Make a To-Do List with FTM's Media Usage Report

When I told you I'd finished cleaning up all the source citations in my family tree, I left something out. I didn't want to get into it because it may not apply to many people. But there is something I should share with you.

I wound up with about 2,000 vital records attached to people but not to a source citation. Let's say Angelo Bianco has a birth record attached to him in my family tree. He has his name, birth and baptism dates, and his parents' names and ages. But somehow, there is no citation. All the information I need is there, but the last step remains undone. I don't know how this happened.

I started to fix them by paging through all the vital records in the Media tab of Family Tree Maker. I have 8,533 vital records! I was looking for those attached to a person but missing a citation. When I found one, I'd go to the person and create the source citation. But I had no clue how many of these there were.

After doing that for a couple of days, I wondered if there was a better way. There is. It's called the Media Usage Report. To find it in Family Tree Maker, go to the Publish tab and choose Media Reports under Publication Types. You'll see the Media Usage Report. Click the Create Report button and you'll see a bunch of options you can change.

FTM's Media Usage Report helped me find and fix a long list of missing citations in my family tree.

By the way, I opened my tree in RootsMagic 8, complete with media items, and it has nothing like this report. You can view media items one at a time, but you can't even double click to go to the person or citation attached to it. I'd never looked at FTM's Media Usage Report before, and it turns out to have some great uses.

In my case, all the images missing a citation use an obsolete URL from the Antenati website. (See "How to Make the Best of the New Antenati Website.") I wanted to be able to see the description for each image because it contains the obsolete URL. Here's what I did to create my Media Usage Report:

• Select All individuals in the Individuals to include section.
• Select Show description in the Items to include section.
• Select Show person media in the Filter media by section.

To save a report, click the Share button in the top right corner of FTM and export to the format of your choice. I chose to export to CSV to create a spreadsheet. That way, I can simply delete each entry once it's fixed. And now I can do a search in Excel to count how many obsolete Antenati URLs I need to update. I can see my progress and estimate how long it'll take me to finish.

Here are some other Media Usage Report options that may suit your needs.

Options in the "Items to include" section:

• To include media items you've marked private, be sure to select Include private media. I made all my photographs private to keep them off of Ancestry.com. They won't show up in my report unless I make this selection.
• To find media that's missing a date, select Show date. I always put the date of the document in the image's details. If I forget, I'll see the file's creation timestamp instead of a proper date.
• To find media that's missing a category, select Show categories. It's helpful to assign a category to your media so you can find the one you need fast. FTM comes with several built-in categories, but you can create your own, too.
• If you keep details in the image's Notes field (not the Description field), select Show notes to see them.

Options in the "Filter media by" section:

• Once upon a time, I was attaching media to a fact, rather than to the citation attached to a fact. I thought that was what I needed to do. Selecting Show fact media lets me find those and fix them. (See the image to better understand.)
  

  

  When I discovered I could add a media item directly to a fact, I did. But attaching them to the citation is much better.

• Show person media displays all the media in your family tree that's attached to anyone. This is the most important choice to make.
• To find media that isn't attached to anyone, select Show unlinked media. If you save this report, you can work through them and either attach or delete them from your family tree.

For me, choosing to show source, citation, and relationship media shows nothing. Try them and see if you have any results.

Before closing my FTM file, I exported a GEDCOM file with media links. I opened that file in Family Tree Analyzer, and I didn't see any report that makes use of media. But I did find an unusual error in my tree. When I looked at a list of all the occupations in my tree, I found 11 blank occupations. That meant I'd created an occupation fact, but forgot to enter the occupation itself. I fixed them one-by-one in my tree. Three of them were actually death dates recorded as occupation facts. What happened there?

You never know what you'll find while doing quality assurance on your family tree. That's why you've go to do it!

Who Did You Inherit Your Traits From?

Can you inherit your bright-eyed optimism from your ancestors? Popular shows like "Finding Your Roots" and "Who Do You Think You Are?" tell stories about celebrities learning their ancestor shared their personality traits. But are you really a musician because your 3rd great grandfather was?

Science says you can inherit a personality trait *if* there's a physical component to it. You can inherit perfect pitch because it's a physical trait—a physical ability. You can inherit your optimism because it's tied to the oxytocin receptors in your brain.

You can also inherit traits you saw your family members modelling. I tend to react to another driver cutting me off in exactly the same way as my father. I think that's more about watching him drive than inheriting a gene. But you didn't see your 3rd great grandfather modelling his musical skills.

You may be familiar with how DNA works, but have you examined which traits and features you inherited from whom?

