How to Make Your Genealogy Research More Complete

"What? I never downloaded the 1940 census for my great uncle? Which other families haven't I gathered documents for?"

A Crisis With a Silver Lining

An 1899 birth record for my ancestor.

I've written several times about my "document tracker" spreadsheet (see links at the bottom of this article). I use it to keep an inventory of every document image I've attached to someone in my tree. It's alphabetical by last name and has a column for each major type of document or fact. Birth, immigration, marriage, census, draft card, death, etc.

One of my 2018 Genealogy Goals is to "Fill in the 'Need to find' column" on my spreadsheet. That involves looking at which documents I've gathered for someone and listing what is still missing. For example, if I have the 1910, 1930 and 1940 census for a person, the 1920 census belongs in my "Need to find" column.

I hadn't spent much time on that, even though we're well into July. And then something went wrong. I noticed when I tried to re-sort the spreadsheet by the Person's Name column, a group of lines were being selected. It looked as if Excel was going to sort only those lines.

I use Excel every day on the job. I've never seen this happen before. I avoided sorting that day, but I guess I made a bad sort another day. This weekend I discovered the error. When I looked to see if I'd added the 1871 marriage record to my 2nd great grandfather's line, I saw all the wrong information!

It seems as if a lot of lines are off by one, containing dates for the person above them. The spreadsheet has 1,685 lines. I need to check them all!

Polishing that Silver Lining

Since I noticed this terrible problem while looking at my Saviano family, I decided to start there on line 1,464. I checked each line against Family Tree Maker to see which data belonged to whom.

To do this I clicked the Person tab, and then the Media tab in FTM. As a rule, I label all media items beginning with their date so they sort chronologically.

I label each person's media files beginning with the date. Now they display in chronological order.

I've recently gotten into the habit of adding "cert." to my spreadsheet when I have an actual certificate image. For example, in the Birth column it may say "1846 (cert.)". So I thought, why not add the person's birth year when I'm sure of it but have no document? I'll know there's no image because it doesn't say "cert." Those birth years are really helpful for telling my five Antonio Sarracino's apart!

And while I was checking each person's documents, I completed their "Need to find" column. As I finished each line, I gave the row a light green color. Now it's plain to see which lines I've checked.

I'm fixing any alphabetical-order errors manually to avoid future problems. When I add a new person, I'll have to insert a new line where their name belongs.

My document tracker spreadsheet holds my inventory and provides my task list.

Two Birds with One Stone

If this sounds like a lot of work, it is, but there's a big payoff. As I'm working through the lines of the spreadsheet, certain things tempt me. I discovered I was missing an immigration record for my cousin's great grandparents. I noted that in the "Need to find" column, but then I decided to go get it. I found it on Ancestry.com. I put the date in the immigration column for both the husband and the wife, and took it out of the "Need to find" column.

Then I found people from Avellino, Italy, who were missing their birth records. The Avellino records became available last week! So I downloaded and added their birth records.

If not for this exercise, I wouldn't have realized I had Avellino people in need of documents.

The ultimate goal is to have all the lines verified and shaded green, and the "Need to find" column empty. That'll mean I've tracked down every major document I can for each person.

And if I can't find that 1940 census for my great uncle, at least I've got the ultimate short-list of what I need to find.

We all get side-tracked by lots of things. We're working with a new cousin to firm up our information. We're using new document collections to find lots more ancestors. We're trying to create trees to share with our family.

This exercise can get you focused on what you've left unfinished. I'm more motivated than ever to work on my document tracker spreadsheet. If you give it a try, I think you'll be happy you did.

Note: Be sure to read the follow-up article about using free Family Tree Analyzer for some of these tasks. Use This Tool to Discover Family Tree Insights.

Speaking of the document tracker:

• Why I love my document tracker
• Benefiting from the document tracker
• Plotting your progress

How to Tame Your Jumble of Genealogy Leads

As time passes, you'll find you have more genealogy leads than you can follow. More irons in the fire than you can tend to.

It's getting to be overwhelming, right?

Hold on a sec. Take a breath and think about why you're researching your family tree. If you expect to reach the finish line one day, take a look around you. Genealogy hobbyists work on their trees for the rest of their lives.

And we love that!

Don't let the amount of leads—or the amount of brick walls—stop you from loving this hobby. It's the searching, the leads, and the discoveries that give us the joy. Every step of the process IS the fun.

A well-organized email collection
will help you follow genealogy leads.

Now that you've got your attitude adjusted, let's get busy managing all those leads.

If you've loaded your tree on any public genealogy website, and if you've got your DNA results out there, too. You're going to have people contacting you.

