Genealogy, Family History & Temple Work

"Organize yourselves; prepare every needful thing; and establish a house, even a house of prayer, a house of fasting, a house of faith, a house of learning, a house of glory, a house of order, a house of God." - Doctrine & Covenants 88:118

There are several different methods for organizing your Family History research and if you're like me, none of them seems to be the perfect fit. But they're all easily adaptable to your own preferences. I'll discuss the two main systems of organization below.

Organizing with File Folders

Mary E. Hill presents a method of Family History organization in an article online titled Organizing your Paper Files using File Folders. Visiting the link will take you to this article complete with step by step instructions on getting your File Folder system set up. This was the method of organization I was first introduced to. I've modified it slightly but it's a great way to organize and I'm still using this method.

Organizing with 3 Ring Binders

I also organize certain documents using 3 ring binders. I have one binder filled with colored page dividers. Between each page divider are many copies of one type of sheet needed for research. In this binder I keep blank research logs, blank correspondence logs, black and white maps (for tracing migration routes), blank pedigree charts and blank family group sheets.

I also prefer to use 3 Ring Binders when storing original documents and photographs as the sheet protectors offer more protection.

The 3 Ring Binder system is also my more finalized method of organization. I've got one binder devoted to my great grandfather's genealogy and it is organized by Surname, and within that surname by each direct male ancestor from the most recent on back.

Whether you choose to use the organizational methods discussed here or decide to create your own, keep in mind two main steps needed to create an effective organization plan for your papers: sorting and filing.

Have a location specifically for sorting papers. Mine is a hanging file folder I titled the "In Limbo File." Things I don't have time to file at the moment or don't know just where to file yet go in there for a time. On occasion if I have a document that could be filed in multiple places I'll make copies of it to put in all of those places.

Other categories under which you might file things having to do with genealogy: Letters of Correspondence, Military records, Family Health History, Family Lore, Migration Routes, Probate Records and more.

"Organize yourselves; prepare every needful thing; and establish a house, even a house of prayer, a house of fasting, a house of faith, a house of learning, a house of glory, a house of order, a house of God." - Doctrine & Covenants 88:118

Why Organize?

I feel that organization is critical to good research for many reasons. First it cuts down on frustration. It's easy enough to get frustrated over my ancestor Mary Cotty for whom information about seems to constantly elude me. I don't need to be frustrated that I finally found some crucial information on her and misplaced it.

Second, organization can help prevent duplication of effort and research. I don't want to spend 45 minutes searching through piles of papers for the information I want. I also don't want to be so disorganized I accidentally misplace or throw away an important document and then have to duplicate the research for what was on it. Time is very valuable in Family History research. Being organized helps me find what I want right away, thus saving me time.

Third, being organized helps me plan for additional research. I know exactly what I've done and thenceforth what I still need to do. I can create plans of action and have those organized by date and location, helping me be more likely to actually get it done.

Fourth, organization is a wonderful skill to have in a general sense. Now and with your Family History is as good a time and place as any to start.

Fifth, your organization now, will be a great gift to the future genealogists in your family. You'll save them the trouble of having to do it themselves. Your documents will be better protected when organized, both from being thrown away and from other damage if treated properly.

So, get organized! Start by de-cluttering. Take those piles of papers and separate them into groups. These don't have to be the final groups into which you'll organize everything. This is just to give you a basic sense of what you have, which will help you decide on your organization plan. After you've done this, it's time to strategize.

Make a plan of action for getting your documents organized. Decide exactly how you'll be organizing your research then pick a place in your home where you'll be storing your research and get it ready. Make sure that for whatever method of organization you've chosen, that you've already got the necessary materials to make it happen quickly. Have file cabinets, file folders, colored tabs or stickers, highlighters, paper clips, pencils, erasers, markers, paper, binders, pedigrees, family stories or other materials at the ready.

One of the most frustrating things for me when doing Genealogy, is gathering information from others, asking them where they got the information and having them tell me, "I don't know."

I sometimes feel like tearing out my hair, wondering why no one bothered to write down their source for the information. Because no one knows where it came from, I have to wonder if what I'm reading is truth, simple speculation, exaggeration or complete fabrication. And what if I want to obtain a photocopy of the actual document? I can't even know, without source material, where I might find that document.

Good documentation is something the responsible genealogist will endeavor to accomplish. Whether you do Family History for yourself, your family or for others, part time or full time, documentation will save you and others to come a lot of frustration and time. I'll tell you why.

