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Organizing Your Data For Quick Access               Published Monthly
Lesson 037...                                                                                                            2018 11 01

Defining The Problem...
Finding a piece of data that we "remember seeing" isn't always fast or easy.
We usually want it when running into other info that supports it, or when adding related persons.

Quick access through better organization is also needed when adding bulk amounts of data.
Whether images or handwritten/typewritten info, "dis-organization" creates a major time loss.

Spending precious hours looking for something you "know" you have but can't find is non-productive.
This is time that could otherwise be spent adding verified information to your family history or tree.

There are also the wasted time and space issues from re-saving data and images to new places.
While not problematic for a few items, there are significant issues for larger amounts.
Not only is there re-copying time now, but also "re-organizing time" later!

While most computers have large storage capacities, most people do not have dedicated drives.
Many times, the "dedicated drive" or backup is a USB Thumbdrive with limited space.
Having "double-data" can overload thumbdrives and increase backup times.
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How Did That Happen?...
Time passes and we cram our minds with many other bits of info that edge the older thoughts away.
While we "think" the info will connect, we simply can't prove it at the moment of discovery.
At best, we make a note and place it into what we believe to be "the proper file".

Poor organization can slow both daily and overall progress and have a negative effect on your effort.
Feeling that certain tasks require too much effort can place them at the end of your "to-do-list".
As with all large projects, the "to-do-list" becomes larger from other add-ons over time.

Prolonged continuing to "follow suit" only compounds the problem and takes longer to correct later.
If we table any problem long enough, it will eventually demand some immediate attention.
When finally administered to, the "fix" (however then obvious) takes more time.

Reasons can vary and include time constraints or inability to connect subjects to info at the moment.
Placing data into in several locations may seem like a viable "safeguard", but creates "doubles".
Without a "lead-note" to direct, a clusterbunch of disconnected data can soon develop.
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What's Being Done To Fix This?...
Learning better organizational skills should be an ongoing/neverending effort.
Ironically, whereas most advice is "start small to end big", file systems are the reverse.

Above all else, keep all the files (No matter who or what they pertain to) within a single/main folder.
Within it, there become certain necessary sub-categories that will arise, and also within those.
Keeping them ALL within one main folder is of paramount importance for future use.

By doing this, we contain any further problems to within a finite area.
This in itself helps to curb the problem from growing larger or beyond control.
Initiating the repair process isn't difficult, and it becomes easier with each step as well!

Start with a folder named "Genealogy" and create within it a sub-folder labeled "Names".
In the "Names" folder there can be 26 folders labeled "A through Z" as needed when they arise.
Then create a folder for each person and include their birth and death years (Helps avoid confusions).

Obviously the sooner this is begun, the more productive the work will be, and for a much longer time!
Within the main folder, subfolders leading to various types (According to needs) can be made.
Use your own ideas for the type of research you plan to do. Here's a few starter ideas.
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Where Can We Put The Disconnected Data?...
Placing data into a subjects file that we "think" it belongs to is still a good start and should continue.
However, creating a single folder with everyones "maybe" files can help lead you to them quicker.
This can contain everything from "might-be's" to "have no idea but it looks like something" files.

Here's how... Within the "Main Folder", start a sub-folder labeled "Disconnected Data".
Just as above, create a sub-folder Labeled "Names" and "A through Z" folders within it as well.
The format is the same, but these dates are according to the data dates found. Sort the data this way.

Several sub-folders will be needed, as there are various meanings for the term "Disconnected Data".
Usually this category is for information we "feel" pertains to an individual, but cannot prove.
There may also be unknown persons of the same surname felt to be tree members.

While this may seem to be an unnecessary category at first, as research continues file sizes will grow.
This is largely due to a developing of higher standards toward accuracy for recording information.
Separations/subfolders within this folder should be exactly the same as for the main folder.
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What Can We Learn From This?...
The sooner all files are placed within a single main folder, the longer and larger the benefits will be.
Time savings are also exponential due to faster info-searches, copy/paste and backup actions.
Additionally, when it's time to pass on your tree, the system is more easily understood.

Procrastination will compound the problem, create a longer repair time and an eventual loss of data.
Regardless of why the delay is happening, the resulting data loss weakens the family tree.
Ending the cycle will begin a new simplified system similar to present methods.

Saving the disconnected data into a separate folder/sub-folder makes for faster information locating.
Web pages can become altered or deleted. Saved info may be the only recourse to the data.
Document images and photographs can become unavailable even from a close source.

The result is an immediate file location time savings accompanied by a lowered frustration level!
Future supporting data that adjoins the existing data can be added with greater efficiency.
Double-data entries can be eliminated this way - saving more time and data losses!

None of the methods require special equipment or advanced computer skills.
This is the same process normally used, except all inclusive to within a single main folder.
By keeping the "Disconnected" arranged similar to the Main-Folder, familiarity brings quicker searches.
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The Basic Rules...
First...
Organize and streamline your files from the very start-Today if possible!
This is "Step One" towards faster and easier data confirmation and additions.

Second...
Keep genealogy family tree information data, images, etc. all in one folder only.
Other methods guarantee data losses. The only question is when the loss will occur.

Third...
Keep a "Disconnected Data" folder that points or leads to all your saved "might-be" type files.
These files will later be transferred when supported by new information that is eventually found.
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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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