Taming a Tangle of Source Citations

Having to download my family tree for a do-over is forcing some changes.

Last time I wrote about my week-long struggle to overcome a corruption of my Family Tree Maker file. Now my file is healthy and synchronized with my tree on Ancestry.com. But there's a bunch of clean-up work to do.

The new file uses Ancestry's source citation format. It's more complicated than the simple source format I've always used. My method was to create one source with only one citation for each major document type. That's one source/citation for all 1930 U.S. Censuses. One source/citation for all New York Passenger Lists. And—here's where I got into trouble—one source/citation for my thousands of vital records from one Italian archive.

I was already worried that adding so many facts to one source was bogging down my file. TWICE I had an accident. A mysterious slip of the mouse somehow dragged an image file into that overused source. I didn't see it happen. Removing the image affected thousands of people in my tree. And then it happened again! Not with an image, but with some other random change to the citation.

This massive mistake choked the system when I tried to sync my tree. Was it my downfall? I needed to change how I handle the Italian vital records that are the bulk of my tree.

Today I'm working through the steps of creating a good source/citation so I can share them with you.

I'll use this new method for each new person I add, each new document I add, and on my closest ancestors. I'll start with my grandfather, Adamo Leone.

Work Through the Document Images

Adamo's documents include birth, marriage, and military records, 2 ship manifests, 4 census sheets, and a draft registration card.

I always add tons of details to the description field of each image. There's great value in that. But my tree on Ancestry.com looks like I don't have good sources. The details are hiding in the image.

Here are the steps to create more thorough sources and citations for each image in your family tree. I'll start with Adamo's 1940 census.

1. Re-locate the document online. Use whichever online source you prefer and search for your ancestor again. (These instructions are geared toward Ancestry.com.) Luckily, all 4 of Adamo's censuses are right on top in the search results.
2. Click the title link (not the image link) first, opening it in a new tab. (Right-click the link and choose to open it in a new tab.) This gives you important information about the image, including the source citation. Scroll down below the breakdown of the document's info to the Source Citation block.
3. In your family tree software, choose to add a new source/citation to an individual census fact.
4. The title of the source is something you'll reuse over and over. So, my simple source title of "1940 U.S. Federal Census" is what I'll select from the Source title pull-down list. It's the Citation detail, Citation text, Web address, and Media that will be new.
5. On Ancestry, copy the Source Citation text. Paste it into the Citation detail field in your software. (The wording and layout depend on your family tree software. I use Family Tree Maker.) In this case, I'll copy and paste "Year: 1940; Census Place: New York, Bronx, New York; Roll: m-t0627-02468; Page: 12A; Enumeration District: 3-315". Funny…that's the stuff I've been adding to the image's description, but not to the source citation. Always the rebel.
6. Copy the Source Information text from Ancestry. Paste it into the Citation text field in your software. In this case it's "Ancestry.com. 1940 United States Federal Census [database on-line]. Provo, UT, USA: Ancestry.com Operations, Inc., 2012. Original data: United States of America, Bureau of the Census. Sixteenth Census of the United States, 1940. Washington, D.C.: National Archives and Records Administration, 1940. T627, 4,643 rolls."
7. On Ancestry, click to open the document image and copy the URL from your web browser's address field. It's a crazy-long URL, so I don't copy the whole thing. (If you use FamilySearch, the URL is shorter and you should copy the whole thing.) On Ancestry, I end the URL after the Person ID. You'll see that in the URL as ?pid= and a number. In this case the URL is https://www.ancestry.com/interactive/2442/m-t0627-02468-00876?pid=11686383. I used to stop before the ?pid=, but keeping it allows the page to display the name of the ancestor, as in "1940 United States Federal Census for Adam Leone." Better still, it highlights the lines that include your family! Paste that URL into the Web address field in your software.
8. In your software go to the citation's Media tab. Click to either Attach New Media (if it isn't already in your family tree) or Link To Existing Media (if it is in there).

Once you get into this habit, great sources/citations will be second nature.

When you're adding a new source, this isn't as bad as it looks. Click, click, copy, paste. Even when you're "fixing" an existing source, it isn't so bad. What's daunting is when your entire 23,137-person tree is calling for this kind of attention.

Work Through the Facts with No Image

Some of our favorite sources have no image. They're an index only. For example, I've discovered maiden names from the "U.S., Social Security Applications and Claims Index, 1936-2007."

