My how time flies and it’s flying further and further way from when our ancestors’ got their photographs taken, which can make the task of identifying and dating them harder and harder. Don’t fret my friend because I have the coolest free tech tool for you that can help you zero in on the date of your photos.
David Lowe a Specialist in the Photography Collection of the New York Public Library will be joining me today to tell you all about it.
In this episode we’re also going to be talking about some important genealogical records that you may be missing at Ancestry.com. I wrote about How to Find and Browse Unindexed Records at Ancestry in the Genealogy Gems newsletter which linked over to my article on our website, but this is so important that we need to talk about here together.
In my newspaper research (at) newspaper.com I came across election results that included, of course, all towns, townships, and the county covered by the newspaper.
Though the election results were not of interest to me in my research, I was pleased to see residential information that can help me confirm my ancestors’ in records that include their address or town.
Boundaries moved over the years, so my family may not have moved but their location may have been reassigned which gives me pause as I locate them in records.
In this particular case, the last location I had for them was not listed BUT the new location was detailed under the new name.
Using “Election results” search I found more information in my research area. Hoping this information will help other genealogists like me.
Your podcasts and other offers are the best I’ve found and worthy of my genealogy budget. I’m happily retired and have time to soak it all in. I’m using your Research Plan to manage my findings!
I am the de facto family historian for my huge Italian family.
We had our 62nd annual family reunion last July and as I have explained to family members who is a 3rd cousin and who is a 2nd cousin once removed I am flummoxed as to why they have left ambiguity in family relationships.
Why are 2nd cousins’ parents and 2nd cousins’ children both referred to as “once removed”?
Why isn’t there a distinction, such as “2nd cousin once ascended” and “2nd cousin once descended” so the vertical moves through the tree can be distinguished?
I am a data scientist so I don’t like ambiguity!
Including ascending and descending indeed can be done when explaining relationships. Read more at:
The Relationships and Cousins page at the Weinel Genealogy website:
I am new to podcasts and love listening to your podcasts.
I started a new job over 2 months ago and your podcasts keep me sane.
First of all, driving from Austin to San Antonio Texas is a tough drive and I am now doing it weekly. I was struggling to fit in any genealogy with my new job so I turned to podcasts to keep me in the genealogy loop. I have listened to many different podcasts and yours is my favorite. I learn something new every week and actually quite entertaining! It really helps pass the drive timely quickly. Thank you!
Email Lisa Louise Cooke:
If there’s something you’d like to hear on the podcast, or if you have a question or a comment like Kristine, Mark and Audrey did, drop me a line here or leave a voice mail at (925) 272-4021.
My favorite part about the holidays is reconnecting with family. I love swapping stories and reliving moments together. But, keeping these memories alive can be hard. That’s why I’m giving my family the most meaningful gift this year – StoryWorth.
StoryWorth is an online service that helps you engage with your loved ones, no matter where they live, and help them tell the story of their lives through unique and thought-provoking questions about their memories and personal thoughts.
The way it works is that : Every week StoryWorth emails your family member different story prompts – questions you’ve never thought to ask. Like, “What have been some of your life’s greatest surprises?” and “What’s one of the riskiest things you’ve ever done?”
After one year, StoryWorth will compile every answered question and photo you choose to include into a beautiful keepsake book that’s shipped for free. That way it’s not just a one-time conversation, but a book that you can refer to again and again as a vital part of your family’s history.
You never know what family history StoryWorth will uncover, not just about your loved one and family, and sometimes even yourself!
Preserve and pass on memories with StoryWorth, the most meaningful gift for your family.
Interviewee: David Lowe, Specialist II from our Photography Collection
New York Public Library Photographers’ Identities Catalog: http://pic.nypl.org/
Do have old family photos that you’re trying to identify? Hopefully they have the photographer’s imprint on them, which might include their name and even their location. And if they do, then you can research that photographer to try and find out when they were in business, and therefore, narrow down the time frame when the photo was taken.
In this gem we’re going to take a look at a website that can help you research those photographers. It’s called the Photographers’ Identities Catalog, also known as PIC, and it’s hosted by the New York Public Library.
