3 Rules for Naming Digital Genealogy Documents

These 3 logical rules will add tons of value to your family tree and every document in it.

I'm a natural-born organizer. My strict computer file organization is easiest to see in my thousands of genealogy image files. Thanks to my 3 rules for naming and storing digital genealogy files, I can locate the original copy of any image in my tree in seconds.

It's worked so well, that what happened to me on Sunday was shocking. I was following my rules, but the correct filename was already taken.

It seems I have 18 people in my family tree named Giuseppantonio Pozzuto. Two were born in 1814. When I tried to save an image file as PozzutoGiusappantonioBirth1814.jpg, my computer asked if I wanted to overwrite the existing file. No, I didn't.

To get around the problem, I added Giuseppantonio's father's name to the file name: PozzutoGiuseppantoniodiDonatoBirth1814.jpg. I use "di" as shorthand. In Italian, it tells us Giuseppantonio is the son of Donato.

That's the first time my genealogy file naming rules hit a snag. Ever. That tells me it's a solid method.

Here are the rules:

1. Folder-Naming Format

• Keep your genealogy files in one top-level folder. I named mine FamilyTree. It's synchronized with OneDrive, and I make a weekly manual backup, too.
• In your main folder, create a separate folder for each major type of document you'll collect. Name them as simply as possible so you'll never forget what's in each one. For example:
  
  • census forms
  • certificates (for birth, marriage, and death records)
  • city directories
  • draft cards
  • immigration (for ship manifests)
  • naturalization
  • passports
  • photos
  • yearbooks
• Make as many folders as you need. Now everything is centralized.

Simple, logical file folder names remove any confusion.

2. Image-Naming Format

Inside each of your folders, follow a consistent, simple format.

• For census files, the format is LastnameFirstnameYear.jpg, using the name of the head of household. Example: KinneyJames1920.jpg
• For ship manifests, the format is LastnameFirstnameYear.jpg. But:
  
  • When there are 2 sheets to a ship manifest, the format is LastnameFirstnameYear-p1.jpg and LastnameFirstnameYear-p2.jpg.
  • When there are 2 people on the manifest, you have a choice. Either duplicate the file, 1 for each person, or double-up the names. Example: BaroneNicolinaPetriellaDomenico1891.jpg.
• For draft registration cards, the format is LastnameFirstnameWW1.jpg or LastnameFirstnameWW2.jpg. These cards have 2 sides, so they need page numbers. Example: MaleriEnsoWW2-p1.jpg and MaleriEnsoWW2-p2.jpg.

I keep all vital records together in one certificates folder. Because they're together, they need more detail in their file names. Why don't I separate them into birth, marriage, and death folders? I prefer being able to see every vital record for a person in one place. It's a personal preference.

The simple rule for certificates is LastnameFirstnameEventYear.jpg. Double up names for marriages, and use page numbers when needed. Examples:

• BasileGiovanniBirth1911.jpg
• BasileGiovanniPillaAssunta1stMarriageBanns1933.jpg
• BasileGiovanniPillaAssunta2ndMarriageBanns1933.jpg
• BasileGiovanniPillaAssuntaMarriage1933-p1.jpg
• BasileGiovanniPillaAssuntaMarriage1933-p2.jpg
• BasileGiovanniDeath1942.jpg

Having separate folders helps you avoid problems with duplicate file names. I have a census image named IamarinoPietro1930.jpg and a city directory image named IamarinoPietro1930.jpg. But because they're kept in different folders, there is no conflict.

Always follow the same pattern when naming your document image files.

3. Image Comments

You can add important facts to an image file when it's in a folder or in your family tree software. Take the long view. When you return to a file years later, or when someone takes over your genealogy research, these extra facts will be worth a fortune.

In your file folder, right-click an image, choose Properties and click the Details tab. (I'm not a Mac person, so I don't know what your choices will be.) Add a plain-language title and detailed comments. When you import the image into your family tree software, your added facts will come along.

I give my images the exact title I want to see in Family Tree Maker. I lead with the year so the images are listed chronologically. It's a very simple format: Year, type of document, person. Example: "1911 birth record for Giovanni Basile".

You can add a lot to the Comments field of the image's Details tab. I add enough detail so anyone can find the original source of this image. Example: lines 12-15; 1940 United State Federal Census; Connecticut > Fairfield > Bridgeport > 9-97; supervisor's district 4, enumeration district 9-97, ward of city 8, block 421, sheet 12A; image 24 of 33; https://www.ancestry.com/interactive/2442/m-t0627-00532-00508

I don't add a date to the image's Details tab because it can't accept the date format I use in my family tree: 5 Feb 2019. Instead, I add the event date to the document image within Family Tree Maker.