Most of the time it's a simple copy and paste job to make a great citation.

When I search for this record for Adamo, I see it's a good source for his birth and death dates. When I right-click the title's link to open it in a new tab, I discover something interesting. There is no citation detail for this source that's specific to the record. For the 1940 census, the citation detail included specifics like the page number and enumeration district. We don't have that for the U.S., Social Security Applications and Claims Index, 1936-2007.

That means I could use one single source/citation for every fact I find in this resource. Unless, that is, I want to include the web address of this result page. Unfortunately for me, I do want that URL. Why? Because that URL includes all the facts:

Name: Adamo Leone
Gender: Male
Birth Date: 30 May 1891
Death Date: 5 Oct 1987
Claim Date: 26 Sep 1962 (did he get disability income for a while?)
SSN: 057207008
Death Certificate Number: 209851

Including that link makes this source reliable. Once you see I've got this plus his birth record and a photo of his grave marker, doubt me at your own peril.

So I'll give Adamo his own unique source/citation for his birth and death date facts from the SSA and Claims Index. This also has a crazy-long URL on Ancestry, but I'll end it after his person ID: https://search.ancestry.com/cgi-bin/sse.dll?indiv=1&dbid=60901&h=800352538&tid=61818592&pid=34073303523

Family Tree Maker lets me copy this particular source/citation from Adamo's birth date and paste a link to it as the source for Adamo's death date. Now both facts share the same exact source.

Pull Off The Italian Job

I mentioned my problem with thousands of facts attached to one source I titled "Archivio di Stato di Benevento". About 90% of my ancestors are from the province of Benevento. So I'm going to ease the burden by splitting the source into towns.

So far I've created one town-specific source: "Archivio di Stato di Benevento, Comune di Baselice". That's Adamo's hometown—Baselice. I'm making each citation more specific than before. Adamo's birth date fact now has a source/citation with a URL that opens his birth record online.

I have the specific URL noted in the description field of each Italian vital record image in my family tree. Going forward, I'll add the URL to the fact-specific source/citation, too.

My mishaps forced me to rethink my Italian document citations, and I'm happy now.

It's all going to make my tree a better legacy. But…may I borrow a cup of decades from someone?

A Genealogy Catastrophe Made Me Mend My Ways

A corrupted family tree file has forced me into better genealogy habits.

I'm back from one solid week in genealogy HELL. When the problem was finally fixed, I had a real "come to Jesus" moment. And I've learned 2 important lessons. First let me tell you what happened.

We each have our own way of creating and sharing our family tree research. I've used Family Tree Maker (FTM) software on my desktop since 2003. And I love the Ancestry.com user interface for browsing and understanding a family tree. No other website can compare.

When Ancestry introduced synchronized FTM and online trees, that's what I did. I make all my changes in FTM and upload them to my tree on Ancestry. So, when something goes wrong, and I cannot for the life of me synchronize FTM to Ancestry, it is devastating!

After my 9 Jan 2020 synchronization, the next sync failed. I followed all the FTM recommendations:

1. I restored my tree to my 6 Jan 2020 backup version, giving it a different file name. The sync FAILED. To add insult to injury, each attempted sync took at least 12 hours to fail.
2. I restored my tree to my 1 Jan 2020 backup. This was the earliest backup I had saved. The sync FAILED.
3. I contacted FTM's live chat and sent them my latest Sync Failure Report. They isolated a corrupted spot in my database to one person: Maria Rosa Marucci.
4. I deleted evil wicked Maria Rosa from my Ancestry tree and my FTM tree and tried to sync using my original FTM file. The sync FAILED.
5. I had one last ace up my sleeve. FTM suggested downloading my Ancestry tree as a new FTM file. I did that and tried again to sync. The sync SUCCEEDED. But it needs a ton of work.

It was a brutal week where I couldn't make any progress on my family tree. But, as I said, I learned 2 important lessons.

Since my simple source citations are broken, I've decided to conform with the norms.

Lesson 1: Backup and Synchronize Much More Often

When I upgraded to the latest version of Family Tree Maker last November, I had a failed sync. Through an online chat, the company isolated the corrupted spot in the database to one person. I deleted her and everything was fine.