It’s an experimental interface to a collection of biographical data about photographers, studios, manufacturers, and others involved in the production of photographic images.
David Lowe, Photography Specialist at the New York Public Library, is the driving force behind this project and I’ve invited him to the podcast to help us tap into this terrific resource.
What are the origins of this database?
The information has been culled from trusted biographical dictionaries, catalogs and databases, and from extensive original research by NYPL Photography Collection staff.
The function of the database is two-fold:
To assist with the genealogical research of the photographers
Strive to capture the history of photography
What time frame does the database cover?
The emphasis is on 19th to mid-20th century photographers, and is international in scope.
How we can use PIC to find the photographers we’re researching?
The database includes over 130,000 names, and leans toward showing broader search results.
Start here at the New York Public Library’s Photographers’ Identities Catalog (PIC) database website:
Enter the photographer’s name in the search box. You may way to start broad by just entering the surname, depending on how common it is.
Searching for photographers at PIC
Use the filters on the left side of the website to narrow your search. You can also click the magnifying glass icon in the upper right corner to reveal a search box where you can enter a location.
If you find an error or would like to contribute information to the database, click the Feedback button in the bottom right hand corner.
Here’s an example of a search I ran for Minnesota photographer, C. J. Ostrom:
Searching for a photographer in the NYPL Photographers’ Identities Catalog (PIC)
Why are there so many photographers listed on a tiny island off the west coast of Africa?
That’s not actually an island, and there’s not actually anyone there. That point is located at the coordinates 0’ latitude & 0’ longitude, and we use it to map information when we don’t know a location (in the cartography world, it’s often called “Null Island”). If, for instance, we know someone was born in 1872, but we don’t know where, we put the point on Null Island. You can help us evacuate the island by finding locations we’re missing!
Lisa’s Search Tip:
One of the ways I research photographers is by searching the US Federal census. In 1880 for example you can specifically search by occupation and location. Enter “photographer” in the occupation field and enter a location if known. For the entire United States that results in about 9100 photographers in 1880.
How to search the 1880 census for photographers. Results: 9,116!
Searching for photographers in Minnesota in the 1880 US Federal Census.
Can users submit corrections or new information that you don’t have?
NYPL welcomes your contributions. Use the feedback link in the bottom right of the map on the website or email firstname.lastname@example.org.
It is helpful if you include the Record ID number to identify the photographer in question. That ID can be found after the Name, Nationality and Dates of the constituent.
How to contribute photographer information to NYPL’s PIC database
Tomorrow is Bill of Rights Day, in honor of the day when the first ten amendments to the Constitution took effect in 1791.
The Bill of Rights added specific freedoms and government limitations to the three-year old Constitution. Among them are enshrined freedom of religion, speech, the press, the right to peaceably assemble and bear arms. Also the right to petition the government and be secure in property.
When the Bill of Rights was passed, America’s population of about 4 million in the then-14 states had available about 100 newspapers exercising the First Amendment freedom contained in the Bill of Rights.
Today’s population is around 330-million, and chooses from nearly 7,500 newspaper publishers nationwide.
You can find more facts about America from the U.S. Census Bureau online at www.census.gov.
Transcription of the 1789 Joint Resolution of Congress Proposing 12 Amendments to the U.S. Constitution
Congress of the United States begun and held at the City of New-York, on Wednesday the fourth of March, one thousand seven hundred and eighty nine.
THE Conventions of a number of the States, having at the time of their adopting the Constitution, expressed a desire, in order to prevent misconstruction or abuse of its powers, that further declaratory and restrictive clauses should be added: And as extending the ground of public confidence in the Government, will best ensure the beneficent ends of its institution.
RESOLVED by the Senate and House of Representatives of the United States of America, in Congress assembled, two thirds of both Houses concurring, that the following Articles be proposed to the Legislatures of the several States, as amendments to the Constitution of the United States, all, or any of which Articles, when ratified by three fourths of the said Legislatures, to be valid to all intents and purposes, as part of the said Constitution; viz.
ARTICLES in addition to, and Amendment of the Constitution of the United States of America, proposed by Congress, and ratified by the Legislatures of the several States, pursuant to the fifth Article of the original Constitution.