These 3 rules have served me well. I hope they'll help you avoid confusion, find files easily, and fortify your family tree.

And speaking of organization:

• Time-Management Tips for Genealogists
• How to Tame Your Jumble of Genealogy Leads
• How to Plan an Efficient Genealogy Research Trip

One Simple Strategy to Avoid Genealogy Burnout

Does your family tree ever weigh you down? Here's an easy way to push ahead without getting burned out.

I've been off to the races on my 2019 Genealogy Goals. I completed my 1st goal by mid-January. Now I'm making a serious push on my 2nd goal.

I've finished my 1st genealogy goal of the year,
but the 2nd one can get tedious.

I'm excited about how many census forms I've added to my family tree in a short time. Fifty-five in 2 weeks!

But sometimes I get bored. I'll find a census for a big family and think, "Now I've got to add all these facts to all these people." I don't want to stop working on my tree. But it can feel like a grind sometimes.

What's a bored genealogist to do?

Try a New Strategy

I've been using an anti-boredom strategy since I was a girl. I still use it when I'm cleaning the house, shoveling snow, or working at my day job.

The secret is this: Jump from small task to small task and trick your brain into thinking you're on to something new.

For example, when I mow the lawn, I tend to shift directions. Carve out a smaller section to cut. I'm purposely not committing myself to an enormous job. I'm committing to one piece of the job at a time. I'm telling myself I can stop whenever I want to. Then I realize I want to do another section. I go on to complete the larger task, one piece at a time.

Why not apply this strategy to genealogy?

I still encourage you to keep a list of genealogy goals—even if you won't complete them this year. But, to battle any boredom, keep a separate, smaller task list. These tasks are the things you can jump to when your bigger goal is bogging you down.

Last night I was getting discouraged with one family because I couldn't find them in 1910 or 1930. I tried all kinds of search tricks, but they kept hiding from me.

That's when I noticed a problem with some of the images in my family tree. They were missing a date or category, or weren't named in my usual style. I'd detached a few unwanted images, but I'd forgotten to delete them.

I overcame my boredom and frustration by fixing the problems with these 30-something images. It was a mental break. A short, easy task. And I'm so happy they're fixed.

I pressed on and edited the captions for all my photos of grave markers. I wanted them to be consistent, and I could never decide if they were tombstones, gravestones, headstones, or what. So I chose "grave marker" and labelled each photo in the same way. I put the cemetery name in the description. If I had the original URL for the image, I made sure each one said "From the Find-a-Grave website" followed by the URL.

Cleaning up a certain file type in my family tree was a quick break to get me back on track.

I keep a list of smaller genealogy tasks I want to finish. They're not lofty enough to be on my annual goals list, so I called them my "Rainy-Day Genealogy List". I could call them my "I'm Bored List":

• Transcribe my Oct 2018 interview of Mom and Dad (should take an hour or so)
• Sort out my photo collection, scan the non-digitized ones, and add more to my tree (a weekend job)
• Capture all entries from my old notebook of Ellis Island immigrants (I don't have to do it all at once)
• Revisit my brother's old genealogy paper for more facts from Grandpa (a couple of hours, tops)
• File away everything in my catch-all "gen docs" folder (a bigger task, but easy to break into pieces)

It's Time to Start Your List

You must have similar tasks you'd like to complete. Start your list of boredom busters. Choose one as a mental break when you feel frustrated by a brick wall.

Don't avoid genealogy because one family is driving you crazy. Move on to something simpler for a while. Something you can finish with no obstacles.

Break through that boredom while making your end-product better and better. Your family tree is going to be the tidiest family tree in the neighborhood!

When Documents Disagree, Get More Documents

Mo' documents, mo' proof. When researching a distant relative, supporting evidence is a must.

When you're going out on a limb of your family tree that isn't quite yours, it's easy to make mistakes. You have no personal knowledge of this branch. How will you know if the census taker made a mistake? Or if the death certificate informant was wrong?

How can you avoid putting bad information in your family tree?

Your best option is to gather every available scrap of evidence. Some facts will contradict each other. What if 3 documents say one thing and the 4th says another? Are the 3 sources reputable? Could the 4th source contain a human error?

Here's an example I found yesterday.

I'm working on one of my 2019 Genealogy Goals. I'm going line-by-line through my document tracker spreadsheet. Each time I find a U.S. census noted in a person's "Need to find" column, I'm searching for it. My goal is to do a "reasonably exhaustive search" for every missing U.S. census in my family tree.