People are contacting me in two ways: messaging me on Ancestry.com and emailing me.

When I exchange messages on Ancestry, we typically move the conversation to email so we can share files.

My emailbox becomes my storehouse of genealogy leads. The key is to organize your email.

Manage Your Files Logically

I have email in my Microsoft Outlook file going back as far as the year 2000. If I might need something again, I put it in a folder.

I have a genealogy folder. Within that are folders for my ancestral hometowns: Baselice, Colle Sannita, Pastene. Within the town folders are folders for last names from the town. And within those folders are emails from people with a connection to that name.

If sorting by town of origin doesn't work for you, sorting by the family name may be better.

The important part is, if you've saved your email conversations, you can return to them when you're ready to do the research. You can search your email at your genealogy folder level and find that conversation from a few years ago.

Keep your genealogy leads organized. And keep on keeping them.

As of this moment, workers are uploading vital records from my "missing" ancestral hometown of Santa Paolina. Hurray!! I've already downloaded (find out how you can do this, too) and started processing the records from 1809–1865. I'm eagerly awaiting the post-1865 files.

Now that I'm able to document that one branch of my family I couldn't get to before, it's time to go back to my email folders. It's time to reconnect with my leads for that portion of my family tree. And because I'm so ridiculously organized, I can find those leads in a heartbeat.

If you're an office worker in the business world, you're used to organizing your email. You need to be able to find what you need when you need it.

But are you being that efficient with your genealogy email? Isn't it time to tame all those messages to make them usable?

P.S. If you've got leads with no email trail, either:

• create a series of genealogy folders on your computer, each containing a simple text file with necessary information, or
• create one text or Word document with all the notes.

It's easy to search for anything when you've got it typed out and on your computer.

Don't let those once-hot leads slip away from you!

And speaking of organization:

• How to Create Your Ancestral Hometown Database
• Make Progress with a Guilt-Free Genealogy Task-a-Day Calendar
• Time-Management Tips for Genealogists

3 Top Safety Tips for Your Family Tree Data

Results of Following Genealogy Best Practices, Part 3

This is the third article in a series about the benefits of following genealogy best practices. (Read about more genealogy best practices in part 1 and part 2.)

Last November my 5-year-old computer started misbehaving. I couldn't risk losing all my genealogy data and business assets, so I acted quickly. I secured my data and made multiple backups while I waited for my new computer to arrive.

Five months later, I'm faithfully sticking to my data-safety plan. I hope this will inspire you to do the same before disaster strikes.

1. Stick to an Easy Back-Up Plan

To make sure my family tree research is protected, I created a simple back-up plan. Each Sunday I run down my short list of which files to back up to which location. Here's the entire list, just to prove how simple it is.

LAST BACKUP 4/15/2018

• Back up to OneDrive:
  
  1. (automatic) Antenati files
  2. (manual) E:\FamilyTree
• Back up to external drive:
  
  1. C:\Users\diann\Documents\Quickbooks
  2. C:\Users\diann\Documents\Outlook Files
  3. E:\ everything EXCEPT FamilyTree

I have two main backup locations: a 1 terabyte external drive and 1 terabyte on the Microsoft cloud (OneDrive). That's a lot of space. A lot of space.

I subscribe to Microsoft Office 365 because I need it for work. The cloud storage is free with my subscription. You can use free or paid cloud storage from Apple (if you have an iPhone), Google, Dropbox and other providers.

I love how the folders I set as OneDrive folders are continuously updated on the cloud. I don't have to save a spreadsheet as I'm working on it. And if I rename files or folders, that's synchronized with the cloud version. No effort needed.

My OneDrive folders are backed up automatically.

The thousands and thousands of Italian vital records I've downloaded from the Italian genealogy archives site (Antenati) are always backed up to the cloud. So are my genealogy tracking spreadsheets.

What I still update manually are the new document images I've downloaded and added to my family tree. I also copy my complete Family Tree Maker file, its automatic backup, and my 2 most recent manual backups there. Once a week I simply drag the newest files to my cloud storage.

The rest of my backup list shows me the few locations of files to copy to my external drive. By sorting my file folders by date, I can see what's new and complete all my backups in about five minutes.

2. Take Advantage of Free Cloud Storage

I've explained how I'm using my 1 terabyte of Microsoft OneDrive. You don't have that? Try a search for "free cloud storage providers".

Note: I don't keep anything on the cloud that's personal. My email and financial records are not there. Only publicly available genealogy documents are there. So don't be paranoid and brush off this idea. You can do it safely.

Take a look at Google Drive and Dropbox. If you don't want to pay for storage, you can combine different free spaces. If you spell that out in your backup list (like mine above), you'll always know what goes where.