Article the first… After the first enumeration required by the first article of the Constitution, there shall be one Representative for every thirty thousand, until the number shall amount to one hundred, after which the proportion shall be so regulated by Congress, that there shall be not less than one hundred Representatives, nor less than one Representative for every forty thousand persons, until the number of Representatives shall amount to two hundred; after which the proportion shall be so regulated by Congress, that there shall not be less than two hundred Representatives, nor more than one Representative for every fifty thousand persons.
Article the second… No law, varying the compensation for the services of the Senators and Representatives, shall take effect, until an election of Representatives shall have intervened.
Article the third… Congress shall make no law respecting an establishment of religion, or prohibiting the free exercise thereof; or abridging the freedom of speech, or of the press; or the right of the people peaceably to assemble, and to petition the Government for a redress of grievances.
Article the fourth… A well regulated Militia, being necessary to the security of a free State, the right of the people to keep and bear Arms, shall not be infringed.
Article the fifth… No Soldier shall, in time of peace be quartered in any house, without the consent of the Owner, nor in time of war, but in a manner to be prescribed by law.
Article the sixth… The right of the people to be secure in their persons, houses, papers, and effects, against unreasonable searches and seizures, shall not be violated, and no Warrants shall issue, but upon probable cause, supported by Oath or affirmation, and particularly describing the place to be searched, and the persons or things to be seized.
Article the seventh… No person shall be held to answer for a capital, or otherwise infamous crime, unless on a presentment or indictment of a Grand Jury, except in cases arising in the land or naval forces, or in the Militia, when in actual service in time of War or public danger; nor shall any person be subject for the same offence to be twice put in jeopardy of life or limb; nor shall be compelled in any criminal case to be a witness against himself, nor be deprived of life, liberty, or property, without due process of law; nor shall private property be taken for public use, without just compensation.
Article the eighth… In all criminal prosecutions, the accused shall enjoy the right to a speedy and public trial, by an impartial jury of the State and district wherein the crime shall have been committed, which district shall have been previously ascertained by law, and to be informed of the nature and cause of the accusation; to be confronted with the witnesses against him; to have compulsory process for obtaining witnesses in his favor, and to have the Assistance of Counsel for his defence.
Article the ninth… In suits at common law, where the value in controversy shall exceed twenty dollars, the right of trial by jury shall be preserved, and no fact tried by a jury, shall be otherwise re-examined in any Court of the United States, than according to the rules of the common law.
Article the tenth… Excessive bail shall not be required, nor excessive fines imposed, nor cruel and unusual punishments inflicted.
Article the eleventh… The enumeration in the Constitution, of certain rights, shall not be construed to deny or disparage others retained by the people.
Article the twelfth… The powers not delegated to the United States by the Constitution, nor prohibited by it to the States, are reserved to the States respectively, or to the people.
Frederick Augustus Muhlenberg, Speaker of the House of Representatives John Adams, Vice-President of the United States, and President of the Senate John Beckley, Clerk of the House of Representatives. Sam. A Otis Secretary of the Senate
The Genealogy Gems Podcast Episode 195 with Lisa Louise Cooke
In this episode, I’m celebrating the 100th episode of another podcast I host: the Family Tree Magazine podcast. So I’ll flashback to one of my favorite interviews from that show, an inspiring get-in-shape conversation for your research skills: how you can strengthen your research muscles and tone those technology skills to find and share your family history.
Genealogy Gems Podcast Episode 195
Listen now – click the player below
More episode highlights:
News on Chronicling America and Scotland’s People;
Comments from guest expert Lisa Alzo on millions of Czech records that have recently come online;
A YouTube-for-genealogy success story from a woman I met at a conference;
An excerpt from the Genealogy Gems Book Club interview with Chris Cleave, author of Everyone Brave is Forgiven;
Diahan Southard shares a DNA gem: the free website GEDmatch, which you might be ready for if you’ve done some DNA testing.
“These records are a real boon for Czech researchers because at one time the only to get records such as these was to write to an archive and taking a chance on getting a response or spending a lot of money to hire someone to find the records or to travel there yourself to do research in the archives.