I got more careful about backup files. If I spend a whole Saturday working on my tree, I stop a bunch of times to make a backup. I used to over-write the file each time. Now I give them names like:

• Family_Tree_2020-01-20a.ftmb
• Family_Tree_2020-01-20b.ftmb
• Family_Tree_2020-01-20c.ftmb
• Family_Tree_2020-01-20d.ftmb

The files are very large, so I kept only 4 days' worth of backups. When I had this problem last week, I didn't have many choices for reverting to an earlier version. From now on I'll keep 10 days' worth.

In November I started something new. An FTM expert told me you can save a synchronization log when you sync. I do this every time now. Each file (saved in PDF format) shows exactly which changes are about to made to my online tree. The files are small, and I have almost 40 of them. When I hit 100 files I may delete the earliest one.

I also made myself a promise. I will never again make massive changes to my tree without frequent backups and syncs. Recently I was updating an obsolete source attached to thousands of facts. If you make massive changes in one sitting, your file sync is going to take forever. It may even fail. And wouldn't it be awful to have to do that all over again?

So it's bite-sized overhauls from now on.

Lesson 2: Completely Change How I Make Source Citations

As I said above, what fixed my family tree file was to download my Ancestry tree as a new FTM file. I didn't lose a single person (except that wicked witch Maria Rosa Marucci, who I added back later).

But 3 unpleasant things happened:

First, my 1,973 individual place names need attention. Town names are fine (e.g., Buffalo, Erie County, New York, USA). But street addresses are not (e.g., 10 Union Avenue, Peekskill, Westchester County, New York, USA). They show an "unresolved" icon. I could ignore this, but I'd rather resolve them. I'll be sure to stop and make several backups and synchronizations along the way.

I'm too much of a control freak not to correct all these unresolved addresses.

Second, my image files no longer have a category selected. Categories (Census, Photo, Vital Record) make it easier to work with your media. I'll have to take my time and fix them.

Third, my compact, one-size-fits-many source citations are destroyed.

I've written before about a simple way to cite your sources. Basically, you have one source, such as "1900 U.S. Federal Census." You attach that source to every fact you find on a 1900 U.S. census page. Simple! I add more specific details in the description of each document image file. The description explains exactly where I found that image.

These unwanted changes happened because Ancestry:

• doesn't have the "Resolve Place Names" feature
• doesn't use image categories, and
• doesn't subscribe to my simple sources theory.

I must say that I like it when a source is specific to the fact at hand and includes the image. You can click to enlarge the image. You can click to go right to its source location. This is the preferred way to cite your sources.

A corrupted database has dragged me kicking and screaming into a better way of citing sources.

I've got a ton of work ahead of me. I'm excited about creating a better product, but it's so much work that I may not get all the way there for ages.

Think about upgrading your backup habits and source citation style. You can do both right now and from now on. Don't worry about past mistakes. Work on your closest ancestors' sources first. Then continue on with your new, improved style.

That's what I'm going to do. I began with one of my grandfathers. I'll follow the new rules with each person I add or edit. I'll detail my new process for you in another article. Right now I'm so happy to be out of genealogy hell!

Which of Your Ancestors Has the Best Life Story?

Follow this process to choose your best subject and write their life story.

This month I've made great progress on my 2020 Genealogy Goals. Today's goal is this: Write a brief life story for each of my direct ancestors with enough data.

I added the with enough data restriction because of my background. Half of my great grandparents and every ancestor before them (except 2) never left Italy. Their lives in Italy are documented only by their birth, marriage, and death records. There isn't much I can say about them.

That really limits the ancestors I can write about. I'll be you have some limitations, too.

My female ancestors in America lived at a time when women weren't usually educated and rarely held a job outside the home. That limits their document trail. I knew my maternal grandmother Mary well, and I absolutely should write down an many memories of her as I can. My paternal grandmother Lucy died a few years before I was born. I know she was warm and well-loved in her neighborhood.

I also know she had a job. Today we call it telecommuting or "working from home". In my grandmother's day they called it "homework".

I learned this from a story my father tells. He got in trouble at school once when his teacher kept insisting he re-do an assignment. The teacher didn't tell my dad what he was doing wrong. She just insisted he throw it away, take out a new sheet of paper, and try again. Eventually he refused (go Dad!), and she sent him to the principal's office. He explained, "My mother works hard to pay for my paper. I'm not going to keep wasting sheets of it if the teacher won't tell me what I'm doing wrong." The principal made the teacher apologize to my dad.