3. Keep Track of Your Genealogy Records

I believe strongly in keeping an inventory of the documents I've attached to people in my family tree.

I've also got:

• a complex spreadsheet where I'm documenting the thousands of vital records from my ancestors' 5 Italian hometowns
• an ancestor spreadsheet listing the name and Ahnentafel number of each direct ancestor whose name I've discovered
• a list of Italian words for occupations and their English translations. (See How to Handle Foreign Words in Your Family Tree.)

Anything you need to reference regularly, need to keep track of and want to keep updated, you can store on the cloud. Then you've always got a safety backup.

To safeguard your genealogy treasure, make these steps a habit. Decide which files belong where. Pick a day each week to make a manual backup. If you can remember to brush your teeth each day, you can remember to practice these safety tips.

Be safe out there.

These articles will help you protect your family tree:

• How to Back Up Your Family Tree Files Automatically
• Prepare Your Family Tree for Your Computer's Demise
• Moving Your Family Tree to a New Computer
• A Resolution You'll Want to Keep
• Track Your Genealogy Finds and Your Searches

4 Ways to Make Big Genealogy Progress When You Have Little Time

You've seen the memes. Genealogists would rather spend every moment working on their family trees than, say, eating, sleeping or dealing with people.

It doesn't take a ton of time to
make real genealogy progress.

Do you have the luxury of 100% free time? I don't either!

Don't worry. You can still make significant progress on your family research in short bursts of time.

Have about an hour after the dinner table is cleared? That'll do. Have some free time in the late afternoon before the family gets home? That's great! Are you an early riser? It's genealogy time!

Arm yourself with a list of tasks and a progress chart, and a small window of time can yield big genealogy progress. Here are some examples.

1. Choose a Specific Ancestor from your Grandparent Chart

Last night I was too exhausted to spend much time on genealogy. So I chose a specific ancestor from my "grandparent chart".

The chart shows me exactly which direct-line ancestors I've identified, and which ones I haven't. (See "How to Visualize Your Ancestor-Finding Progress".)

I chose one ancestor from the chart whose parents were missing. I found him in my tree to see what I knew about him. Then I examined his children's marriage records to see if they contained the names of their grandparents.

In the short amount of time I had (before I fell asleep at the keyboard), I added a few marriage document images to my tree. I can pick up where I left off when I have another chunk of time.

2. Improve as Many Source Citations as You Can

I have a few items on my Task List in Family Tree Maker that involve making my tree better. One task is to replace some of my weaker sources with strong ones.

For example, I received some relatives' information from a distant cousin. That's not very scientific. I'm happy to have the information, but I need to verify it with proof. (See "Trade Up to Better Family History Sources".)

So, when I have some time, I can go to these people in my tree and do the legwork. I can replace the "a cousin told me" source citation with more concrete facts and documents. That's a great use of time.

3. Enhance Your Tree's Document Images with Facts and URLs

Ever since I discovered this trick, it's been a must-do task for me. Before I attach a downloaded document image (vital record, census sheet, ship manifest, etc.) to my family tree, I add facts to the image itself.

You can add a descriptive title and comments to an image's properties. Many or all the facts will be pulled into your family tree file. (See "How to Increase the Value of Your Family Tree Images".)

Each time I have a new document to add to my tree, I edit its properties. I include a descriptive title, the name of its source and the URL it came from. Once I add it to my family tree, all I need to edit there is the date field and the category.

4. Create or Update Your List of All Gathered Documents

I'm a strong believer in keeping a spreadsheet inventory of my found documents. My document tracker contains more than 1,500 names of people in my tree, and each document I've found for them. (See "Track Your Genealogy Finds and Your Searches".)

When I have some time, I can choose someone in my tree, like my grandfather. I can see exactly which documents I have for him, and which are missing. In his case, I have his:

• 1902 birth certificate
• 1920 ship manifest
• 1927 naturalization papers
• 1930 and 1940 census
• 1992 death certificate

There are only three important documents I would like to find for him:

• His 1928 marriage to my grandmother
• His 1959 marriage to my step-grandmother (I do have a record of their marriage license)
• His 1958-or-so trip back to Italy—his one and only trip home since arriving in New York in 1920.

My document tracker makes it very easy to see what I can search for when I have some time.

Don't worry about not having countless hours to spend working on your family tree.

By spending a little time on your family tree more frequently, you will see true progress. You'll feel a sense of accomplishment. And you'll know your family tree—your legacy—is better and stronger than it was yesterday.