The church records contain Images and some indexes of baptisms/births, marriages, and deaths that occurred in the Roman Catholic, Evangelical Lutheran, and Reformed Church parishes, as well as entries in those registers for Jews.
Land transactions containing significant genealogical detail for a time period that predates parish registers. The collection includes records from regional archives in Opava and Tebo and from the district archive in Trutnov.
School registers contain the full name for a child, birth date, place of birth, country, religion and father’s full name, and place of residence.
While researchers should keep in mind that not everything is yet online, and FamilySearch will likely add to its collection, having these records from FS is an amazing resource for anyone whose ancestors may have come from these areas. And hopefully, there are more records to come!”
Lisa Louise Cooke uses and recommends RootsMagic family history software. From within RootsMagic, you can search historical records on FamilySearch.org, Findmypast.com and MyHeritage.com. In the works: RootsMagic will be fully integrated with Ancestry.com, too: you’ll be able to sync your RootsMagic trees with your Ancestry.com trees and search records on the site.
Keep your family history research, photos, tree software files, videos and all other computer files safely backed up with Backblaze, the official cloud-based computer backup system for Lisa Louise Cooke’s Genealogy Gems. Learn more at http://www.backblaze.com/Lisa.
Review your search results especially those that pop up in the Images category.
GENEALOGY GEMS BOOK CLUB:Everyone Brave is Forgiven, the best-selling novel by British author Chris Cleave. A love story set in World War II London and Malta. This story is intense, eye-opening and full of insights into the human experience of living and loving in a war zone?and afterward. Everyone Brave is Forgiven is inspired by love letters exchanged between the author’s grandparents during World War II.
The genetic genealogy community has a crush. A big one. Everyone is talking about it. “It has such great features.” says one. “It has a chromosome browser!” exclaims another. “It’s FREE!” they all shout. What are they talking about? GEDmatch. GEDmatch is a mostly free online tool where anyone with autosomal DNA test results from 23andMe, FTDNA, and AncestryDNA can meet and share information. All you need to do is download your data from your testing company and upload it into your newly created GEDmatch account.GEDmatch is set up just like your testing company in that it provides two kinds of reports: ethnicity results, and a match list. Remember that ethnicity results, meaning those pie charts that report you are 15% Italian and 32% Irish, are based on two factors: a reference population and fancy math. GEDmatch has gathered data from multiple academic sources to provide you with several different iterations of ethnicity reports. This is like getting a second (and third and fourth, etc) opinion on a science that is still emerging. It is a fun exercise, but will likely not impact your genealogy research very much. The more important match list does allow you to see genetic cousins who have tested at other companies. Of course, only those who have downloaded their results and entered them into GEDmatch will show up on your list. This means GEDmatch has the potential to expand your pool of genetic cousins, increasing your chances of finding someone to help you track down that missing ancestor. Many also flock to GEDmatch because they were tested at AncestryDNA and thus do not have access to a chromosome browser. A chromosome browser allows you to visualize the physical locations that you share with someone else. Some find this to be a helpful tool when analyzing their DNA matches (though in my opinion, it is not essential).GEDmatch also has some great genealogy features that let you analyze your pedigree against someone else’s, as well as the ability to search all the pedigree charts in their system so you can look specifically for a descendant of a particular relative.However, even with all of these great features, GEDmatch is still yet another website you have to navigate, and with that will be a learning curve, and certainly some frustration. So, is it worth it? If you are fairly comfortable with the website where you were tested, and you are feeling both curious and patient, I say go for it.It’s too much to try to tell you right this minute how to download your data from your testing site and upload it to GEDmatch. BUT you’re in luck, I’ve put step-by-step instructions for getting started in a FREE tutorial on my website at www.yourDNAguide.com/transferring.
Genealogy Gems Podcast turns 200: Tell me what you think? As we count down to the 200th episode of the free Genealogy Gems Podcast, what have been YOUR favorite things about the podcast? Any particular topics, interviews or segments of the show? What keeps you coming back? What would you like to hear more of? Email me at email@example.com, or leave a voicemail at (925) 272-4021, or send mail to: P.O. Box 531, Rhome, TX 76078.
Disclosure: This article contains affiliate links and Genealogy Gems will be compensated if you make a purchase after clicking on these links (at no additional cost to you). Thank you for supporting Genealogy Gems!
