Maintaining organized files is an important part of genealogical research. Information quickly accumulates and can quickly become disorganized, making it difficult to retreive information. The notekeeping method presented here uses three forms standard to genealogy; the pedigree chart, the research log, and the family group sheet. We will also cover the use of case histories and enclosure files in the research process.
The pedigree chart provides an overall view of one's family tree. Two pedigree charts are used in the research process; the working pedigree chart and the proven pedigree chart. The working pedigree chart is used as research is being done and contains research leads, information not yet proven. As family lineages are documented, information is transferred to a proven pedigree chart.
The following standard format is generally used when entering information on the pedigree chart
1. Enter names: First Middle LAST
Example: George Thomas COOPER
2. Enter dates: DD Month YYYY
Example: 26 Dec 1906
3. Enter place names: Think smallest to largest. City, County, State, Country
Example: Rome, Floyd County, Georgia, USA
The research log is an index to completed research. It is used to describe the circumstances of the search, to describe the source, to indicate where the source was located, to document the condition of the records, and provide any information necessary to guide someone else to the record. Anyone reviewing your research at a later date should be able to determine what records were searched, why, where they were located, and if any information was found. Indicate the results of the search on the log. I use "ws" to indicate a worksheet was completed with information extracted from the source, and "nil" or "zero" to indicate no information was found. It is useful to cross reference the research log with worksheet and enclosure numbers (more explained on these later). (Jones, Eakle, & Christensen, 1972; Greenwood, 1973)
The permanent family group sheet will show each family on your pedigree chart as a family unit with children. Footnotes should be used on the permanent family group sheet to provide documentation of your research. I prefer the Chicago Manual Style of footnotes.
A family group sheet can be used as a worksheet to record information as research is done. Following are some notetaking tips (Jones, Eakle, & Christensen, 1972; Greenwood, 1973).
A. Worksheets can be completed by filling in the blanks or they can be used as lined paper to record extracted information. When information from a source requires interpretation, it is best to extract the data in its original form for future reference. (For example, if a record indicates a persons age on a certain date it is best to notate the date and age rather than calculate a year of birth. If after research is completed, and documentation of the actual birth date has not been located, the calculated year of birth can be indicated on the permanent family group sheet when compiling your case study.)
B. Extract information exactly as written including any errors. Use ellipses (...) to indicate any information not extracted.
C. Enclose ideas, opinions, and hunches in parentheses ( ) , for example, if a word of a document is illegible and you are guessing what the word is by using the context of the sentence, enclose your guess in parentheses ( ).
D. Go over notes immediately to verify that they are correct. This will save you having to locate the record at a later date if you discover discrepancies.
E. Indicate the record category on the worksheet and use a bibliographical notation to describe the record.
F. Use one worksheet per source per family. If more than one family is located in the same source, use additional worksheets for each additional family.
G. Maintain worksheets alphabetically by names of head of household and chronologically by date of birth in the case of multiple ancestors with the same name.
H. Cross-reference search and document numbers to worksheets.
As research is completed, worksheets pertaining to a family are combined to create a case history documenting research. The information from each worksheet pertaining to the family is evaluated and documented on a family group sheet. This group sheet is filed with all corresponding worksheets. I use a computer program to store data on my family history. When I have combined the information on one family into a documented case history, I then input the documented data into the computer program.
The enclosure file preserves all documents, letters, reports, etc. obtained through the course of research. Following are some tips on maintaining an enclosure file (Jones, Eakle, & Christensen, 1972).
A. Number enclosures/documents in sequence of search.
B. Consider scrapbooks, baby books, etc. as parts of enclosure files. Certificates, newspaper clippings, etc.. need not be removed from the books. A reference to the appropriate book and page number makes these items part of the enclosure file and accessible to the researcher.
C. Do not punch or number current legal papers for obvious reasons.
D. Cross reference document/enclosure numbers to the research calendar and worksheet.
E. Some computer programs allow for input of scanned images. This could also be done with documents, certificates, etc.
1. Obtain a supply of pedigree charts, worksheets, calendars, and an enclosure file. These can be ordered from Everton Publishers, or purchased at a Family History Center.
2. Begin by collecting all genealogical material from your household into one big pile (Jones, Eakle, & Christensen, 1972).
a. Read.
b. Extract data to worksheet.
c. Describe record and condition on research calendar.
d. Assign an enclosure number and file in enclosure file.
e. Enter enclosure number on research calendar and place the search number and enclosure number on worksheets taken from that record.
f. Repeat for each document or source.
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Determination of Research Objectives/General Research/ Focused Research/Analysis of Research Data/Resurvey