After a productive weekend of searching, I was up to the name Foster in my alphabetical list of almost 2,000 names.

Elvia Foster was born in 1884 and married my ex-husband's grandmother's uncle. A 1916 Michigan marriage register was my only source of information for Elvia. The register lists the parents of the 32-year-old bride as Albert and "Unknown".

Poor Elvia needed more documents badly. Here's what I learned from several searches:

Go after every major document so you can see the whole picture.

1. 1910 United States Federal Census

I found a 1910 census with an "Elva" Foster. She was from the right state (Michigan), but her father is Alfred J. Foster, not Albert. Her mother is either Lillie or Nellie. So I started looking for Elvia (or Elva) after her marriage.

2. 1920 United States Federal Census

In 1920 "Elvah" was still in Michigan, married to James Kinney. Their ages and places of birth supported the 1910 census information. I saw that she was a bookkeeper in a casket company. That's helpful. The 1910 census I'm not so sure about shows Elva Foster working as a bookkeeper in a cabinet company. Caskets are sort of cabinets…

But something caught my eye. Listed right above the Kinney family in the 1920 census are Alfred J. and Nellie L. Foster. The Fosters have one son with them: Everitt born in 1899. I checked that 1910 census again. There is a son listed as E. Lesley born in 1900. Taken together, these are good reasons to believe these Fosters are Elvia/Elva/Elvah's family.

Be careful not to overlook another part of the family.

3. 1930 United States Federal Census

In 1930 James and Elva are living in the same house as in 1920, but the Fosters are gone. Elva has worked her way up to office executive at the casket factory. Her husband James has changed careers. He's now a cabinet maker at a furniture factory. Maybe Elva's father, a carpenter, taught James a thing or two.

4. 1940 United States Federal Census

In 1940 James and Elva are still at the same address. There are no Fosters nearby. They're getting on in years. Elva has retired and James is in another industry.

5. 1900 United States Federal Census

I did one more search for an earlier census. The 1900 census lists Alfred J. Foster as James A. Foster. His year and place of birth agree with the other censuses. His wife is again listed as Nellie L., and Everitt or E. Lesley is now Lesley E. Pick a name, dude!

Luckily there was one more entry: Alfred's mother-in-law. She's listed as Elizabeth Beaumont, widow. So Nellie's maiden name must be Beaumont, right?

Normally I'd say "Yes…most of the time." But this was not enough data to be sure Nellie was a Beaumont. What if her mother had remarried?

6. Death Records

Since I had all the censuses I needed for Elva, I wanted to search for her death date. If I could find that, she would be complete in my document tracker. I'd have all the major documents I wanted.

Here's where I got really lucky. A Michigan death record and a Find-a-Grave link appeared at the top of my search results. The Michigan death record provides her birth date, town of birth, and death date. It confirms that her father was Alfred James Foster. It tells me why her mother was called Nellie: her given name was Cornelia. But Nellie's full maiden name is Cornelia Leona Peck, not Beaumont.

On the Find-a-Grave website, someone added photos and detailed information about the Foster family. Nellie's father was named Peck. Her mother (Elizabeth Beaumont from the 1900 census) had the maiden name Blackford. Hey! That's the name of a boarder living with the Foster family in the 1900 census.

Sure enough, Elizabeth Blackford did marry twice. Her first husband was John Peck, father of Nellie. Her second husband was Frederick Beaumont.

I'm not going to go any further on documenting the Foster family. They're way too unrelated to me. My policy is to capture the names of an in-law's parents. But I'm not going to add Nellie's siblings or parents. All I wanted to do was confirm Nellie's maiden name.

Now I have lots of data on Elva (that's the spelling that's used the most) Foster Kinney. There's nothing more I need to find on such a distant in-law.

Finding and processing the documents mentioned here took less than 2 hours (see "How to Increase the Value of Your Family Tree Images"). Now my tree, shared on Ancestry.com, has the right names for James Kinney's wife and her parents.

This example shows why I encourage you to keep an inventory of the documents you have and the ones you're missing.

Those missing documents may completely change the facts in your family tree.

Did Your Ancestors Break the Mold?

There's at least one in every generation. The rebel who doesn't do what's expected. I found one this week.

My closest relatives in my parents' generation grew up in the same neighborhood. Because they were so close together, each mom helped raise her siblings' and her cousins' kids.

Because of that shared childhood, I figured my more distant cousins were raised just like me. After all, we all share the same roots. How different could our parents be?

Pretty different, actually.

The building where my mother's extended family lived. Their church was on the next block. So was my dad.

