31 January 2020

What's in Your Genealogy Toolbox?

It's just you and WiFi for a week. Which genealogy tools are mandatory?

What are your must-have family tree-building tools? I'm talking about the indispensable items you'd have to have if you were cut off from everything else for a week.

Get ready to hit the road or run to the panic room. Grab your genealogy toolbox!
Get ready to hit the road or run to the panic room. Grab your genealogy toolbox!

Here's what's in my genealogy toolbox.

When Visiting an Archive

I've visited the New York City Municipal Archives because the bulk of my family comes from the Bronx. I've visited the New York State Archives in Albany. And the archives for the province of Benevento in Italy. I spent 5 years viewing microfilm at my local Family History Centers.

The most important tools for those genealogy field trips were:

1. Blank forms

I wanted to view as many vital records as possible for my extended family. Before my visit to the NYC Municipal Archives, I created forms in Word for key facts from a vital record. I printed out a small stack of birth, marriage, and death forms to bring along. I filled in the blanks each time I found a relative's document. (This idea belongs to my research buddy Dawn Fulton.)

2. A USB flash drive

At the New York State Library and Archives, I wanted to look up an event from my childhood in the newspaper. When I found 2 articles about it, I was able to save the articles as PDFs. But I had to have a flash drive with me.

3. My iPhone's camera

While viewing microfilm at a Family History Center, I took some awful images with my iPhone. They were awful because (a) the microfilm viewer was a thousand years old, and (b) I couldn't avoid the iPhone's shadow. But they were better than nothing.

That camera is just the thing when visiting cemeteries. And I had it with me on my one-of-a-kind visit to see my grandfather's military record in Italy.

4. A laptop with a text editor

For 5 years I sat in dark rooms viewing microfilmed vital records. To make the most of my time there, I kept a laptop open in my lap beneath the table and typed everything I saw. For each document I used abbreviations to capture the facts. Man did I get fast at typing Italian names. Here's a sample:

-Rosaria Colucci b 16 jun 1815 to Michele di Giuseppe 30 and Mariarosa di Pietrantonio Izzo 25 bap 17 jun 1815

That means Rosaria Colucci was born on 16 Jun 1815. Her father Michele (son of Giuseppe) was 30 years old. Her mother Mariarosa Izzo (daughter of Pietrantonio Izzo) was 25 years old. The baby was baptized on 17 Jun 1815.

At first I was fitting people right into Family Tree Maker. But I could go dramatically faster by typing the basics there, and fitting families together at home.

When Visiting a Cemetery

In 2012 I visited the Bronx cemetery where practically my entire family is buried. It was my 1st visit, and I was with a cousin who knew exactly where to find our people. So cousin Joseph was indispensable that day.

When I returned in 2017, I found my grandparents using landmarks. They're close to a corner and a fence. But I couldn't find my great grandparents and their family. And I'd never found my other grandfather.

After searching for a while, I pulled out my iPhone and opened the Ancestry app. I remembered that after my 1st trip to this cemetery, I made a note of the section, range, and grave numbers. That did the trick! The Ancestry app was indispensable because I'd made note of the grave locations.

That day I also visited the cemetery office to ask where to find my grandfather. It was the first time I'd seen his grave since we buried him in 1992. Now I keep a text file on my phone with a list of family members' grave locations.

At My Desk

I have lived on a keyboard since 1983. It's second nature for me to do everything on my computer. This is where I have the bulk of my genealogy tools. Any decent research session will involve a few of these tools.
  1. Family Tree Maker. It's the only family tree software I've ever used. No regrets.
  2. Ancestry.com. This is where I keep my public tree, work with DNA matches, and do my searches.
  3. My downloaded Italian vital records. These are not on Ancestry and some are not on FamilySearch. I downloaded my ancestral towns' records from the Italian Antenati (ancestors) website.
  4. My document tracker. My most used spreadsheet is where I keep track of every document I add to my tree (download your own copy).
  5. GetLinks. This image-downloading tool from a Portuguese-speaking programmer is a game changer. Without it, I'd still be downloading my Italian records, one at a time.
  6. Photoshop. You can improve a lot of bad document images by adjusting their brightness and contrast. I like to crop out the excess, too.
  7. Family Tree Analyzer. Once in a while your family tree needs a checkup. This free program has a host of tools for finding the mistakes you never knew you made.
  8. My database of town records. I'm entering the basic facts from my vital record collection into a spreadsheet. It makes it so easy to find out if, for example, Francesco Bianco and Maria Caruso had another baby I didn't know about. Adding more records is always on my annual list of genealogy goals.
  9. My grandparent chart. I open up this spreadsheet each time I learn another direct ancestor's name. My chart (download one for yourself) includes placeholders with each ancestor's Ahnentafel number. The chart is also color-coded for your 4 grandparents' different branches.
  10. My surnames list. This spreadsheet is an alphabetized list of my direct ancestor's last names only. I've got 84 of them so far—all Italian.
  11. My relationship calculator. I made this chart to help figure out the likely relationship of a DNA match. You can download your copy of this file, too.
  12. My chart of Italian occupation translations. There was a page online long ago with a long list of Italian occupation words. Like, calzolaio means shoemaker. I grabbed those translations and added in several more that I know from my ancestral towns. It's handiest to me when I can't make out all the letters. I can scan my chart looking for a similar word.
Now I want you to add your comments at the bottom of this article. I'm sure you're using tools I haven't yet realized I need. And I'll bet you have tools for other types of research trips. Like, I have a digital audio recorder I can bring along to record conversations with my relatives. What are your favorite genealogy tools?

