA21918 for roots-approved@rootsweb.com; Tue, 20 Aug 1996 03:44:48 -0700 Received: (from slist@localhost) by bl-4.rootsweb.com (8.6.12/8.6.9) id DAA22153 for roots-in@rootsweb.com; Tue, 20 Aug 1996 03:37:31 -0700 X-Envelope-From: andrusae@cougarnet.byu.edu Tue Aug 20 03:37:22 1996 Received: from acs2.byu.edu (pmdf@acs2.byu.edu [128.187.22.132]) by bl-4.rootsweb.com (8.6.12/8.6.9) with ESMTP id DAA22134 for ; Tue, 20 Aug 1996 03:37:21 -0700 Received: from Audrey.byu.edu ("port 1767"@byur-001.xnet.byu.edu) by ACS2.BYU.EDU (PMDF V5.1-1 #16478) with SMTP id <0DWFMQ8A70093D@ACS2.BYU.EDU> for ROOTS-L@rootsweb.com; Tue, 20 Aug 1996 04:35 -0600 (MDT) Date: Tue, 20 Aug 1996 04:35 -0600 (MDT) Date-warning: Date header was inserted by ACS2.BYU.EDU From: Doug & Audrey Andrus Subject: 3 or 4 ways to organize & file X-Sender: andrusae@cougarnet.byu.edu To: ROOTS-L@rootsweb.com Message-id: <0DWFMQEAA0093D@ACS2.BYU.EDU> MIME-version: 1.0 X-Mailer: Windows Eudora Light Version 1.5.2 Content-type: text/plain; charset="us-ascii" Sender: roots-in@rootsweb.com 3 or 4 Plans for Organization; Jimmy Parker (Manager of FHL) He does not use notebooks - just files; Notekeeping; 1. Use a consistent size of paper - prob 8 1/2 x 11 2. Extract all info. about surname you are looking for in source you are looking at - exception might be common name like Jones 3. Record ALL info. about the source 4. Record info. about sources with negative results 5. Simplicity & Consistency - on extract pages, record source at certain place on page on each extract. Filing: 1. Fit's the localities you are working in 2. Serve's you - not you serve the system 3. Be able to find anything in less than a minute 4. File alphabetically - by surname 5. For Each Surname have the following files; a. correspondence b. research file(s) 1. surname approach 2. locality approach - broken down in as small of areas as needed; state, county, city etc. c. compiled forms d. ancestral - direct line - keeps more info. histories original doc's Family Group Records Photographs At the beginning of each file keep a correspondence log or research log - as an index to the file - also used as a worksheet for future work. ********** William Dollarhide - summary by Myra Gormley - 1992 Prodigy Use 3 ring binders for each surname, subdivide the sheets by place (or origin) of the record. Separate your working notes from archival materials (photos, documents, certificates). - File in safe place 1. Control the sheet size - 8 1/2 x 11 2. Separate surname sheets by place of origin 3. give every sheet a page number, "Johnson/OH/24" or "Vanderpool/NC/Ashe County/137" Dollarhides's Manual - Managing a Genealogical Project - available from Genealogical Publishing Co., 1001 N. Calvert ST., Baltimore, MD 21202, $17.95 (1992 info.) includes tips on retrieving notes, compiling fgs's, gen numbering systems, using computer to create databases & doc. files. ********* Karen Clifford, A.G. - spoke on Organizing A Genealogical Project Using PAF 2.31 at the 1996 BYU Seminar. Her address is 23040 Guidotti drive, Salinas, California 93908. She has written several how- to textbooks. She recommends using Notebooks - or possibly file's. Original documents - preserve in archival protectors in vertical files - make copies of originals for data input if not with other records. Use standard size paper - reduce or enlarge Record all facts & clues with each individual (in PAF notes) - complete citation - Use "ACTION" or "TO DO" etc. Print out pedigrees and Family Group Records (FGR) File doc. originals in protective sleeves and copies behind Family Group Records record lightly in pencil on each document the MRIN # Info which involves many families of the same surname - file in back of last volume after FGR's. - label by surname Info involving several surname's but one county or state - file in back by state, county etc. Use clear tabs for MRIN numbers Use colored tabs for surname & locality lists Place Pedigree Chart in front as table of contents Place alpha lists in front (PAF MRIN alpha sorted lists) Use the MRIN #'s to find anyone in your notebooks ******** My (Audrey Andrus's) system currently: - mostly patterned after Jimmy Parker's method - Files and Notebooks (some families - used for class assignments - but need to get these into one or other - not both) Surname Document File Correspondence File Compiled Forms File Research File Research logs by place - Country, State, and also county in my situation and often one log for each type of record for each locality; Morgan Co.Court records, Morgan Co. Census records, Morgan Co. Vital & Cemetery Records, Morgan Co. Land & Tax Records, Morgan Co. History/Biography. Documents, Extracts, copies. etc. filed after all the research logs. They each have a number which is cross referenced to the research log(s); e.g.. Berry OHMorg 0025. 0001-0003 might be referenced on the census log, 0004-0010 might be Vital & Cemetery, 0011-0025 might be on Court etc. I write the ref #, film, book etc. on back of doc. or front of extracts. If they are definitely ancestral then the original or best copy goes in the surname doc file. I maybe should be able to find any document etc. in less than a minute - but I can't seem to if I have a lot of documents - I do enter a short description of each doc. in PAF Research Data Filer .doc file - Print Out the doc file and use it in front of the doc file as an index, though I often just use RDF to locate a particular doc. and don't even look at the index. My plan is to do that for correspondence file too and have started to, but do use correspondence logs at least some of the time. I also use RDF doc and dat files to help me sort research info. I would like to incorporate Karen Clifford's methods for my ancestral files but haven't done so yet.