How to Batch Process Your Genealogy Documents

I spent 24 years coding websites before I retired. Now I apply those job skills to genealogy. I was faster than my colleagues because I found ways to be more efficient.

This past weekend I added 114 military records to my family tree. I would have doubled that number, but the website they come from dies every day at 2 p.m. Eastern Time. (Do they unplug the router when they go home?)

These records include a ton of facts about each soldier, but the key facts I'm after are when, where, and how he died. Adding each of these invaluable records to my family tree has many steps:

1. Search for the soldier on the website (in this case, it's the website of the Benevento State Archives in Italy).
2. View his page of details and download a PDF with the record image.
3. Extract the image from the PDF. (This is a function of Adobe Acrobat.)
4. Edit the image in Photoshop for top quality and a consistent image size (1500 pixels wide).
5. Create a source citation from a template I created.
6. Add the citation and a title to the image's document properties and drag it into Family Tree Maker.
7. Create the death fact for the soldier, add the same source citation, and attach the image to it.
8. Add the date of death and a category (Military) to the image.

Now do that 113 more times.

At first, I didn't realize the site was crashing at 2:00 each day, so I was working as if it might crash at any moment. To borrow a computer programming term, I started batch-processing the military records.

You'll be faster, more efficient, and more professional with this genealogy document-handling method.

Real batch processing means one computer program automates a series of tasks over and over. In this case, I suppose I'm the computer, running the 8 steps above on soldier after soldier. Doing it this way ensures that:

• All my military record document images have consistent quality.
• All the source citations for these records follow the same format.
• None of the 8 steps are skipped.

For this project, I have one more ace in the hole. The website has these documents for every man from the Benevento Province who died in World War I. First I made a list of every document for each of my ancestral hometowns. From these lists I created one spreadsheet of 274 soldiers. That tells me exactly who I'm searching for each time. I added a column where I can mark which documents are now in my family tree.

I came up with a way to cram in as many documents as possible before the site crashes each day. I search for and open the summary pages of 6 soldiers in different tabs. I immediately download each man's PDF file and label them consistently. For example, AutoreGiuseppe1875MilitaryRecord.pdf. That's last name, first name, year of birth, military record.

Next, with the 6 tabs still open, I open each PDF file one at a time and extract the images. I use an old version of Abobe Acrobat Pro where the command for this is File > Export > Image > JPEG. Then I drag and drop all the images into Photoshop. For each one, the process is this:

• Image > Auto Color. For some reason, the documents all look very yellow. Auto Color makes the paper white, the ink black, and the rubber stamps blue. That's how they looked when I saw several of them in person.
• Image > Auto Contrast. This makes the ink a bit darker and the paper a bit whiter.
• Export As. Here I can reduce the file size by entering a consistent image width of 1500 pixels.

Now I have 6 document images waiting for their source citations. The details for the citations are on the 6 open tabs in my web browser. Here's the format I'm using:

From the Benevento State Archives, military records, fallen soldiers; register #75, record #4292, class #1893
http://archiviodistatobenevento.beniculturali.it/index.php?it/209/ricerca-caduti/caduti/2183
http://archiviodistatobenevento.beniculturali.it/ImgDb/Riproduzioni/ASBnRm075_04292.pdf

When I went to the archives to see my grandfather's record, all I needed was the register number, record number, and class number. These are the critical facts.

The first URL in the citation is the page that's open in those 6 tabs. The second URL (found on that page) is for the PDF itself. The register and record number are on the page, and they're also part of the PDF's URL. The class # is the soldier's year of birth.

One at a time for the 6 open tabs, I:

• Find the soldier in my tree and add his death fact.
• Create the source citation and put it in the image's file properties.
• Drag the image into Family Tree Maker and make it his profile picture unless he has a better one.
• Add the source citation to the death fact and attach the image to it.
• Add the date of death and a category to the image.

When you batch process any type of document in this way, you achieve a level of professionalism. As you're doing it, you'll find yourself getting into a groove that lets you move faster through the steps. Once those steps become familiar, you can process a group of documents faster than you ever imagined.

My master spreadsheet contains 105 men who probably aren't in my family tree. Yet. They came from towns I haven't completely documented. (To see what I mean, read "How to Create and Share Your Ancestral Town Database.") That means I should have 55 more military records to add using this batch process. I'm sure I can get that done in one or two more sessions using this method. (In fact, I finished in one session!)

Keep batch processing in mind when you're tracking down any type of document. When the NYC Municipal Archives put their vital records online, I downloaded so many documents. I created a citation template and fixed each image's color, contrast, and size. This added a ton of value to my New York City ancestors. Here's another look at the idea: "Step-by-Step Source Citations for Your Family Tree."