Grandma Lucy's homework was to take home shirts from a factory and carefully snip off the excess lengths of thread. Her work made the shirts look beautifully tailored. I'd love to know what that job title was. Thread snipper? She isn't listed as working on the census. I'll bet the story happened shortly after 1940.

So I can't say a lot about my female ancestors, but I do have some anecdotes to capture. Are you writing down your family anecdotes?

There is more to say about my male ancestors because of their documents. Here are my top candidates. Please think about your own ancestors as you read on.

1. Adamo Leone, born 1891

My maternal grandfather has an interesting story because he was a World War I prisoner of war for a solid year. That's why I've already written his story.

2. Pietro Iamarino, born 1902

My paternal grandfather's life is marked by a lot of moving around:

• He left Italy at age 18.
• He started in the Bronx, New York, where his Uncle Giuseppe was living in 1920.
• He went to Boston where he had another uncle, Antonio, soon after.
• He went to western Pennsylvania where he applied for his U.S. citizenship in 1924.
• He went a little further west to Ohio where he married my grandmother in 1927.
• They moved with their 2 children back to the Bronx where he still had his Uncle Giuseppe. This was about 1936.
• They moved back to Ohio when Grandma Lucy became ill and wanted to be near her parents in 1952. She died in 1954.
• They scattered a bit because my aunt and my father each got married, but they all came back to the Bronx by 1955.

I've documented Grandpa's moves on a map, but I do need to put them together into one big story.

I used a special mapping feature to show Grandpa's journey, but I need to write his story.

3. Pasquale Iamarino, born 1882

My great grandfather Patsy, as he was known, came to America at age 20. He started in the Bronx where he also had an uncle. He started working for the Erie Railroad in upstate New York. He met and married my great grandmother quickly, and started his family.

He also did a bit of moving around. He bounced to a couple of places in upstate New York and then over to Youngstown, Ohio, always working for the railroad. He was a boilermaker. That means he cleaned the engine's boilers and tanks, using scrapers and steam or water hoses. Eventually this job of scraping coal residue gave him black lung disease. The Lung Health Institute described the disease as "a chronic respiratory disease traditionally resulting from long-term exposure to and inhalation of coal dust."

Well of course that was going to happen!

Patsy retired early with a pension. They let him travel by rail for free, so he went to New York City once in a while to visit his daughter (my grandmother). He lived to be 87 years old, growing roses and vegetables on his land in Ohio. I need to press my dad for more stories before I can really write about Patsy.

4. Giovanni Sarracino, born 1876

My great grandfather Giovanni is legendary on my mother's side of the family. He always struck me as being the character most worth writing about in my family tree. It's time to quit stalling and get this done.

The reasons he intrigues me are:

• he had a famously hot temper.
• he came to America with no money or education and somehow bought 2 apartment buildings!
• he worked as an agent (whatever that means) for a Bronx brewery which seems to be tied to his ability to buy 2 apartment buildings.
• he looked like famous actor Spencer Tracy. I have an awesome photo of him looking like the biggest man in town.

I don't have all the details about him. That's for sure. But I can present the newspaper clippings I've found of his real estate transactions. I can tell the story of the time a doorknob got caught on the keys hanging from his pocket. It ripped his pants and sent him flying into a rage. (It may not sound like it, but it's a funny story.)

His early story has a couple of twists and turns. His Sarracino family had a pattern of not reporting their babies' births in a timely manner, even though it was mandatory. They reported his 1876 birth in 1898. The reason they bothered at all is that he was getting married and it was 100% required.

His first child was born in Italy 8 months after my great grandparents married. The baby died right away. But my great grandmother (Maria Rosa Saviano) was pregnant with my Grandma Mary almost immediately. I think this premature birth and death may be why my great grandparents followed the Saviano family to America. They had left Italy—and left my great grandparents behind—more than a year earlier.

If they hadn't followed the Saviano family, I would never have been born.

Even his birth record has a story to tell! I've got to write my great grandfather's life story.

I've chosen. It's time to write Giovanni Sarracino's story. The process will be to follow the paper trail from birth certificate to death certificate. I can include a brief description of his hometown because I've visited it twice. Writing an explanation of his real estate dealings may help me understand them better. And I'll be sure to search for a Bronx map showing the properties around 1912.

Which of your ancestors has a compelling tale and enough documents for you to write their life story? What's stopping you?