And speaking of efficient genealogy:

• Genealogy: Where Endless Searching is Part of the Fun
• Work in Batches to Strengthen Your Family Tree
• How To Run Your Genealogy Research Like Clockwork

These 4 Simple Rules Will Improve Your Genealogy Research

I created this blog with a single thought:

If we amateur genealogists follow some basic rules, our family trees will be so much better.

I listed out the primary keys to high-quality genealogy research:

1. Know exactly where your people are from
2. Analyze each document carefully before attaching it to your tree
3. Cite your sources as you go
4. Develop a strong, logical system of document-naming and filing

Let's take a look at how you can put these keys to work for you today.

Know Exactly Where Your People Are From

If you don't know exactly which town your ancestor was born in, you can't find their birth record. You may not find their marriage record. You might download records from a genealogy site and never know they're for the wrong person.

My late step-grandmother's naturalization papers told me her story.

Look for evidence of the town of origin right away. It may be on military records, a passport application or naturalization papers. Knowing that town, you can now reject hints pointing to someone from the wrong place.

Analyze Each Document Carefully Before Attaching it to Your Tree

My tree has so many people with the same name. My grandfather had two first cousins. All three of them were named Pietro Iamarino.

So before you attach a record to your tree—even if you think it's such a unique name—analyze all the other facts. Does everything about this record make sense for your ancestor? Or are there too many facts you know don't match your person?

Keep some basic logic in mind. A dead woman can't give birth or get married. A woman can't give birth to two babies a month apart. A man can't become a father more than nine months after he dies.

Cite Your Sources As You Go

You can add facts to your images.

When we begin this genealogy hobby, we're excited by each new name and date we find. And, oh, those ship manifests and census forms! They couldn't make us any happier.

It's common to grab those facts and documents and forget about citing your sources. "It's the 1930 census. Isn't that good enough?"

No, it isn't. Picture this: One day you realize your uncle lived on the same street as your grandmother. You can't find him in a search. If you could just get back to her census form online, you're sure your uncle would be on the next page. If only you'd recorded some facts and a URL.

Put a stake in the ground today. Going forward, you're going to add citation info to each fact and document you add to your family tree.

And then spend a few weekends cleaning up your early work. Make that tree better.

Develop a Consistent System of Document-naming and Filing

Develop your logical filing system.

At the start of my research, I developed some rules:

• My computer's FamilyTree folder contains a sub-folder for each type of document:
  
  • census forms
  • vital records
  • city directories
  • draft cards
  • ship manifests
  • naturalization papers, etc.
• Each file name follows the same format. Generally, it's LastnameFirstnameYear.jpg. Since I keep all vital records in one folder, they are more specific: LastnameFirstnameBirthYear.jpg or LastnameFirstnameDeathYear.jpg.
• Census records are named for the head of household: LastnameFirstname1930.jpg. This is true of a ship manifest containing a whole family, too: LastnameFirstname1922.jpg.

When I learn something new at work, I try to apply it to my genealogy hobby. For example:

• I work with Excel all day long. So I catalog my thousands of genealogy records in a single spreadsheet.
• I store work files on OneDrive so I can access them from another computer. Now I store my tens of thousands of Italian vital records in a OneDrive folder so it's backed up instantly.

Be smart, logic and efficient in your hobby. You'll still have all the fun you want, but you'll leave behind a priceless legacy: Your impeccable family tree.

Start Your Rainy-Day Genealogy List

All genealogists have their top goals in mind. Trace their ancestors to the old country. Discover their great grandmother's maiden name. That's a given.

And I hope you've created your list of genealogy goals for the new year.

But now's a good time to create a rainy-day genealogy list. That's your list of leads you need to follow up on. It's those unexplored family relations you want to better understand. It's the mysteries you'd love to solve.

First, choose an obvious place to keep your list—a place where you won't overlook it, and you'll definitely see it a lot. How about the task list of your genealogy software? A notebook where you jot down facts as you find them? Or a text file on your computer desktop?

Next, look for breadcrumbs you've left for yourself in the past. For instance, ancestry.com has a shoebox feature. When I'm searching for an ancestor and see a document for someone interesting, I can put it in the shoebox for later.

Today I'm looking at a ship manifest in my shoebox for a woman named Giuseppa Sarracino who's married to Carmine Pastore. I have reason to believe she is the woman in a family photo given to me by my aunt. I've already found six babies born in Italy to a couple with the very same names.

Did I discover the woman on the right on a ship manifest?

This Pastore-Sarracino family is going on my rainy-day genealogy list right now.

Your list will help keep you from forgetting these interesting tidbits. When the day comes that you're frustrated with the genealogy goal you're working on, your rainy-day list could be the fun distraction you need!

Where will you start looking for your forgotten genealogy leads? Besides my ancestry.com shoebox, I have handwritten notes in different notebooks. When I go through those notebooks, I'm sure I'll find other leads that need my attention.

