The Organized Genealogist

The Organized GenealogistThe Organized Genealogist

Dick EastmanDecember 7, 2014

Dick EastmanDecember 7, 2014

These slides are available at:These slides are available at:

http://www.eogn.com/handouts/organized

When I told my family the topic of today’s talk…When I told my family the topic of today’s talk…




So I went to my office and…So I went to my office and…

I looked in my bookcasesI looked in my bookcases

IntroductionIntroduction

• Everything that I will offer today is something that I use daily.

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1Creating Lists

Planning a Research Trip

Making Constant Backups

Digitizing Documents & Pictures

Today’s GoalToday’s Goal

• If you go home and use one or two of today’s ideas, I'll be happy

1Creating Lists

RSS



Creating ListsCreating Lists

• Perhaps the most powerful tool a genealogist can have is a “to-do list” to organize future research tasks

• That list can be supplemented by other lists, including: research accomplished, research tasks completed with quick notes of the results, disproven possibilities, and more.

Create a To-Do ListCreate a To-Do List

• First, create a list of information that you need to fill in the blanks.

• List in detail the specific pieces of information you are hoping to find. For example: What is the birthday of Aunt Betty?

• Then you will write down where you might find that information such as: "Ask my cousin George the birth date of his mother" or "Find aunt Betty's burial location and headstone."

Create a ToDo ListCreate a ToDo List

• Again, record exactly what pieces of information you need to find and where or how you plan to search for it.

• An additional benefit when asking a specific questions about an ancestor is that it occasionally brings to mind other facts connected to the event. Be prepare to take down additional information.


• Lists can be recorded on paper or with a computer, possibly with some genealogy programs.

• Here is a typical To-Do list:

Here is a Typical To-Do ListHere is a Typical To-Do List


• Several genealogy programs will create and maintain simple to-do lists and even research logs.

• You can also find dozens of programs that will create lists of all sorts, from to-do lists to grocery lists to future tasks at the office.

• Evernote creates excellent lists.

• However, my favorite list program is ToDoist.

ToDoistToDoist

ToDoistToDoist

• ToDoist is FREE for basic uses

• ToDoist is available for Windows, Macintosh, Android, Apple iOS (iPad, iPhone, and iPod Touch), and from any web browser

• It will automatically sync your tasks on all your devices

ToDoistToDoist

• Never lose track of your to-do list: your data is automatically synced to the cloud

• Get organized by using due dates, recurring dates, sub-tasks, task priorities, sub-projects and colored projects

• Manage your tasks even while being offline• Plan your days ahead with visual scheduling• Get instant notifications for updates and new

comments

ToDoistToDoist

• Integrate with Dropbox and Google Drive for adding documents to your tasks

• Preview media links and file attachments through inline thumbnails and file icons

• See images, watch videos and play audio directly within the app

• Add tasks from any app by sharing with the Todoist app

ToDoistToDoist

PREMIUM account ($29 per year) you get all of the above, plus:•Set up and receive push notifications, email or SMS reminders based on your physical location or the time and date•Get even more organized using task notes, colored labels, and powerful filters•Add files, sound recordings and photos to your tasks•Add tasks by email and access tasks on your calendar•And much more

ToDoistToDoist

ToDoistToDoist

• However, ToDoist is but one example of several excellent list building programs. You need to read and experiment with several until you find the one that meets your needs.

• Lists keep you organized!

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Plan AheadPlan Ahead

• When visiting a repository, plan ahead, use online tools (such as a library catalog and visitor information) to prepare, and call to verify hours, what you can bring in, etc. This gives you more research time.

Take a To-Do List!Take a To-Do List!

Enter the library with a list of things to check. This is especially helpful if the library's catalog is available on line. Prepare your list in advance of your visit.

Remain focused!

Be organized from the start—using a research log to keep track of your to-do list for each family line and place you're searching really helps. Evernote is a great tool for this if your genealogy program doesn't have a built-in research log.

Keep Track of ALL Results, Both Positive and Negative!Keep Track of ALL Results, Both Positive and Negative!

Keep track of negative search results, too (i.e., you didn't find the record you were looking for) so you don't repeat the same search. Track your online searches of growing databases, so you can go back to look for new results.

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Your Data

Original

Offsite Back

upLocal

Backup

The original data is kept on your hard drive, which will fail someday.

For convenience, always keep a backup copy on a hard drive, CD, DVD, jump drive, or whatever works for you.

In case of a local disaster (fire, flood, hurricane, tornado, etc.) always keep a copy somewhere else.

Offsite

Backup

Original

Your Data

Local Back

up

How Often Should You Back Up?How Often Should You Back Up?

• CONSTANTLY!

• There are many software products that will make nearly constant backups for you.– Time Machine (Macintosh) - free– Karen’s Replicator (Windows) - free– Mozy (Windows & Macintosh) – free to

$4.95/month– Backblaze (Windows & Macintosh) -

$4.95/month

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Make Digital CopiesMake Digital Copies

• 1. To improve the originals

• 2. To share with others

• 3. For preservation

• 4. To reduce storage space requirements

Scanning Pictures is Self-explanatoryScanning Pictures is Self-explanatory

• To improve the original photos (faded, scratched, damaged, etc.)

• To share with others

• For preservation

But How About Documents? Genealogy Books? Magazines?But How About Documents? Genealogy Books? Magazines?

• I am now in the process of scanning all of my papers, books, magazines and…

• I am destroying most of the originals!

But How About Documents? Books? Magazines?But How About Documents? Books? Magazines?

I don't want to count how many books I have purchased over the years, but I am sure it must be several hundred volumes. I don't want to even think about the bottom-line price. I only have space in my four bookcases to store a tiny fraction of them; the rest are stored in boxes in the basement. Out-of-sight books are books that I rarely use. "Out of sight, out of mind." I probably wasted my money by purchasing all those books as I rarely use most of them.

I Have Another Issue With Storage SpaceI Have Another Issue With Storage Space

In my retirement years, I plan to move to smaller living quarters. This brings up a challenging word:

DOWNSIZING


A couple of years ago, I made the problem worse by purchasing a new home:




My Solution:My Solution:

• Digitize Everything

– And make plenty of backups!




• I use four different scanners, depending upon the item to be scanned

Flip-PalFlip-Pal

MagicWandMagicWand

A desktop flatbed scannerA desktop flatbed scanner

A desktop sheetfed scannerA desktop sheetfed scanner

Being organized reduces frustrations!Being organized reduces frustrations!

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Have a Great (and Organized) Day!Have a Great (and Organized) Day!

http://www.eogn.com

www.eogn.comwww.eogn.com

These slides are available at:These slides are available at:

http://www.eogn.com/handouts/organized

Self Improvement

The Organized Genealogist