Seeing How My More Distant Cousins Grew Up

I went to a family funeral on Tuesday. The deceased (let's call her T) was my mom's 2nd cousin. T's daughter gave a unique eulogy at the funeral. Since her mother always wanted to be a writer, she delivered the eulogy like a book. She told us T's story in chapters.

Two of my mom's cousins, R and T.
Everyone grew up together.

I learned T's ideas about life and child-rearing were dramatically different than my mom's. T was a strong-willed, open-minded, self-confident woman. More so than any other woman of her generation in my family. One thing that made T different was her mom. She was an entrepreneur and a tough businesswoman. T carried on the business in her own way. She worked all her life, and she enjoyed it.

Because T raised 3 remarkable children, meeting my 3rd cousins was like stepping into an alternate universe. Their mom did things that my mom wouldn't do in a thousand years.

• When her husband didn't want to go on a particular vacation, T took the kids and went without him. My mother is still horrified when I drive somewhere alone.
• When her daughter's friends needed a ride to a Queen concert in the 1980s, T drove them into New York City…and stayed for the concert. My mother could never handle driving in a city.
• When her children's school friends came to the house—which they did all the time—T was the adult they all confided in. They didn't worry about her ratting them out to their parents. They listened to her advice. My house was not the one all the kids came to.

T taught her children to be adventurous, nurturing, and hard-working.

How Does This Relate to Our Ancestors?

This got me thinking about our earlier, shared ancestors. They lived in tiny, rural Italian towns for hundreds of years.

They were peasants: farmers, shoemakers, and shopkeepers. They lived with their parents until they married, and then they often lived next door. They were illiterate. It'd be surprising if anyone in their towns ever read the newspaper before World War I.

But I wonder. Were there women with an independent streak? Were there parents who wanted their children to have a different life? More than just a good piece of land to farm?

Without written or oral history, how can we know? One thing we can do is look for deviations from the norm. For instance, a set of my great grandparents did not follow the traditional Italian baby-naming conventions. They didn't name a single one of their 6 babies after their own parents.

Was this a rebellious streak? My parents broke those rules, too, otherwise you'd call me Mary. It made my grandfather angry as can be that my brother didn't have his name. But I imagine my parents were thinking like the Americans they were.

And what about the young men, like both of my grandfathers, who went to America and never looked back? Were they more self-confident than the others? More independent? Or were they the only able-bodied sons?

How can you identify the rebels in your family tree? Did their independence lead them to a better life, or a worse one? T sure had a great life. Her legacy is already strong in her grandchildren.

Is it too late for us to break the mold?

Plowing Through My 2019 Genealogy Goals

It isn't to late to set some goals for the year. Set reachable goals and reap the benefits.

Goals give you a purpose and direction. It can be fun to let your genealogy research lead you wherever it wants. But goals lead to more productive research.

I set 7 genealogy goals for 2019. The first 3 are finite goals. They aren't "I hope I can discover…". They are "do this task until it's finished".

Here's where I stand with my first three 2019 Genealogy Goals:

1. Log the first five years' worth of birth records from each town into spreadsheet

This one is done! I want to create a digital, searchable database of every key fact from 1000s of documents. I downloaded birth, marriage, and death records from my 6 ancestral Italian towns. They start in 1809, and some go into the 1940s.

Because it's an insanely big project, I broke off a chunk—5 years of birth records—to encourage myself to get into it. I'd already transcribed a good amount of the 1809–1813 births, so this wasn't an accurate test of how long the whole project will take.

But the benefits are real. After I finish the next 2 goals, I want to work on the 1814–1818 birth records. That eagerness to continue is exactly what I was shooting for.

2. Search for all missing census forms in my document tracker

Dive in and start those goals.
Look what I found in 3 sessions.

I'm going through the alphabetical list of people in my document tracker spreadsheet. I'm focusing on which names have a missing census form in their "Need to find" column.

Right now I'm into last names beginning with C, and it's been a very satisfying three days. I've added a lot of missing documents to my family tree.

Sometimes while searching for a census form, I can't help but see the death record or marriage index that I was missing. So I'll grab those while I'm at it, too.

The important thing to remember is to stick to your process and handle each document carefully. My routine when finding a new document image is to:

• Crop it in Photoshop if needed.
• Rename it using the style I've developed. My file naming rules make it easier to find any document.
• Add it to the family tree record of each person named on the document. That means each family member on the census form gets a copy of the census sheet in Family Tree Maker.
• Add each fact and the source citation to each person. Each family member will get a Residence fact based on the census image. Those with a job will get an Occupation fact, too. And all facts get the proper source citation. Other facts can include immigration year, naturalization year, birth and marriage years.
• Update my document tracker spreadsheet. This is my inventory and to-do list rolled into one. It's important that I keep it accurate.