When I first started researching my family history, all I had was the Ellis Island website. I began filling a notebook with every immigrant who had a last name I knew or came from an Italian town I knew. Some of them made it into my family tree, but others are waiting impatiently in that notebook.

What if some of them are my overlooked blood relatives?

It's a brutal January in New York state this year, and tons of other places. You're bound to have a snow day or two. Wouldn't you like to use a snow day to explore something on your rainy-day genealogy list?

You may also enjoy:

• 4 Ways to Protect Your Genealogy Research from Disaster
• Putting Yourself in Your Ancestor's Shoes...Historically
• When Did Your Ancestors First Use a Last Name?

Moving Your Family Tree to a New Computer

The last time, I wrote about how important it is to be ready for the sudden loss of your computer. You must be prepared to move your genealogy files if your computer is about to die. And sure, you'll have to move non-genealogy files, too.

I'm lucky that my 4-year-and-8-month-old computer gave me warning that it was on its last legs. Every program I tried to run was unresponsive. I had to move on to new technology.

My new laptop arrived two days ago, and I began installing my most important software:

• Microsoft Office
• Adobe's Photoshop, DreamWeaver, and Acrobat
• Quickbooks
• Some specialty software I need for work
• Family Tree Maker

A tool to fix the problem.

When I launched Family Tree Maker on my new machine for the first time, I was surprised that it displayed my media files. I have 2,634 images attached to people in my tree. They are mainly census forms, ship manifests, and photos.

I was surprised to see them because the file structure on my new computer is different. I'm storing all my genealogy images on the "E" drive, which is enormous.

It turns out I made a bad choice when I first began using FTM in 2003 or so. The program asked me if I wanted to save media files in the family tree file, or link to their location on the computer.

I figured that saving the media in the file would make the file way too big. So I linked to them instead.

I knew I couldn't move files around or rename the files or folders. They would become unlinked if I did. I accepted that, and I never changed anything.

Imagine my face two days ago when I realized all my media was now unlinked!

Thankfully, Family Tree Maker has a fix for this. I hope your family tree software does, too. If you're not sure, check your software's website or click the Help menu to see what it says about media files.

In Family Tree Maker, I clicked the Media menu and chose Find Missing Media. This brought up a window showing the long, long list of my 2,634 missing media items.

"Click to search manually"? No thanks.

In the right column, labelled Attach, there's a choice between Attach a Copy and Attach a Link. I'd always chosen to attach a link before. Here was my chance to bring a copy of every single media item into my Family Tree Maker file.

Sure, my family tree file is going to be much fatter than it used to be. But I've got a 1 terabyte hard drive now, so who cares?

The process is very simple, but as I write this, it's still running.

All I had to do was click to Select All, make sure the Attach column was set to Copy, and click Search. Immediately, I saw that the program found my files on my new E drive. So it's working! It's more than halfway done, and progressing nicely.

A better graphics card makes
working on your family tree easier.

I would have been pretty upset if I had to locate the 2,634 images one at a time! But let this be a lesson to you. If you plan to move your family tree to a new computer, and your file doesn't contain all the images, pull them in now.

And here's a nice benefit to upgrading that computer. Aside from it being faster, I've got a really high-resolution screen. So I'm able to see so much more of my family tree at a glance than before.

At this point, my house contains more obsolete computer equipment than it should. But genealogy is a high-tech hobby. It pays to have good tools for the job.

You may also enjoy:

• How to Increase the Value of Your Family Tree Images
• 6 Places to Find Your Ancestor's Maiden Name
• Online Course Takes Your Family History to the Next Level

Time-Management Tips for Genealogists

The first item: Make This List!

You have so many tasks on your genealogy to-do list. So many threads to follow and weave together.

How can you manage your genealogy research so you're

• always making progress and
• never dropping the ball?

The answer seems like a contradiction. It's a combination of concentration, flexibility, focus, and spontaneity.

• Concentration to stay on-task and set aside temptations that don't help you with your goal.
• Flexibility to jump from one branch to another when a cousin asks for your expertise.
• Focus to complete large tasks that need to get done.
• Spontaneity to respond to a potential relative and collaborate on their research.

Making progress on each of these tasks helps you make strides in your family tree research.

Here are some time-management tips to keep you on track so you never feel overwhelmed by the hobby you love.

Set High-Level Goals

Make a list of the most important goals for your research. At a high level, what do you want to accomplish?

For example, DNA testing tells me that my parents are 4th to 6th cousins. One of my top goals is to find that set of 3rd to 5th great grandparents they share. In all the research I do from now on, finding that couple has to be my top goal.