Firstly, most of us are only able to do research in small increments. I know as a busy mother of three that's how I work anyway. I'm not able to spend long hours researching. I do genealogy as time allows throughout the month, sometimes taking breaks for months at a time because I'm simply not able to get around to it until then. The first thing I do when I get back to whatever it was I was researching is to go through my research and correspondence logs so that I know where I left off. My research logs show me what sources (books, microfilm, etc.) I've already looked into, which keeps me from wasting time searching through things I've already searched. Believe me, it's easy to forget where you've already looked for something in genealogy research as so many resources are available these days.

A research log is any method of keeping track of research. A correspondence log is any method of keeping track of persons with whom you've corresponded and what you've discussed. In genealogical research it's a good idea to record the following:

Book or Microfilm/Microfiche Research

* The date on which the search was performed

* The location of the item searched including call number

* The Title and Author

* The Publication Information

* Specific Reference Information such as a page number, line number, etc.

* Information sought

* Information acquired

Letter or Phone Correspondence

* Date the letter was written or the call was made

* Name of the person queried

* Questions asked

* Information received

Internet Research

* Date the search was performed

* Name and URL (i.e. http://www.familysearch.org) of the web page

* Name of the author of the material on the web page

* Information sought

* Information acquired

Secondly, your documentation may help prevent others from doing duplicate research. Instead of being one of those who doesn't know where their source material came from, you can offer it up to the benefit of future researchers. Your dedication to providing proof of information, will inspire confidence in your research capabilities which may prove an asset as you branch out and network with other distant relations or if you decide to move into the genealogy for hire field.

It's not hard to start recording source material. There are many websites which offer printable Research Logs. You simply print out a copy, make additional photo copies for yourself and then take one with you whenever you do research.

Print out the FamilySearch Research Log

Print out the Ancestry Research Calendar

Print out the Ancestry Correspondence Record

Thirdly, remember that you can't ever have enough documentation. The more, the better!

When my wife, Pam, began looking for documents to substantiate her birth date, she found plenty of them by searching through several drawers in our home, looking through some cupboards in her parents’ home, and visiting aunts and uncles. She located her birth certificate issued by the State Bureau of Vital Statistics, another issued by the hospital, and still another given by the doctor. Then she found a newspaper clipping announcing her arrival to the world. She also located an announcement her mother had sent to one of her aunts telling her about the great event. Her mother had written the happenings of that eventful day in a baby book. Her blessing certificate recorded her birth date and a visit to the ward clerk also confirmed it on her membership record. So she found eight sources very quickly proving that she was actually born on a certain date...

...You should go through this same process to verify each date and place on your family group record for each individual member of your immediate family. Some of the information will be quick and easy to find. Some will be more difficult, but can be found with a little perseverance. - George D. Durrant and Noel R. Barton, "To Go Forward, Go Back: How to Complete the Four-generation Program," Ensign, Feb 1978

We are all at different stages of life. Some of us are single, married, parents or grandparents. Some of us are attending school, busy in our social sphere, working or staying home with our children. All of us have various obligations that differ in time and intensity. Mormons, while encouraged to do their genealogy have also been reminded that ..."it is not requisite that a man should run faster than he has strength." - Mosiah, Chapter 4, verse 27.

And Elder Oaks in his talk, Family History: In Wisdom and in Order" Ensign, Jun 1989, spoke to Church members about Genealogy saying, "Our effort is not to compel everyone to do everything, but to encourage everyone to do something."

You may feel the desire to do genealogy but are having a difficult time, finding time to even do a little something. So I'd like to offer five time saving tips that might help you fit a little Genealogy into your busy schedule:

1. Check the Library Catalog Online - If you want to visit your local library or genealogical society, you can save a lot of time on your visit there by looking at their catalog on their website (if they have one). You can check it multiple times throughout the day as breaks allow, writing down the names and call numbers of the items you want to look at when you visit.

2. Make To Do Lists - As with most any endeavor, setting goals and writing down exactly what you want to accomplish keeps you focused. You don't want to spend half your time at the library with your mind wandering. Know exactly what you'll be looking for or doing before you go.

3. Get Organized - If you're like me, you know you'll be more efficient in gathering information if you've organized first and have a place to quickly and neatly store the information you gather. Maybe that means creating file folders for family names you plan to research, having research logs at the ready for research trips or more.

4. Write Letters - If you don't have the time required to gather family information from a relative either in person or by phone, write them a letter. It will take just a few minutes to compose a letter asking important family history questions. You could make it even easier for that relative to respond by printing out a fill in the blank question and answer form and enclosing a self addressed stamped envelope. Or you could send a blank tape with your letter for that relative to record their responses onto.