The latest tech news from Google Earth, FamilySearch and MyHeritage
Alice’s Story – genealogy research with blogger Julianne Mangin
Cemeteries – both for ancestors and their pets
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Google Earth News
Jennifer in California sent me a fascinating item recently , and she says “Thought you might get a kick out today’s blurb from Google, where they pat themselves on the back for what can be done with Google Earth. No argument from me; it’s amazing!”
So, what can be done with Google Earth besides all the family history projects that I teach here on the podcast and in the Premium videos? Well, Peter Welch and Weekend Wanderers in the UK are using Google Earth to find treasure!
FamilySearch.org, the free and massive genealogy website from the Church of Jesus Christ of Latter-day Saints has added a new way for you to add more memories to your tree.
In addition to photos you can now add audio both at the websiteand the FamilySearch FamilyTree and Memories apps which you can download from your mobile device’s app store.
So now as you’re selecting and uploading family photos to familysearch, you can also gather and record the stories that go with those photos. It’s sort of like being able to write on the back on the photograph, but in an even more personal way.
Your voice, and the voices of your relatives can now be part of your family’s history.
From the FamilySearch website: “Photos and audio attached to deceased ancestors can be viewed by other users on the FamilySearch Family Tree. To protect privacy, photos and audio attached to living people can be seen only by the person who added the memory unless that person shares the memory or album with another user.”
MyHeritage App update
Among the newly introduced features are Family Timelines, the ability to view family trees that you’re matched with, the ability to choose which information you extract from Smart Matches™, an improved research page, and more. Read all about it here
From Craig: “After finding my Paternal grandfather and great-grandfather, I looked for my Paternal GG Grandfather in the same area. No luck. I went to the R.B. Hayes library in Tiffin, Ohio and started looking at every page in the burial listing for the township I thought he would be in. And there he was – last name misspelled! (The “A” was changed to a “K”.) I was able to drive over to the cemetery and located his stone – still readable after his burial in 1885. I plan to go back to the area this summer to look for his wife, who was buried elsewhere (they were separated.) I wish I could get someone to update the lists with the correct spelling, to match the gravestone and census papers, but that seems impossible to do.”
“My brother Ray says we have visited more dead relatives than live ones. Trying now to visit the relatives above ground!”
Spent many hours walking, crawling, pushing through brush brambles and briers just to find and take pictures of tombstones. I regret only one such adventure. If I may. My sweetheart and I went to a small cemetery in New Jersey to gather family names and pictures for Billion Graves and our personal records. While I was taking pictures, my wife was clipping brush and bushes from the stone that identified her families plot.
We had a great day. I filled two clips of pictures and my sweetheart did a magnificent job on that stone. It was only a few hours later, when she started itching that I really “looked” at the pictures and realized that the brush that she cleared from that stone was poison ivy. Wouldn’t have been so bad, but when she found that I’m not affected by poison oak, ivy or sumac. She was not happy.
I have recently started doing ancestry research and have been astounded at what I have found. No creepy tree stories. However, it is nice to know that some ancestors took special care to by buy family plots even though they knew eventually the girls might marry and want to be buried with their husband. I found it interesting that both my grandfather and my grandmother are both buried with their individual parents.
Shirley’s story jogged my memory. My mother died in 1934 when I was 4 years old. She is buried in her father’s plot rather than my paternal grandfather’s plot. I have wondered for years why the burial was arranged that way and imagine all sorts of situations. Were the families feuding? Was one family more financially able to foot the bill. Did my paternal grandfather not like my father? Hmmmm………
I checked out this book from the local library about a month ago. Decided I needed my own copy. All genealogist should read it. It is very informative & entertaining.
About 5 years ago I found the farm on which my gr great grandparents were buried. The tall granite marker with the parents’ names had been knocked over, the foot stones stacked and several large rocks were around the monument and it was in the middle of a field that was being planted and harvested. We made contact with the owner and received permission to have it raised.
In the meantime, I found an obituary for a son who was buried on the family farm. I also found an article about a woman who did dowsing, contacted her and she agreed to come perform the dowsing. I was videoing it when my phone went totally dead! I had never had that happen and it was charged. Thirty minutes later it came back on mysteriously!