The Science of Inheritance

I remember learning about trait inheritance in 9th grade biology class. We all have 2 genes for each physical trait, and we pass only one to each child. If dad's genes carry both the dominant brown-eyed trait and the recessive blue-eyed trait, and mom's genes carry only the recessive blue-eyed trait, what are the chances they'll have a blue-eyed child? Do the math to see there's a 50% chance.

Let's take my blue-eyed Mom as an example. Her mother had brown eyes and her father had blue eyes. But she and her 2 siblings did not get brown eyes. That means Grandma passed down the recessive gene she inherited from her blue-eyed father.

It would be nice to think that my entrepreneurial son Chris inherited his skills from his 2nd great grandfather, Giovanni. Giovanni came to America without any type of skilled trade. But somehow, he quickly became the owner of a building with 4 apartments and retail space.

This equation shows how slim the chances were for my sons to be anything but blonde-haired and blue-eyed.

In reality, Chris probably observed his father's attempts to be an entrepreneur, and my years of working as a successful independent contractor. Chris was always determined to never work for someone else. And he's stubborn enough to make it a reality.

My other son, Joe, has long been my clone. He has a strong gene for laziness that I don't have, but he's smart enough to overcome it. He prefers to work alone without asking for help, which is something my father and I share. Many times I see Joe expressing exactly my thoughts on a range of topics. I tend to think that's from his upbringing.

Inheritance in Your Family Tree

Here's an exercise that can be a fun way to raise your family's interest in genealogy. Certain physical traits are dominant while others are recessive, like the brown eyes and blue eyes mentioned above. How many of your family members inherited recessive genes? Who do you think those genes came from?

Trait	Dominant	Recessive
Earlobes	Unattached	Attached
Tongue rolling	Can do it	Can't do it
Dimples	Have them	Don't have them
Handedness	Right-handed	Left-handed
Hair	Curly	Straight
Freckles	Have them	Don't have them
Toe length	2nd toe longest	Big toe longest
Nose width	Broad	Narrow
Lip width	Broad	Thin
Eyelashes	Long	Short

In my case, I inherited a lot of recessive genes and one big dominant one for my curly hair. I don't know which ancestor gave me my left-handedness, but not long ago people discouraged that trait. Ringo Starr's grandmother forced him to act like he was right-handed, but he isn't. He says that's why his style of drumming is so unique. He's playing backwards!

Where do you think your physical traits came from? How about your personality traits?

Want to learn more? See:

• Gregor Mendel and the Principles of Inheritance
• 27 Surprising Things You Never Realized You Inherited from Your Parents
• Dominant and Recessive Traits List

Add Consistency to Your Source Citations

On Friday I finished an ambitious family tree project I started in January. I've been working at it nearly every day, and it was worth it. I've truly fortified my family tree. (See "Take the Time to Improve the Sources in Your Family Tree.")

I reviewed and perfected every single source citation in my enormous family tree! (If you don't have 57,125 people in your tree, you can do this in a lot less time.) The project's two goals were to:

1. Use a consistent style for each type of source citation. I started building my family tree about 20 years ago, so the older citations had almost no detail. It took me a while to develop my style.
2. Fix a problem that was happening behind my back. My last laptop was a nightmare. I blame it for most of my failed syncs between Family Tree Maker and Ancestry.com. Those failures were splitting and duplicating my citations. Normally I'll create a citation and share it among all the appropriate family members' facts. But the failed syncs split the citation into 10 citations for 10 family members. This bulked my tree's file size up to 5 gigabytes. It would take forever to save, to back up, to compact, and to store away.

At the end of this project, I cut my tree's file size down to a fifteenth of what it was. Instead of 5 gigabytes, it's 366 megabytes. On my new computer, my tree takes only a moment to save. And copying the file to a backup location takes a second. Plus, I know my source citations are "clean enough to eat off of."

An accident duplicated my source citations and fattened up my family tree file to 15 times its regular size. Here's how I fixed everything.

How to Make Your Citations Shine

Online-only Tree. If you build and store your family tree online only, your goal is to add citations where there are none. You can't access your citations in one place or share one well-crafted citation with a family.

See if you can access an alphabetical list of everyone in your tree. On Ancestry, go to your tree and click the Tree Search button at the top right. Choose List of all people. Now check each person to see who has facts without sources. Then find the sources! Keep a running list somewhere so you always know where you left off for the day. If your family tree is a normal size, this approach will work for you.

Desktop Tree. If you build your family tree using a desktop program, you can be a lot more efficient. You should have a tab that brings all your citations together, listing them by source title. In Family Tree Maker, I can see on the Sources tab that I have 327 source titles, 87 of which are individual towns in Italy. Apart from Italy, most of my sources are census and immigration records.