28 January 2020

Make Smarter Progress on Your Family Tree

If you don't stop and look around, you may never complete that family.

You know the old phrase for when you can't make any progress? It's "1 step forward, 2 steps back." You never seem to get anywhere.

To make progress in your genealogy research, I recommend the opposite: "2 steps forward 1 step back." That's right! This more measured approach has you looking around instead of blindly forging ahead.

Here's how it works. Let's say a cousin sent you a digitized photo of your shared ancestor. It's brand new to you, and you're eager to place it in your family tree. That'd definitely be 1 step forward.

But while you're there in your ancestor's profile, take a step back. Look around. I'm sure you can find something else in her profile that needs your attention.
  • Does each fact in her profile have a well-formed citation? My citations were all broken recently. So I'm eager to improve the citations for each ancestor whose profile I visit.
  • Is every one of her document images annotated? I add the specifics to the image's notes. Say it's a ship manifest. I add the title of the collection (like "New York, Passenger and Crew Lists"), the line number where you'll find my ancestor, the image number in the collection (like "250 of 478"), a link to the document on Ancestry, and Ancestry's source citation.
  • Does her timeline of facts have a gap? For instance, are you missing her 1930 census? Take the time to search for whatever is missing. You're here now. Don't miss this chance to get it done.
Once you make this a habit, you'll make more progress than if you added the new photo and moved on to something else.

Each time you add something to a person in your tree, take a moment to improve all their sources and search for what's missing. Fix up their immediate family, too.

Over the weekend I kept this idea in mind. I wanted to fix the citations for my direct ancestors. But it didn't make sense to fix my great grandfather's citations and ignore his siblings. They were a click away. Before moving on to my great great grandfather, I fixed the citations for my 2nd great uncles. Now that nuclear family is solid.

Here's a quick example. I have 6 document images for my 3rd great grandmother Angela Maria Franza. I have her 1820 birth record and 5 pages from her 1846 marriage documents.

That adds up to 7 facts in her profile, each needing a source citation:
  • her name
  • her birth date
  • her baptism date
  • her 1st marriage banns
  • her 2nd marriage banns
  • her marriage license
  • her actual marriage
I'll give each fact a solid citation by following these steps:

1. I'll look at my notes on her birth record image and copy the URL of its original location.

My practice of making note of the original image URL is a lifesaver while I'm fixing source citations.
My practice of making note of the original image URL is a lifesaver while I'm fixing source citations.

2. I'll paste that URL into the citation for her birth fact. I've got 1,000s of Italian vital records in my tree, and I've decided to use a simple citation detail: "From the [year] [type of document] records for [town]." The exact phrase for this birth fact, then, is "From the 1820 birth records for Colle Sannita, Benevento, Campania, Italy."

Unlike my old method, this citation will be specific to the facts on this one document.
Unlike my old method, this citation will be specific to the facts on this one document.

3. I'll add the document image to the citation.

You can add one or more document images to a specific citation.
You can add one or more document images to a specific citation.

4. I'll copy this citation to the related facts. Her birth record is my primary source for her name, birth date, and baptism date. So each fact can use the same exact citation.

Before I move on I'll (a) see if I can find her death record (I can't), and (b) follow these same steps for her 3 siblings. That way, when I'm ready to work on her father (my 4th great grandfather), his entire family will be complete.

Take 1 step back and handle the entire nuclear family in one sitting.
Take 1 step back and handle the entire nuclear family in one sitting.

This whole idea boils down to "While you're here…". While you're here, fix the citation for your 2nd great uncle's birth fact. While you're here, download that marriage record that you never added to the tree.

Don't let your genealogy research be a hit-and-run operation. Add a new fact or document (that's 1 step forward). Take a look at what else this person needs (that's 1 step back). Make this person's profile as complete as you can (that's a 2nd step forward).

24 January 2020

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.
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.
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.
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?