Imagine the consistency you can achieve if you handle all your census records this way. Or ship manifests. Or newspaper clippings. Think through your process for each document type, including what to add to your family tree. Go through it step by step, then repeat for all the same types of documents. Now you've done some truly professional genealogy work.

4 Keys to Italian Genealogy

I've learned so much by spending countless hours immersed in Italian vital records. If you're new to Italian genealogy research, I can save you those countless hours.

Here are the 4 keys to help you build your Italian family tree.

1. Location and Mobility

To find Italian vital records, you must know where your people came from. Not all records are searchable in one convenient form. And without the town name, you can't be sure you've found your person or someone with the same name. Records are stored by town name and held in the provincial capital's archives. The town name is your first hurdle. Read "4 Key Places to Discover Your Ancestor's Hometown."

Until the 1890s, most Italians stayed in or near their hometown for generations. It isn't as if a man could meet a woman who lived hours away and marry her. You must expect that your ancestral couples lived in the same town or neighboring towns. There were no highways and travel wasn't easy.

When a couple from different towns married, they were likely to marry in the woman's town but live in the man's town. A man could inherit property, so they lived in the man's home—which may include other members of his family.

Tip: If your couple married in Italy, expect them to have been born in the same town or neighboring towns.

Here's your crash course in Italian genealogy documents. Use these 4 keys to build your family tree.

2. Language Is NOT a Barrier

There's no reason on earth to let the Italian language stop you from reading a vital record. The documents follow standard patterns. And you don't need to translate every single word. What you want to find are:

1. Names don't need translation. They are exactly what you see in the document. There's no reason you can't spot the name you're looking for in a document.
   • If a last name is hard to decipher, type what you think you see into the Cognome box on the Cognomix website. As you type, you'll see suggestions of actual names. Once you click Cerca (Search), you'll see where you can find that name in Italy. https://www.cognomix.it/mappe-dei-cognomi-italiani
   • Another option: Type a last name into Ancestry and FamilySearch to see suggestions.
2. Place names (both town names and street names) don't need translation.
   • If you found your document on a genealogy website, the website should tell you the town name.
   • If you received the document another way, the town name is on the document. Look close to the top of the document, often after the words Comune di (town of).
   • If the comune name is hard to read, use this alphabetical list of Italian towns and try to match what you see. http://en.comuni-italiani.it/alfa
   • Street names may no longer exist in your ancestral town. But if you want to have a look, use Bing Maps rather than Google Maps. It has more street names than Google in Italian towns. https://www.bing.com/maps
   • Some street names begin with the word Contrada. A contrada is more of a neighborhood name. It can be a large area with only one road running through it. That road name will usually be the Contrada name. These are easiest to find on the map because they're well outside the town center.
3. Dates do need translation, but there is one terrific resource to help you out. The FamilySearch Wiki has month names, numbers, and other key genealogical word translations. https://www.familysearch.org/en/wiki/Italian_Genealogical_Word_List
   • On most Italian vital records, you'll see numbers written out in longhand, not numerals. That includes years. With practice, seeing mille ottocento ventiquattro instead of 1824 is no problem.
   • Vital records begin with the date someone wrote the document. That means the event may have happened earlier. On a birth record, look further down for the (often pre-printed) words nel giorno (on the day) and del mese di (of the month of). If you see nel giorno sette del mese di Gennaro, you'll know the person was born/died on the 7th day of January. (Check the FamilySearch Wiki linked above for numbers and months.)
   • Birth records often have a separate column for the baptism. This may include a church or parish name. You can look up a church name by location using this website: https://italia.indettaglio.it/eng/parrocchie/parrocchie.html. You may get the street address of the church, too.
     • The baptism column can be confusing because it can have up to 3 dates. Look for the earliest date, and that's the baptism. The format: On this date(1) the church notes that on this date(2) we recorded that on this date(3) we baptized this baby. Wacky, yes, but look for the earliest date.
   • Marriage records often have a separate column, too. In the smaller column you'll find the date and place of the church wedding. It's often later than the date at the top of the main column. I record the main column's date as the marriage license. On this date, the couple was married in the civil sense. Afterward, they married in the church.

3. Where to Find the Facts

We've just explored the different types of names, dates, and places you'll find on vital records. Now let's dive deeper so you know exactly what to expect to find. The standard forms used in your ancestral towns will change over time, but the basics are the same. (In my towns, the 1866–1873 documents are all in longhand. That's why it's important to know what to expect.)

