How to Fully Process Your Census Documents

A process improves the quality of your work, but only if you follow it!

One of my realistic 2019 genealogy goals is to search for every missing census form for the people in my family tree. I'm up to last names beginning with the letter R.

That sounds terrific, but the bulk of my family is named Sarracino and Saviano, so I've got a long way to go.

To do this, I'm scrolling down the "Need to find" column of my document tracker. That's where I keep track of every document I've collected for anyone in my tree. I'm on the lookout for any mention of a census in that column.

On Sunday I got through the letters P and Q. I may not find every single missing census, but I am finding a lot. The point is to make a good effort and see what comes up.

Once I find a missing census, a 5-step process needs to happen. That's what I want to share with you. Years ago I didn't follow this process. Experience taught me it's absolutely critical.

Follow these steps to make the most of every fact in every census sheet. One disclaimer: I have no ancestor who was in a U.S. census before 1900. I know the earlier censuses give you a lot less detail, but the ideas are the same.

1. Naming Style

Download the census sheet image and give it a logical name. Create a format that makes sense to you and stick to it. My format uses the head of household's name and the year of the census.

What naming style will make sense to future you and your successor?

2. Filing System

Save the file in the proper folder. You should have a filing system that makes sense to you. If I ask you to show me the 1930 census for your grandfather's family, how quickly can you find it?

I keep every census image in the "census forms" folder in my "FamilyTree" folder. These are on my computer and backed up to a cloud at the same time.

3. Image Properties

Add information to the image file itself. Right-click the image file and choose Properties, Details. Give it a logical title, like "1900 census for John Joseph Glennon and family". Lead with the year to sort the images chronologically in Family Tree Maker. Add a description that makes the image re-traceable. Here's my format:

• line numbers, so you or anyone can find the family on the page
• name of the document, such as "1900 United State Federal Census"
• details showing how it's filed at the National Archives. For example, "Connecticut > Fairfield > Bridgeport Ward 11 > District 0076; supervisor's district 38, enumeration district 76, sheet 4A"
• image number on Ancestry or wherever your found it, such as "image 7 of 56"
• the document's URL, such as "https://www.ancestry.com/interactive/6061/4294445-01032"

Store facts with the image file to add traceability.

That image is going to be part of your family tree, and these facts make it 100% credible. The URL is handy for you when you realize the head of household's brother is probably living nearby.

4. Information Gathering

Now you can add all the details and the image to all the right people in your family tree. Start with the head of household. Give them:

• their year of birth, based on their age in this census
• the street address with the date found at the top of the page
• their occupation or their unemployment. I tend to assume they worked in the same city because commuting wasn't a thing back in the day.
• any notations about immigration or naturalization
• their number of years married or age at first marriage
• their veteran status
• their language spoken. For me, it's always the same. The old-timers spoke Italian, but their American-born children spoke English.
• on the 1940 census, record where they lived in 1935. Was it the "same house" (use that address), the "same place" (use the city), or a different city?
• attach the census image to the head of household. The title and description you gave it earlier should carry over to your genealogy software. In Family Tree Maker, I add the date of the census and give the image a category of "Census".

Take this bit of perfection and spread it to each member of the household.

Now, repeat! For each member of the household, add:

• their year of birth
• the address
• their occupation, if they had one
• immigration or naturalization years
• every other fact that's something you want to note
• attach a copy of the same image

5. Tracking

My final step is to make a note of this census in my document tracker. If this was a missing census, I put its year in each family member's Census column and remove it from their "Need to find" column.

A tracking spreadsheet keeps your genealogy research on track.

One of my readers told me this level of thoroughness is way more than she cares to do. But what if this hobby gets to be more important to you as time goes by? What if a DNA match doubts your work? How much will you regret your slapdash way of recording facts? (Note: "Slapdash" is dictionary.com's cleaner version of what I'm thinking. "Sloppy" is another good one.)

I hope this process gives you an idea of what a superstar you are or how much more you can do. I have no regrets about being this thorough. Except when it's late at night and I find a big household to process.

And even then, I'll either trudge through the steps or save them for the next day. It's that important.

A Roadmap for Your Genealogy Research

It may look like a spreadsheet, but it is a roadmap. Let it point the way.

My last article talked about how helpful it is to use Ahnentafel numbers. After writing that, I worked on my grandparent chart some more. I did 2 things to make my chart better.

1. Used Proper Placement

I used each person's number to put them in the right cell of the spreadsheet. Did you notice the four colors of my grandparent chart? I gave each of my four grandparents and their ancestors a color: yellow, pink, green, and blue.

Will color-coding uncover a merger in your family history?

I did the same thing in Family Tree Maker. I tagged each of my grandparents with a color. That color spreads automatically to every one of their direct ancestors. It's a quick way to see:

• which of the more than 20,000 people in my tree are my direct ancestor
• whose branch they're on.

It also helps me see the shared ancestors of my dad's parents. Pietro Iamarino and Lucy Iamarino were 3rd cousins. I've got lots of ancestors with both yellow and pink color codes. I mark these ancestors as orange in my chart—that's a blend of yellow and pink.

The Ahnentafel numbers helped me see that I'd placed some names in the wrong color.

2. Added Placeholders

I added the right Ahnentafel number to the blank cells in my grandparent chart. It was tedious. I was typing away during conference calls all day. I finally got tired of it at the 9th and 10th great grandparent level, so I skipped around and left many cells blank. You'll find the updated blank chart here for download.

Then I realized something cool I could do with the blank cells.

Make placeholders bold so it's clear they haven't been found.

Pick any one of your known ancestors. Their father's Ahnentafel number is twice their own. And their mother's number is one more than that.