You may have a handful of high-level goals. Put them all in a list and glance at it each time you sit down to do more research.

Break Big Goals into Easier Chunks

Your list of high-level goals can seem like a pie-in-the-sky fantasy, and not something you can do. Break each goal down into logical, manageable chunks. These individual tasks will look more realistic. And achieving each one will get you closer to that high-level goal.

For example, I keep a chart of every direct-line ancestor I've identified. (See How to Visualize Your Ancestor-Finding Progress.) The chart contains a good number of my parents' 3rd to 5th great grandparents. To achieve my high-level goal of finding my parents' connection, I can:

• Work to identify more great grandparents, one set at a time. I have tons of Italian vital records I need to search through.
• Examine the last names of the great grandparents I have identified. Do I recognize any names on Dad's side as belonging on Mom's side?
• Check the marriage records for some of these couples. My ancestors all come from neighboring towns in Italy. Do any of these couples have a husband or wife who was born in one of those towns but married in another? The out-of-towner may be connected to another branch in my family tree.

Keep a Task List

In addition to your high-level goals and each goal's individual tasks, you have plenty of other work to do on your family tree. You may need to:

• Clean up your source citations.
• Annotate the images in your tree.
• Attach documents, like census forms, to each person in your tree who's named in the document.
• Find sources for facts in your tree that you forgot to document.
• Gather the documents that are missing but you know you can find if you keep trying.
• Untangle and fix the mistakes you know are in your tree.

For this list, you need to put aside your flexibility and spontaneity for a stretch of time. Focus on completing or making significant progress on one of these important tasks. You know your family tree will be better for the effort. You want to get these tasks out of the way. So whenever possible, put your blinders on and get to it.

Keep a Contact List

Is your family tree online? Have you had a DNA test? If so, you may have had people contact you trying to find a connection. Make a list of these contacts and a description of their family details.

I have people who are trying to find a connection based on one last name, or one ancestral hometown. If I have that list handy, I can contact them when I make a new discovery.

Don't lose track of those potential relatives.

Here's your challenge:

1. Write down your high-level goals. These will change over time. You may add a bunch more before you cross any off your list.
2. Break down each high-level goal into the steps that can help you achieve those goals. Keep the list updated. Each time you learn something new, this list may change.
3. Examine your family tree and write a list of the clean-up tasks you've been meaning to do someday. The more you do, the more valuable your tree becomes.
4. Go through your email and online contacts with fellow genealogists. Did someone write to you three years ago about a brick wall you just broke wide open? Get back to them! Maybe you're related and can give each other's tree a big boost.

Finally, do what works best for you. Some people like a hand-written or printed list. Some like post-it notes on their computer monitor. I'm the type who'll go totally digital. Lately I've added tasks to my tree so they're the first thing I see when I launch Family Tree Maker.

Your hours of family tree research are your legacy. Make your family tree a thing of beauty. Like tending a garden, the more work you put into it, the better the harvest.

You may find these tips helpful, too:

• Make Progress with a Guilt-Free Genealogy Task-a-Day Calendar
• How to Plan an Efficient Genealogy Research Trip
• Haven't I Seen You Before?

Make Progress with a Guilt-Free Genealogy Task-a-Day Calendar

What day is it? Genealogy day!

Your family tree hobby started out so fun. You were filling in great grandparents and finding them in the census. You were adding great aunts and great uncles you never met.

Then your fun little hobby got serious. And time-consuming.

The "serious" part is wonderful. My reason for writing this blog is to inspire every family tree researcher to do the best job possible.

But that "time-consuming" part is not as wonderful. It keeps us from doing our best. And maybe it makes us feel a little guilty for leaving so many tasks unfinished.

I have a suggestion that can help you make noticeable progress and put an end to any feelings of guilt.

First let's think about all the tasks you wish you could do throughout your family tree, such as:

• Adding a portrait photo to each person
• Giving a well-formatted citation to each fact
• Gathering every available census for every person
• Using a consistent format for each place name

Next, think about your research materials outside of your family tree. You have files and folders, and maybe binders and books and catalogs and recordings and photo albums. They all need organization, scanning and analyzing.

When you have time for genealogy,
a task calendar can help you focus.

Now, how can you make good progress on all these different tasks without feeling like the job is too big to manage? A Genealogy Task-a-Day Calendar™.

You don't have time for family tree work every day—I'm not suggesting that.

This is a calendar with days, but no dates. Picture a Page-a-Day calendar that you place on your desk, peeling off one sheet of paper for each day of the year. But your Genealogy Task-a-Day Calendar has no specific day of the year assigned to each sheet of paper.