• Birth records. The basic format is:
  • On this date, before the mayor (look for the word Sindaco) of this town, appeared (look for the word comparso) FATHER of baby (and maybe his father's name), age, profession, residence (look for the word domiciliato) to present a baby (bambino is a boy, bambina is a girl).
  • Next, sometimes written entirely in longhand, you'll see MOTHER of baby, age, profession. The word moglie (wife) tells you that the father and mother are legally married.
  • Next is the date of birth (nel giorno _____ del mese di _____), followed by the baby's name.
  • Look for a baptism date in a separate column or sometimes written briefly in the margin.
• Marriage records. These begin the same way as a birth record, with the date, mayor, and town. Then comes the important stuff:
  • After the word comparsi, look for GROOM's name, age, place of birth (nato in), profession, and residence.
  • The groom's parents come after the words figlio di (son of). You'll find his father's name, occupation, and residence, and if he's dead, you'll see the word fu (was) before his name. Then you'll find his mother's name, sometimes her profession, and her residence. If you're very lucky, you'll get the parents ages and maybe their dates of death.
  • Next comes the BRIDE whose name comes after the word e (and). Look for her age, place of birth, and residence.
  • After the words figlia di (daughter of), look for her parents in the same format as the groom's parents above.
  • Look for the date and place of the church wedding in a separate column.
• Death records. After the date of the document, the mayor's name, and the town name, death records usually list 2 witnesses. You can look for familiar last names or relationship words (avo=grandfather, zio=uncle), but there may be no relationship. The important facts begin after the witness information.
  • Look for the words che nel giorno (that on the day). What follows is the day and month of death.
  • If it says é morto(a) nel(la) casa propria, you know this person died in their own home (casa propria). Use these words as a clue to the person's gender if you're unsure. Morto nel casa propria means it's a male. Morta nella casa propria means it's a female.
  • If you don't see the words casa propria, they died somewhere else—like in someone else's house. Don't let that extra name of the homeowner confuse you. If it starts with nel casa di (in the house of) then the following name should be the homeowner, followed by the deceased's name.
  • Look for the deceased's name written in longhand. It may also say they were the husband (marito) or wife (moglie) of the following name.
  • Next look for the deceased's age (di anni _____), place of birth (nato di _____), profession, residence, and their father and mother's names, professions, and residence.

For diagrams showing where to find the facts on Italian vital records, see:

• How to Read an Italian Birth Record
• How to Read Italian Marriage Records
• How to Read an Italian Death Record

Unless there's a handwritten paragraph after that, then you've found the facts you need. Sometimes an extra paragraph will explain important facts such as:

• The father didn't report the birth because he was ill, out of the country, or he died on this date.
• The child in this birth record married this person on this date. This is a treasure written in some empty space on a birth record.
• The baby's birth was legitimized by the marriage of its parents on this later date.
• This man died leaving several minor children, and here are their names and ages.

If you see a long handwritten paragraph on your document, look for keywords like:

• matrimonio (marriage)
• morto (death)
• figli minori (minor children)
• ammalato (ill)
• lontano dal paese (far from the country)
  

Use the FamilySearch Italian Genealogical Word List and Google Translate to see if you've found useful information or standard boilerplate.

4. Naming Conventions

Different cultures have different standards for what to name the baby. Keep in mind, these could be more guidelines than rules. Many of my own ancestors completely ignored the naming conventions. In general:

• The first male is named after his paternal grandfather.
• The second male is named after his maternal grandfather.
• The first female is named after her paternal grandmother.
• The second female is named after her maternal grandmother.

But here are more naming conventions to look for:

• If a baby is born after their father dies, the baby is named after the father. A baby girl may receive a female version of her father's name, such as Francesca if her father was Francesco.
• Say a person becomes a widow and then remarries. Their next child is named after the deceased spouse. This is a good way to confirm that you've found the remarriage of a particular man or woman.
• When a child dies, the parents usually give the next child of the same sex the same name as the deceased child. You may find birth records for 2, 3, or 4 siblings with the same exact name. If you do, then you can assume each one died before the same-named sibling was born. This comes in handy if death records are not available.

Tip: A set of marriage documents may use the birth record of a same-named deceased sibling. This is just human error.

In my towns, I've seen families wait until baby-boy #4 before using the paternal grandfather's name. And many families never get to the 4th grandparent's name. This may be a regional practice since all my ancestors came from neighboring towns. Maybe the naming rules were less strict there. Keep an open mind and don't rule someone out because they don't have the name you'd expect.