Knowing their numbers, but not their names, I can put placeholders in my chart to highlight who I need to find. For example, I added placeholders for my 6th great grandparents' parents in the 7th Great Grandparents column:

• #528 father of Costantino d'Emilia
• #529 mother of Costantino d'Emilia
• #530 father of Libera Mascia
• #531 mother of Libera Mascia

But wait, there's more! I can add placeholders for their ancestors in the 8th Great Grandparents column:

• #1056 paternal grandfather of Costantino d'Emilia
• #1057 paternal grandmother of Costantino d'Emilia
• #1058 maternal grandfather of Costantino d'Emilia
• #1059 maternal grandmother of Costantino d'Emilia
• #1060 paternal grandfather of Libera Mascia
• #1061 paternal grandmother of Libera Mascia
• #1062 maternal grandfather of Libera Mascia
• #1063 maternal grandmother of Libera Mascia

In my case, I'm unlikely to discover many of these names without access to Italian church records. But if your ancestors come from the United Kingdom and other places, you're in luck. You have a much better chance of filling in these missing names.

You know what that means? Your personalized grandparent chart is your genealogy research roadmap.

Placeholders make it easy to see who you should be searching for.

In my case, my chart shows me that I'm missing a bunch of 4th great grandparents. And they're all on my maternal grandmother's branch. I've been going hog-wild researching my paternal ancestors lately. But these 8 ancestors on my blue branch need to be a priority.

It's so easy (and fun) to go off on a tangent with your family tree building. Your grandparent chart can set you back on track. It's amazing to me that I've identified 56 of my 64 4th great grandparents. It's even more amazing to know the names of 4 of my 9th great grandparents.

Let this roadmap highlight your top-priority research areas. Think how good it will feel to complete more cells of your grandparent chart.

3 Things to Do with Ahnentafel Numbers

This numbering system takes all the guesswork out of which ancestor is which.

Did you realize each of your direct ancestors has a number? It's a number that never changes. And my ancestor #126 is the same as your ancestor #126. They're not the same person, but they are our mother's mother's mother's mother's mother's father.

We call this numbering system Ahnentafel numbers. Ahnentafel is German for ancestor (ahnen) table (tafel). Here's how it works.

In your family tree, you are #1, your father is #2, and your mother is #3. The rest follows a pattern. All male ancestors have even numbers and all female ancestors have odd numbers.

Ahnentafel numbers let me sort a column of ancestors easily.

You can figure out the numbers yourself. Let's use your father, Ahnentafel #2, as an example. His father is double his number (so, 4) and his mother is 1 more than his father (so, 5).

One of my 2nd great grandmothers is #31, so her father is double that (62) and her mother is 1 more than her father (63).

Family Tree Maker has an Ahnentafel report to figure them all out for you. Choose yourself, or anyone in your tree who you want to be #1, and run the report. But what can you do with these numbers?

Here are 3 useful things you can do with your Ahnentafel numbers.

1. Add Them to Your Grandparent Chart

I created a grandparent chart to keep track of all the direct ancestors I've identified. Here's a blank chart you can use—now updated with numbers in the cells. Some of the longer columns were getting pretty full. That's when I realized Ahnentafel numbers would help me keep the people in each column in the right order. It helps me see where the missing ancestors belong, too.

Be sure to see 3 Ways to Find Double Ancestors in Your Family Tree which highlights another benefit of using Ahnentafel numbers in your grandparent chart.

2. List Them Out

Let's say you want to see who's missing, but you don't want a grandparent chart. You can list your ancestors in numerical order, like this:

1. you
2. father
3. mother
4. paternal grandfather (your father's father)
5. paternal grandmother (your father's mother)
6. maternal grandfather (your mother's father)
7. maternal grandmother (your mother's mother)
8. great-grandfather (your father's father's father)
9. great-grandmother (your father's father's mother)
10. great-grandfather (your father's mother's father)
11. great-grandmother (your father's mother's mother)
12. great-grandfather (your mother's father's father)
13. great-grandmother (your mother's father's mother)
14. great-grandfather (your mother's mother's father)
15. great-grandmother (your mother's mother's mother)

Continue the list as far as you can until you hit a missing number. That's the closest ancestor you're missing.

Here's a simple tool to help you figure out which number belongs to which ancestor. Simply enter a number in the box to see their relationship to you, like #120, your mother's mother's mother's father's father's father.

The first ancestor I'm missing is Ahnentafel #59, my mother's mother's father's mother's mother, or my 3rd great grandmother.

I'm not missing another one until #109, my mother's father's mother's mother's father's mother, or my 4th great grandmother.

My missing 3rd great grandmother and handful of missing 4th great grandparents need my attention. If I didn't look at my tree in this way, I wouldn't know exactly who is missing.

This section of my ancestor chart shows each ancestor's Ahnentafel number.

3. Create a Custom Ahnentafel Chart

I added a new custom Ahnentafel field in Family Tree Maker. (Go to Edit / Manage Facts / New. Use Ahnentafel for the Fact label, but uncheck the boxes for Date and Place.) I can add the proper Ahnentafel number to each of my direct ancestors.

Now I can create my vertical pedigree chart and see the numbers. It's easier to see exactly who's missing in this graphical format.

No matter how you do it, think of your Ahnentafel numbers as a tool to show you where to focus your research work. I really want to find the name of my #59.

You may not think of genealogy as a numbers game, but these numbers can help you fortify your family tree. Don't miss the companion article on this topic. Plus, I found a 4th great thing to do! Make your own Elder Scroll.

And speaking of grandparents:

• How to Visualize Your Ancestor-Finding Progress
• Step-by-Step Discovery of My 5th Great Grandparents
• Case Study on 'Where Did Grandpa Come From?'