She found 2 adult women, 2 adult men and three toddlers. After further search I found another obituary for a grown daughter buried there and 3 toddler grandchildren who died in 1882. She said that the large rocks would have marked the graves. Sadly, they had totally desecrated the family cemetery. But I was excited to learn all I did and was startled by the phone totally dying.
We first talked to Julianne last year in Genealogy Gems Podcast episode 219. In that episode we explored the tragic story of Julianne’s ancestors, the Metthe family. It was a riveting case study of the twists and turns that genealogy can take us on.GEM: Checking in with Julianne Mangin
Julianne had originally been a bit of a reluctant genealogist. But after a 30 year career in library science, including 14 years as a librarian and website developer for the Library of Congress in Washington DC, she could couldn’t help but try to find the truther in the piecemeal stories that she was told by her mother.
Julianne has continued to research and write at her Julianne Mangin blog, and I thought it would fun to check back in with her and see what she’s been up to.
Her latest blog series is called Alice’s Story. It follows the path of discovery she followed to uncover the story of a previously unknown aunt.
The research began where most good genealogical research begins: at the end of Alice’s life and her death certificate.
Institutional Records – But with few records and no first-hand interviews available, Julianne turned to researching the institutions themselves to dig deeper into Alice’s experience. Resource: Genealogy Gems Premium Video: Institutional Records (membership required)
State Census Records can help fill in the gaps between the federal census enumerations. Search for “state census” in the card catalog:
“Copies of many state censuses are on microfilm at the Family History Library. The Family History Library’s most complete collections of state censuses are for Illinois, Iowa, Kansas, Massachusetts, Minnesota, Mississippi, New Jersey, New York, Rhode Island, and Wisconsin. However, censuses exist for the following states also:
Old Postcards are a great resource for images. Resources: Genealogy Gems Premium Podcast episode 16 and episode 76 feature strategies for finding family history on ebay. (Genealogy Gems Premium Membershiprequired)
Become a Genealogy Gems Premium eLearning Member Gain access to the complete Premium podcast archive of over 150 episodes and more than 50 video webinars, including Lisa Louise Cooke’s newest video The Big Picture in Little Details. Learn more here
Researching your Scots-Irish genealogy is easier if you can identify your ancestors as Scots-Irish! The Scots-Irish put down early roots in Virginia, the Carolinas, and the Appalachian “backcountry” and would likely have come from Northern Ireland or Scotland. Read...
When you’re working on our genealogy, you’ve got data and records coming from all directions: websites, interviews, archives, downloadable documents, and more. Some of it you’re actively working on, some of it you need to save for later, and the rest has already been analyzed and is ready for archiving. This variety of data requires a variety of storage locations.
Watch episode 71
In this week’s special episode of Elevenses with Lisa (episode 71) I’m going to share with you my genealogy data workflow. We’ll talk about how it all fits together to ensure an uncluttered desk and the ability to instantly put my hands on what I need when I need it. If that sounds like something that you need help with, please join me this week.
Three ways to watch: 1. Video Player (Live) – Watch live at the appointed time in the video player above. 2. On YouTube (Live) – Click the Watch on YouTube button to watch live at the appointed time at the Genealogy Gems YouTube channel. Log into YouTube with your free Google account to participate in the live chat. 3. Video Player above (Replay) – Available immediately after the live premiere and chat.
Episode 71 Show Notes
Barbara left a comment saying she found our recent videos that we called How Alice the Genealogist Avoids the Rabbit Hole helpful (episode 68 and episode 69), but she did had a question about Evernote. She asks, “Once you have processed (the genealogy record) and extracted the information you need, do you remove them from Evernote and place them in your digital genealogy filing system? I get a bit confused in thinking about what the other purposes of Evernote might be. Wouldn’t I just save my documents, newspaper clippings, etc. to my digital files on the hard drive and also to my Google Drive folders? Is there any need to also have them in Evernote?”
This is a great question, and I think the best way to answer it is to talk about my entire genealogy workflow in which programs like Evernote play a part.