When you find a marriage record and the groom came from another town, search that town for their kids. Any time you learn your person's parents' names, you can expand your search. You can search for the previous generation's birth, marriage, and death records, if the years are available. Read "How I Tracked Down My 4th Great Grandmother's Parents."

That's the beauty of Italian vital records. Each one you find for someone in your family tree can lead to more and more generations. You now have the keys. As long as records are available for your towns, there's no stopping you.

4 Rules for the Names in Your Family Tree

I've been on a rampage this year, adding thousands of people to my family tree. Once I discovered that everyone in my ancestral hometowns had a connection, I set out to prove it. Each town's vital records (1809–1942 with gaps) added at least 20,000 documented people to my family tree. (Discover the Lessons Learned from My One Place Study.)

The documents come from Italy's Antenati website. Thank you, Italy! Find out how to harvest the Antenati website for your Italian family tree.

During this journey I've learned a lot about the first and last names in my towns. I realized that I've developed 4 rules that make it easier to manage my 23,073 families. (That number comes from the powerful and free Family Tree Analyzer and my latest GEDCOM file.)

Here's a look at 4 naming rules to use in your own family tree.

Follow these simple naming rules to avoid errors and confusion.

1. Use Birth Names

The best way to record any person in your family tree is by their birth name. If you have their birth or baptism record, then you know what name their parents chose. We all knew my grandmother as Mary Leone, but Leone is her husband's name, not hers. And Mary is an Americanization of her given name—which is different than the name she claimed was hers! Her birth record calls her Maria Carmina Sarracino, so that is the name I recorded in my family tree.

Why record a woman in your family tree with her husband's last name when you know her father's last name? When you view her, it's plain to see who she married.

It's important to use original last names so all the siblings in a family unit show the same name. Anything else looks like a research blunder.

2. Use Original Spelling

I have examples from my ancestral hometowns where the spelling of a last name changed over time. The name:

• Esci became Iesce
• diRuccia became Ruccia
• Cifaldi became Gifaldi
• Italian names ending in an o later ended in an i.

Since my family tree covers many generations, I use the original last name for continuity. Then, since the name may change over time, I note this in an easy-to-find place. In Family Tree Maker, I use the description field for a person's birth fact to note alternative spellings. (Don't overlook this important feature to leave research breadcrumbs in your family tree.)

Many times a person will use a first name variation during their life. That causes problems when you're searching for the children of a particular couple. If the father was born Domenico but goes by Giandomenico as an adult, you may overlook his children.

In these cases I make 2 kinds of notes in that birth fact description field:

1. For the father, Domenico, I'll type "aka Giandomenico"
2. For their child, I'll type that their "father is called Giandomenico on their birth record"

These notes have bailed me out time and again when I find a vital record that doesn't seem to fit.

Because I researched all the town's records that I know people named Gifaldi were the descendants of people named Cifaldi. To make sure I found every family member, I changed my inventory to show only the original spelling.

3. Record But Don't Use Name Variations

On a similar note, if someone's vital record uses a different spelling of their name, I'll note that fact, too. I record the Esci children whose vital records say Esce, Iesce, or Iesci as Esci. But I add a note to the description field saying, "Her last name is Iesce on her birth record."

This happens with first names, too. A woman born as Concetta is Maria Concetta on her death record. During review, that may look like I made a mistake. So I put a note in the description field of the death fact saying, "She is called Maria Concetta on her death record." This assures me that I did my careful research, and there is a discrepancy in the documents.

I leave her name as Concetta, but understand that she may be Maria Concetta on the birth records of her children. And I'll note that for each child.

4. Expand Searches to Include Name Variations

You must take all the name variations into account when you're searching for records. I've created my own extraordinary database of the vital records of my ancestral hometowns. I've named each record image with the subject's name and their father's first name. That way, I can easily search for all the children of a particular man.

But what happens when that man's first name has variations? It's simple. You have to search for all the logical variations. A man named Giambattista at birth may be listed on his children's birth records as:

• Giambattista
• Gianbattista
• Giovambattista
• Giovanbattista
• Giovanni Battista
• Giovanni
• Battista

When a father has a compound name that has variations, I search for all possibilities. In this case, I can search for children with the right last name and a father whose first name begins with "Gi." (I'll search for Battista alone as a second search.) Then I can view the results, checking for Giambattista's wife's name, their ages, etc.

One huge benefit to my quest to get entire towns into my family tree is name familiarity. I can:

• spot a spelling variation
• decipher the worst handwriting, and
• identify an out-of-towner in an instant.

That's because I know all the names in my towns. I know their original spellings and their common variations.

How familiar are you with the names from your ancestral hometowns? Are your naming styles causing confusion?