One thing I decided after starting this goal was to be reasonable. If several search techniques don't get me the census I need, I will move on. The important thing is to make a good effort.

You can add notes and a title to every document image you collect.

3. Enter every Pozzuto baby from Colle Sannita into my family tree

I started this goal last year. A DNA analysis method pointed me to a specific last name from my grandfather's hometown. Someone with this name is highly likely to be a direct ancestor for both my parents. Their DNA says they are 4th to 6th cousins. My true goal is to find my parents' connection by analyzing these babies.

I'm working my way through my downloaded collection of vital records from Grandpa's town, adding each of these babies to my tree. I add their parents and try to ID their grandparents. If they aren't connected to anyone in my family tree yet, I give them a profile picture that says "no relationship established". If I find their connection later, I'll be sure to remove their relationship graphic.

It's still January, and I'm having an insanely productive genealogy year already. I plan to bounce between goals 2 and 3 to avoid boredom. That'll make me feel like I'm accomplishing more, too.

It's still January, and it's only January. Have you set your 2019 Genealogy Goals?

3 Reasons Why Transcribing Every Document Is Not Crazy

I'm transcribing an enormous collection of vital records for my genealogy research. Here's why I'm not nuts for doing so.

If your ancestors came from a small town, there was most likely a ton of intermarriage going on. And it's very possible that families stayed in one town for hundreds of years. Some may have moved to the next town to marry.

Because my roots are almost entirely in 5 little towns there, I've begun an ambitious project.

This massive project will connect me to thousands of relatives.

I discovered a software app that let me download massive collections of birth, marriage, and death records from my towns to my computer. (See "How to Use the Online Italian Genealogy Archives".)

Here's how I've been using these document images so far.

First, I located the vital records for my closest ancestors: my grandfathers, all my great grandparents, and their parents. I put these images in my family tree software.

Next, I began searching for other babies born to my ancestors. I put their facts and documents images in Family Tree Maker, too.

Then, I started sifting through one town's birth records, pulling out all the babies with a particular last name. This is an exercise that I hope will lead me to a missing link. I need to find the one married couple who are the reason why my parents share DNA. (See "The Leeds Method May Have Solved a Big Family Puzzle".)

The thing is, I know there are countless relationships to me waiting to be discovered. That's why I want to put each image's facts into a searchable, sortable spreadsheet. Each time I discover a relative, I put that image in my tree and color the spreadsheet line green. That lets me know I've already found that relationship.

Yesterday I completed one chunk of this project. It was a reasonable amount of work—not overwhelming. That feeling of accomplishment has me excited to do more. It was one of my 2019 Genealogy Goals: to enter the first 5 years' worth of births from each town into my spreadsheet. (See "How to Set Realistic Genealogy Goals for 2019".)

After typing the names, dates, and places from 1,000s of documents into an Excel file, I realized 3 powerful benefits to this seemingly insane project.

1. Name Recognition

What do you mean, you can't read this?

My husband can't understand how I can read these handwritten, 1800s Italian vital records. But going over every document teaches you:

• which family names are common in the town
• which given names are commonly found together (Nicola Domenico, Maria Antonia, Francesco Saverio)
• what the street names were (and maybe still are) in this town

With repetition, even if the quality of the document or the handwriting are awful, you'll recognize names in a heartbeat.

2. Spotting Familiar "Faces" As You Type

Excel has an AutoComplete feature that's proving very helpful. As I enter several years' worth of birth records, couples are going to show up, having another baby every couple of years. Thanks to AutoComplete, as I begin typing the father or mother's name, I can see that I've entered their name before.

Sometimes I may be unsure of a name. There's could be a blotch on the page, or ink may be bleeding through from the other side. But as I start typing, the name I'm about to type appears in AutoComplete. That's a confirmation that I was making the right choice.

3. Lightning-Fast Searches

I saved the best for last.

Normally, to find a particular person, I have to look at the files for each year. I go to each year's index and try to find the name I need.

But with all the facts—names, dates, ages, occupations, addresses—in a spreadsheet, searches are faster than any genealogy site's search function. No online connection needed.

Imagine being able to find, in one search, each document where your great grandfather is:

• the baby
• the groom
• the father of the baby
• the decedent

My spreadsheet inventory of all my ancestral towns will be the single greatest genealogy database for ME. What can you build for your family tree research?