It really helps to have a consistent way to capture and find what you’re actively working on. My workflow works great for me, but its just one way. Follow along with me and see if this might be a flow that will work for you.
The Genealogy Data Flow
Let’s start off with an overview of my workflow. And there are really 5 major workstations, if you will, that your data flows through. Some of these we’ve discussed previously here and also in several Premium Member videos:
Active Genealogy Work
This is the stuff we are working on currently. I several different tools to capture and work on these items: Evernote, genealogy website subscriptions, “pending” folders on my computer, pending tabs in my 3 ring notebooks and physical pending box on my desk. We discussed this in Elevenses with Lisaepisode 7.
Conclusions added to Master Genealogy Database (Software on your computer)
Archival Digital Storage (your computer.) See episode 8 (Digital Archiving) You can certainly keep archival items in Evernote as well.
Archival Paper Storage (your binders.) See episode 6(Paper Archiving)
Not everything I find while researching is ready to be archived the moment I find it. Some items are actively being found and worked with such as:
Items I’m exploring for the potential application to my current research project
Items pending analysis
Items playing a role in a bigger research question that I want all together for now.
Bright Shiny Objects (BSOs) – stuff I found along the way that doesn’t relate to my current research goals
Not everything is captured on my computer. Many items (photos, audio and video records, typed notes) are captured on my phone and my iPad. So, I need an easy way to funnel everything back to one active workspace. A cloud-based notetaking service allows me to do this because it’s available as software on my computer and an app on my mobile devices. All synchronize through my account on the cloud. I use Evernote (affiliate link – thank you for your support of our free content) so I’ll refer to that, but there are others out there like OneNote, and Google Keep. (Learn more about how to user Evernote in episode 70.)
Evernote allows me to:
Capture and hold items
search and retrieve more effectively than on my computer thanks to OCR (subscription)
work my genealogy research plan
easily collaborate with another researcher by sharing a single link
Store and share media such as audio and video recordings
OK, so does everything go straight into Evernote? The answer is no. So let’s take a look at what happens to a digital item when I get it. I’m going to call it data, but it could be a downloaded genealogy record, a web clipping from a website, a photo of a gravesite I took with my phone, or anything else that includes information I want to use.
Working Your Genealogy Research Plan
When we work our genealogy research plan, we will inevitably locate documents. Typically, these are digital, but sometimes we find a physical document and make a digital copy of it.
Before a digital item is deemed relevant and ready to archive, we have a lot of work to do. We need to evaluate and analyze the document to determine its value and its possible application to our family history. If deemed reliable and applicable, we then need to extract the data and enter it into our family tree software. We may also decide to add some or all of the information to other places such as our online tree if we have one.
Many times, all of this work can’t happen in one sitting. We may need to be able to review and work with the item several times before we’re finished with it. I call this “processing” the document.
Even after its processed, we may still need the item nearby for reference as we work our research plan in the hopes of reaching our goal. At this stage, I consider this item to be “Active.” The opposite of that would be items I consider to be “Archived.” An archived item has been fully utilized and is no longer playing an active role in my research plan. That’s not to say I may not need to reference it again in the future, which is why it must be archived where I can retrieve it. The point is that the item is not relevant to my current active research. For example, perhaps it pertains to my mother’s side of the family and right now I’m working on my father’s side of the family.
My active digital items are typically added to Evernote, which I consider to be my Active workspace. It is not my archival space. However, this is not to say that you can’t store everything in Evernote forever if that’s what you want to do. You certainly could. I’ve given this a lot of thought and there are a few reasons why I don’t store everything in Evernote.
The main reason I don’t store everything in Evernote is that I’m a firm believer in retaining control of my data. If we store everything on a website or in a cloud service (which Evernote is), they (or their hosting provider) could pull the plug tomorrow and it would all be gone. I certainly don’t think that would happen overnight, although there are real cases of that happening. But I don’t want to take the risk, and I don’t want to have to scramble in a panic to move a mountain of data because I’ve been given a 30 day notice that a service is ending or has been sold to another company. (And let’s not even think about the possibility that the email notification of that happening went to my Spam folder!)
