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Organizing Historic Records-Getting It Right       Published Monthly
Lesson 032...                                                                                                            2018 06 01

Defining The Problem...
Time and money always seem to be at the root cause of many problems.
The genealogy endeavor is (unexpectedly) no different than any other hobby!

These two items are generally seperate from one another, and create their own issues.
The resulting compound can ultimately cause a third issue.... "Mis-managed Organization".

Eventually it may seem like we are losing our grasp on the very records we've known so well.
When these conditions are allowed to continue unrestrained, we can easily become "overwhelmed".

At some point, whether consciously or not, we must decide whether to fix it or continue "as-is".
Depending on the tree-authors intent for the tree, either or both answers may be correct.
The tree may be in its early or middle stages, or nearing it's "completion goal".

Thanks to Albert Einstein, we now know (And accept) that "All things are relative".
The quality of any given area can easily effect the quality of a different area.
Understanding that each area is equally important sometimes elludes us.


How Did That Happen?...
As our interest levels grow, so do time and space requirements that support those interests.
The strain then increases on the already accepted time, space and financial "budgets".
Usually, these "budgets" are each stressed until we see the impending burst!

Most commonly, these problems arise because they were unexpected issues.
How rediculous is it that we need time, space or money for something we already know?
Their overall totals are usually more than anticipated, and can grow if not well prepared in advance.

Additionally, these potentially problematic issues tend to be not taken seriously enough.
When they do become apparent, it can take more to resolve their problem in its later stages.
This in itself places more stress on the already difficult to handle mis-organized system operation.

As with any other endeavor, these are a direct result of advancement - "Growing Pains".
Thinking that a larger project will only require the same input level can have disasterous effects.
Regardless of the reason(s), not preparing for them adequately allows them to worsen un-necessarily.


What's Been Done To Fix This?...
Genealogy studies are growing at an astounding rate in the public sector.
Professional services are starting to come into light to an extent.
Both areas have at least seen the groundwork to follow.

Specific software and protective items for heirlooms are widely available.
An industry segment is in the midst of being created for an already interested market.
These are mostly items that are already in existance, but suited for the needs of the enthusiasts.

The largest portion of organization (Other than government archives) is user adaptation.
Electronically speaking, large size disc drives are available that can hold bulk data.
They're inexpensive and especially useful for many reasons and applications.

Many items are handed down through generations that are either displayed or stored.
Documents and photos are usually displayed, while clothing is generally stored.
Family heirloom organization is done with bins, frames or other methods.

These ideas only touch the basics of storage and are by no means complete.
Many other objects in family historys also need preservation methods found for them.
The final method of document or item preservation is by the researcher/enthusiast: "Redundancy".


Where Can We Find Our Lost Data?...
The above info is only useful in preventing future data loss. What about data that's lost right now?
It's always best to start with your own computer, drives and CD's if that's your method.
Remembering even a portion of the filename can cut searchtime tremendously.

There's a good chance that the file you need is only "mis-named". When found-Fix it!
Mis-naming/poor-naming files is common for beginners, but certainly fixable.
Type only what you can positively remember as its name in "search".

Misplaced physical items may be a bit more difficult to locate and may take a long time.
Retrace the places you had it while cleaning or showing it to anyone recently.
If you plan to discard any old clothing, always check the pockets!

If the suggestions above still do not yield any results, there may still be ways to recover some items.
Depending on what the item was, duplicates may be copied, purchased or similar items found.
While not originals, many photos, documents and military ribbons can be replaced.


What Did We Learn From This?...
Accidents and mishaps happen. Preparing against or recovery from them needn't be all that difficult.
Planning doesn't mean that no harm will come at all, just that fewer things present a risk.
Even with minimal effort and investment, many losses can be easily avoided.

Of all the things mentioned that we can do, the single most important item is to perform backups.
Do at least one backup of tangible memorabilia items by scanning or picture taking.
When doing monthly electronic backups, include your entire file library.

Situated at the forefront of the things we can control, is deciding on what to name files and folders.
Correctly naming items for both communicative and fast searches is done in a logical order.
Avoid using any "individualistic" style terminology. Use the Alpha-Numeric System.

Another area to control is placing as many tangible items together in one place as is possible.
Larger items like furniture heirlooms might even be the keepers of smaller items!
Avoid misplacements by keeping them all as close together as possible.

Finally, both the electronic and tangible stored methods need protective bins and safety----double up!
Choose a fireproof lockbox for undisplayed smaller items, documents and file backups.
It's perfectly fine to be ridiculed over needless redundant protection.


The Basic Rules...
First...
Creating backups of your already completed work is the most important thing you can do.
Be sure to take at least one full set of pictures and scans of your tangible memorabilia as well.

Second...
When saving bulk data, sort various types according to their official nomenclatures.
Save images specific to your tree in both personal and general folder types using Alpha-Numerics.

Third...
Keep all memorabilia in one place/bin and double up for protection/safety.
Whenever possible, display any larger heirlooms that contain other family history for frequent viewing!


As always...
What you'll choose to do with this information is up to you.
It will at least serve as a stepping stone for further knowledge.
You should be applauded for your willingness to educate yourself.

These are only basic guidelines, and can always be adjusted to suit your personal needs or budget.
Hopefully the knowledge gained here will help you to be better positioned as a family historian!

      Happy searches!!

        Massachusetts

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