I began with the censuses, from the 1851 England Census through the 1950 U.S. Federal Census. For each one, I reviewed each source citation, one at a time. First I went to the head of household in my family tree and opened the census image. Then I found the original record online. (My sources are from Ancestry mostly, with a small number from FamilySearch.) I gathered the details I needed for my source citation. I shared the citation with every appropriate fact and deleted duplicates.

For each type of source, I have a format I stick to. In general, I copy the suggested citation from Ancestry or FamilySearch. (See "Choosing and Using the Most Reliable Sources.") Then I paste the entire citation, plus several more details, into the image's details. Now the image itself tells me where it came from.

With a census or ship manifest, I add the appropriate line number(s). For a census, I spell out the:

• enumeration district
• supervisor's district
• city ward
• sheet number
• image number online

Here's how the citation looks for a particular 1930 U.S. Federal Census:

• Source title: 1930 U.S. Federal Census
• Citation detail: Year: 1930; Census Place: Bronx, Bronx, New York; Page: 13B; Enumeration District: 0070; FHL microfilm: 2341200
• Citation text: Ancestry.com. 1930 United States Federal Census [database on-line]. Provo, UT, USA: Ancestry.com Operations Inc, 2002.
• Original data: United States of America, Bureau of the Census. Fifteenth Census of the United States, 1930. Washington, D.C.: National Archives and Records Administration, 1930. T626, 2,667 rolls.
• Web address: https://www.ancestry.com/discoveryui-content/view/30164368:6224

And here's what I put in the image's details:

• lines 75-81; 1930 United States Federal Census; New York > Bronx > Bronx (Districts 1-250) > District 0070; enumeration district 3-70, supervisor's district 25, assembly district 2, block I, sheet 13B; image 25 of 35
• https://www.ancestry.com/discoveryui-content/view/30164368:6224
• Source Citation: Year: 1930; Census Place: Bronx, Bronx, New York; Page: 13B; Enumeration District: 0070; FHL microfilm: 2341200
• Source Information: Ancestry.com. 1930 United States Federal Census [database on-line]. Provo, UT, USA: Ancestry.com Operations Inc, 2002.
• Original data: United States of America, Bureau of the Census. Fifteenth Census of the United States, 1930. Washington, D.C.: National Archives and Records Administration, 1930. T626, 2,667 rolls.

Note that the web address I record is not the URL of the image itself. It's the URL of the record on Ancestry. The record provides a link to the image, key details, source info, and a list of related documents for the same person.

By working on all the census citations one after another, you'll get very familiar with the format. You'll gain efficiency and consistency.

After all the census citations, I worked on a bunch of sources with small numbers of citations:

• birth and marriage records from Derbyshire, England
• immigration records from Hawaii and Florida
• death records from Ohio and Pennsylvania, and so on.

I wanted to pick off smaller sources before attacking my Ellis Island ship manifests. That's a trick I always play on myself. I'd rather complete 20 source titles than get stuck in a big one, knowing all those others are waiting for me.

Work on perfecting the source citations in your family tree one type at a time. You'll gain consistency and efficiency as you add value.

After removing duplicates, I have 246 Ellis Island citations in my family tree. I built each citation using the same, consistent format. As I explained above, I copy the suggested citation from Ancestry and add it, along with extra details, to the image.

But I still had my 87 different Italian towns' citations to fix. My Italian document images all come from the Antenati website. The website changed dramatically in 2021, leaving my citations with broken URLs. And the duplication in my tree was insane.

I worked my way through the towns saving the biggest ones for last. These were my closest ancestors' hometowns. My primary town, Colle Sannita, started with more than 7,700 citations, but I saw tons of duplicates. Now that it's all finished, I have 3,377 citations.

My citation format for the Italian vital records is designed to help you find it in the Italian archives or online. It looks like this:

From the Benevento State Archives, 1809 matrimoni, Colle Sannita, document 1, image 3 of 15 at https://antenati.cultura.gov.it/ark:/12657/an_ua1113932/5VNQENO

Here's the same format showing which variables you need to plug in:

From the PROVINCE State Archives, YEAR and DOCUMENT TYPE, TOWN, document #, image # of # at URL

Having done all this, my family tree is SO CLEAN! All my earliest sub-par work is now completely up to my high standards. And I know I'll never again go on a spree adding facts and documents without perfect citations.

I've been working full-throttle on my tree for a long time. I'm growing it by leaps and bounds as I explore the vital records from my ancestral hometowns. But that's been on pause all year for this clean-up project. Now my 57,125-person family tree will start growing like crazy again. But always with perfect source citations.