Instead, it's a sheet for each day that you have some time to spend working on your tree. You sit down to work, and the Genealogy Task-a-Day Calendar tells you that today's task is to scan your photos.

It doesn't say you have to finish all your scanning. But that's your focus this day.

The next day you have time, the next sheet of the Genealogy Task-a-Day Calendar tells you to find all the family tree facts with no citation.

Maybe the next day you'll be searching for those missing census forms.

You can make yourself an electronic Genealogy Task-a-Day Calendar—which is totally something I would do—or you can make one using a small, spiral-bound notebook, or a sticky notepad.

Each time you use the calendar, you'll be working on your assigned task. That should erase any guilt you may feel for not having everything done and perfect.

You're working on it! Cut yourself a break.

If getting organized turns you on:

• Where Did I Find This?
• How To Run Your Genealogy Research Like Clockwork
• Work in Batches to Strengthen Your Family Tree

Find Your Happy Place in Your Favorite Genealogy Tasks

One of my favorite parts of my day job—those hours when I'm not doing genealogy research—is tackling projects I can do alone.

You say you need 300 web pages edited because of a new product name? No problem. You say you need a bunch of high-resolution images optimized for the web using Photoshop? No problem.

I enjoy handling organizational projects and projects where I need to find the best solution to a specific problem.

Looking at that description of the types of work I enjoy, it's blatantly obvious I was meant to be a family tree researcher.

A photo like this is all the inspiration I need to work on my family tree.

As I'm thinking about it, there are a handful of big projects I need to complete for my family tree. How many of these can you relate to?

• Enhancing the citations for the documents in my family tree.
  
• Capturing the facts from the tons of Italian birth, marriage and death records I've downloaded.
  
• Adding images of these documents to my tree.
• Find the missing census forms for people in my tree.
• Requesting the birth and death records I'm missing.

It is ironic that I've written about this idea before. I've encouraged you to Divide and Conquer Your Family Tree Research Tasks. I've tried to inspire you to Organize Your Genealogy Research By Choosing Your Style. I've urged you to Work in Batches to Strengthen Your Family Tree.

But I haven't always been able to live up to these goals.

Life gets in the way of genealogy, and that's fine. Maybe we need to be a bit less demanding of ourselves.

If I didn't have that day job, I might spent at least four or five hours a day on genealogy. But for now, I'm going to divide those tasks above into manageable chunks. I'll knock them off, bit by bit, and gain the same satisfaction I get from my job.

If you're reading this blog, you must feel a devotion to genealogy as I do. Remember this:

• We've all got a lot of individual genealogy tasks to tackle.
• When we put all the pieces together and do our research well, we rejoice in the result.

So here's my recommendation to you—and to me. Figure out what's needed to get your family tree in tip-top shape. Decide which family tree tasks you enjoy the most.

Then kill two birds with one stone: Fortify your family tree while making yourself a happy, joyous genealogist.

Organize Your Genealogy Research By Choosing Your Style

Develop and stick to your own style and naming conventions to achieve better organization.

When my husband and I were planning our Italian honeymoon in 2003, my imagination ran wild.

What if I find an old house with my maiden name on it? What if I meet a distant relative who looks like me?

These thoughts propelled me into the obsessive hobby of genealogy.

Early disarray

My first discovery was the Ellis Island website where I found ship manifests for my two grandfathers.

I found other people on other manifests who may or may not be relatives. I began filling a notebook with facts on potential relatives—pages and pages of scribbled, disconnected information.

Taming the chaos

Then I graduated to family tree software and learned some of the recommended conventions. For example, when recording dates:

• dd Mon yyyy, as in 24 Sep 1959 or 01 Jan 1856, is a versatile format that anyone can understand. If I told someone in England that my brother's birthday is 6/11/1955, they would read November 6, not June 11.
• When estimating a date you can use Abt. (about), Bef. (before), Aft. (after), Bet. (between). For example, my great great grandfather was still alive at the end of 1860, but he was dead when his grandchild was born on 12 Mar 1870. To record what I know, I've listed his death date as Bet. 1861–12 Mar 1870.
• If I don't know someone's birth year, but I know when one of their children was born, I use a placeholder date. This helps me see the general time in which they lived. I subtract 25 from their oldest child's birth year (e.g. 1800 minus 25) and record their birth year as Abt. 1775.

This is crucial in a tree like mine where about 10,000 Italians have a combination of what seems like 10 names.

I've also developed my own format for annotating documents such as census forms and ship manifests. For example, in my family tree software I will put a note on a census sheet and include the following:

• the line numbers for this family
• City, County, State 1920 census
• enumeration district #, supervisors district #, ward of city #, block #, sheet #
• image 3 of 300 (if found in an online collection)
• a link to the original document on ancestry.com, familysearch.org. antenati.san.beniculturali.it. etc.