In order to retain control of my family history data, my long-term data storage needs to be within my control: my computer, external hard drives (both backed up with Backblaze) and paper print outs. That being said, when it comes to my active research project, I’m willing to trade the risk for the speed and convenience of using an online tool or service such as Evernote. My active research is a small fraction of my total research, most of which has been archived on my computer.
So, when I first find an item, I have a decision to make: where am I going to put it? Will I save it to my computer or to Evernote? It depends on what it is.
Items I save to Evernote:
Items needing OCR to be most useful. Examples: Newspaper articles, web clippings
Items created with my phone or tablet. Examples: Photos of gravesites and documents, interview audio recordings, videos of research trips
Items needing analysis before confirmed as pertaining to my family. Examples: Record downloaded from a genealogy website. I want these in Evernote because everything is together in one place. Tags and the search feature allow me to instantly retrieve any combination of records I need at any given time for cross reference. And if I need to share any or all of the items with another researcher it’s easy to do with just one share link. A cloud notetaking service make working your research plan much easier. (Premium Members watch my video class Collaborative Genealogy with Evernote.
Example:Items pertains to my family but not part of my current research project.
Downloaded genealogy records I don’t have time to process right now.
All items are tagged with relevant information to make them quick and easy to find in addition to keyword searching.
Items I save to my computer hard drive:
Items to I want to keep that have been processed.
Digital scans of visual items. Examples: Family Photos, old postcards
Large files created on my computer (audio, video).
I have a solid system for organizing my folders and file on my computer so it’s quick and easy to find them. If you’re a Premium Member you can watch my step-by-step classes on how to set that up for yourself on my website GenealogyGems.com.
The bottom line is that whenever I need to find something for my active research project I’m going to search my notetaking service first, and then my computer hard drive.
Archiving Processed Items
Once I reach my research goal and I’m done actively using those sources, I’m ready to archive them. I could just leave everything in Evernote, but I want to make sure that all genealogical documents that I referenced as a source in my master database, are archived on my computer for long-term storage that I control, and that is being automatically backed up.
An important thing to understand about Evernote is that you can’t just download everything with one click in its original file format. However, you can save individual digitized items in your note, such as genealogical records, to your hard drive. Since there is no lifetime storage limit, I leave the note intact in Evernote, and I save the image to my computer hard drive. Save the image by right-clicking on it (in Windows, & I think it is Command click on a Mac) select Save As and save it to the appropriate archival folder. I do this at the end of the research project. Now you may feel like your “research project” never ends! But I’m referring to a genealogy research plan.
How to save a document image to your hard drive from Evernote.
You can learn how to create one in Evernote by watching my Premium video class Using Evernote to Create a Research Plan. (Premium membership required.) Of course, after I’ve answered my research question I quickly develop the next one and build a plan around it. So, you’re right, it never actually ends – thank goodness!
How Do I Find It Later?
My software database is the brain of my genealogy operations. I may have family tree information on various genealogy websites, on my computer, in Evernote and maybe even on my own family history website. But my database is the final word on what I have found and believe to be accurate. As I draw conclusions and add data to my family tree in my database, I cite my source. Therefore, everything I need to know about my tree is in one location I control on my own computer. If someone asks me a question about someone in my family tree, I can quickly look up the information and also see where I got it (the source).
“Your genealogy database software is the brain of the organization.” Lisa Louise Cooke
When I want to refer back to one of those sources I would look in one of three places:
My computer archival digital files (especially if it’s not part of my active research plan). This is easy to do because I know my folder system well, and it guides me. I’ve never lost anything yet!
Evernote (particularly if the source is part of my current research plan.)
The surname binder (if my citation tells me or I suspect it would be an archived piece of paper.)
Because I stick to my system, I usually instinctively know where to look. And because of they way each is set up, I can find things FAST!
Of course there are always exceptions to any rule, and there may be an item or situation that doesn’t fall perfectly neatly into a category or activity. Use your own best judgement on how to handle those. OCR search capability and great systems for digital and paper items will make it possible to find what you need when you need it. And most importantly, you’ll retain control over your family history legacy.
Be sure to share your Evernote credentials in a secure place and share them with a trusted relative so that the account can be passed on in the future. Learn more about protecting your legacy by watching my video class Saving Your Research from Destruction. (Premium membership required.)