This amount of detail allows anyone to verify my facts and see the document for themselves.

Owning the facts

When I first subscribed to ancestry.com, I knew I wanted to have every important document stored on my computer. So I download everything I find.

Almost from the start, I chose my style—how to name the files and where to keep them. I name the files LastnameFirstnameYear.jpg, in general. If it's a census form, it's named for the head of household. If it's a two-page ship manifest, the file names end in -p1.jpg and -p2.jpg. The folder names are simple and clear.

A consistent file-naming style leaves no room for error.

This consistency became second nature. It helps me spot what I'm looking for in no time.

Finally, my document tracker spreadsheet is my ongoing catalogue of every document I have. This spreadsheet tells me at a glance what I have and what I still need to find for any given person.

If genealogy is your obsession, you know how easy it is to go wild gathering facts, photos and documents. Take the time to develop your style.

Your consistency will pay rich dividends.

You may also enjoy:

• How To Squeeze Everything Out of the Census
• 27 Key Facts to Extract From a Death Certificate
• How To Run Your Genealogy Research Like Clockwork

Work in Batches to Strengthen Your Family Tree

Do you want to make your family tree accurate, reliable, and highly credible? There are many things you can do:

• Add descriptions to your images.
• Be consistent with addresses.
• Cite your sources accurately.
• Choose a style and stick with it.

I know it can seem overwhelming—especially if you started your tree long ago or you can only work on it now and then.

But if you divide and conquer your tasks, working in batches, you'll see real and valuable progress. If you gang-up your tasks, you'll save time and gain consistency.

Here's what I mean.

Add Descriptions to Images

Step through each image in whichever family tree software you use, focusing on one type of image at a time.

In Family Tree Maker, I can sort my images by type (because I clicked a checkbox to categorize each one). Now I can go one-by-one through each census form image, for example, and include important information. I've chosen to note which lines a family is on, and everything you'd need to find the original image:

• town, county, state
• enumeration district, city ward, assembly district
• page number and image number if it's part of a set
• a URL on ancestry.com or familysearch.org.

Great annotations make your facts reproducible and verifiable.

Be Consistent with Addresses

Your family tree software may help you validate a place name when you are typing. Take advantage of that feature if you have it.

Otherwise choose a style for entering place names, verify them on Google Maps, and stick with your style. I prefer to include the word County in my U.S. place names. I think it seems confusing (especially to non-Americans) to have something like "Monsey, Rockland, New York". That's why I consistently use this format: "Monsey, Rockland County, New York".

Entering the address shows me exactly where my great grandparents lived.

Cite Your Sources

This will be blasphemy to some of you, but I do not like excessively long citations for the sources of my facts. I use a short format each time:

• 1930 U.S. Federal Census
• 1915 New York State Census
• New York Passenger Lists, 1820-1957

There isn't any question which collection I'm citing. Plus I put the full description and unique link on the image's notes.

No matter what format, do include your sources. It's absolutely key to the strength and reliability of your data.

Be Consistent in Everything

Do you always use the same date format? I prefer dd-Mon-year (24 Sep 1959) because you should understand it no matter where you're from.

Do you always capitalize last names? I don't, because I think you lose something with compound names like McCartney or deBlasio. But stay consistent.

Do you always spell out every word in an address? I do because I feel it leaves no room for misinterpretation.

For example, my mother was born at 260 East 151st Street, Bronx, New York. If your native language were not English, E. 151st St. would be more challenging than East 151st Street.

Do you have a preferred style for descriptions of immigration facts? That may seem like an awfully granular thing to call out, but I like to add specific information to these descriptions. Here's my format:

For each ship manifest I record the date the ship left as an Emigration fact (for a person's first voyage) or a Departure fact (for subsequent voyages). In the description I follow this format:

"Left for [destination city] on the [ship name]."

Then I record the date the ship reaches port as an Immigration fact (for a person's first voyage) or an Arrival fact (for subsequent voyages). In that description field I follow this format:

"Arrived [with which relatives] to join [which relative] at [address], leaving his [relative] in [hometown]."

Now think about your family tree. Where do you feel your data needs the most care? Is it your sources? Images? Particular facts?

Pick one and dive in. Work your way through as many people as you can in one sitting to ensure absolute consistency. Make notes about the style decisions you've made so you can stick to them.

By picking one type of task and working hard to plow through it all, you will see overall improvement in your tree.

That accomplishment should inspire you to pick your next subject and get busy strengthening your family tree. Then you'll be ready to grow your family tree bigger and better.