5. Utilize volunteer resources - Even if you live in the area of genealogical interest, if you can't find the time needed to procure certain information or documents, it may only take a few minutes to find someone who can. Websites like Random Acts of Genealogical Kindness offer lists of people willing to look for items of genealogical interest for free, though there may be small fee's for copies or shipping.

There are many more ways to wisely use your time so you can find time for Genealogy. Do you have any you've thought of?

"Not one of my children has any recollection of my grandparents. If I want my children and grandchildren to know those who still live in my memory, then I must build the bridge between them. I alone am the link to the generations that stand on either side of me. It is my responsibility to knit their hearts together through love and respect, even though they may never have known each other personally. My grandchildren will have no knowledge of their family’s history if I do nothing to preserve it for them. That which I do not in some way record will be lost at my death, and that which I do not pass on to my posterity, they will never have. The work of gathering and sharing eternal family keepsakes is a personal responsibility. It cannot be passed off or given to another." -Dennis B. Neuenschwander, “Bridges and Eternal Keepsakes,” Ensign, May 1999, 83

Perhaps you have in your possession a priceless treasure, a keepsake. A collection of family photographs - faded, yellowing, obviously very old. Maybe they are stored in an album, maybe they are loose. Maybe they were given to you by Great Grandma or maybe you found them in a box in the attic. However they came to be in your possession, you know it is important to preserve them for your children and grandchildren.

Yes, we live in a day where we can make copies of any photo, but nothing compares to the feeling of seeing the original. Someday I hope to give my descendants that same feeling of wonder as they look at original photographs of their ancestors and express wonder that at one time, those very ancestors at which they look, once held that photograph in their hands.

It is best of course, to avoid handling old photographs at all, if possible. But if they have not been properly stored before you come across them, then it will be necessary.

If you have clean white cotton gloves, wear them. As with all photograph's, hold each one gently by the edges making sure never to touch the surface even if you are wearing gloves. If you don't have gloves make sure your hands are clean. But remember that oil secretions come even from clean hands. If you need to write identification on the back of the photo, do so very softly using a #2 pencil.

If you plan to frame any of the photos, place them where they will not come into contact with direct sunlight as it will fade the photo over time. Make sure the room is not too humid, as this may encourage mildew or mold growth, and make sure the room is not too dry as this may cause brittleness and breakage. Don't use wooden frames because they emit vapors that will affect the photograph over time. And don't use any plastic photo holders if they are made of Polyvinyl Chloride (PVC). Polyethylene is ok.

Acid contributes to much of the deterioration of old photographs and is usually present in the paper the Photograph was printed on. Or acid could be affecting the photo if it is found in the backing on which the photo is placed. Acid affected photos are usually discolored or darkened. It is possible to neutralize the acid to prevent further deterioration but it is best to give that job to a professional.

Until such a measure can be taken, be sure to store photos properly. This includes the above mentioned temperature precautions. Also, keep photos away from any materials with acid in them. Acid free and Alkaline Buffered storage boxes, file folders and papers are available at most craft stores.

In the year 1864, the United States imposed a tax on the sale of luxury items to raise wartime revenue for the Union. One item that fell within this act were photographs. The act stated that sellers of photographs including daguerrotypes, ambrotypes, tin types and carte de visite, affix a stamp to the back of the photographs that were sold.

The tax stamp period began August 1, 1864 and ended August 1, 1866. The act required that in addition to affixing a stamp on back of each photograph, that the seller was to cancel the stamp by initializing and dating it. As you can imagine, knowing this information is quite valuable for the genealogist who may have a photograph like this. Especially if the genealogist does not know the ancestor in the photograph or the time frame in which it was taken.

Now, not every photographer actually initialed or dated the stamp. Many of them simply crossed over the stamp in ink. Or perhaps they initialed it but didn't date it. Even in that case, you still have a two year time frame in which the picture was taken. That in conjunction with a photographers stamp and city directories within those years might be enough to help you figure out who the ancestor in the photo is. You can also know about how much a particular photograph cost when your ancestor purchase it, based on the color of stamp thereon.

An orange or blue 2 cent stamp indicates that the photograph cost less than 25 cents.

A green 3 cent stamp indicates that the photograph cost 25 to 50 cents.

A red 5 cent stamp (I don't have a picture for you) indicates that the photo cost 50 cents to $1.00. One 5 cent stamp was added for each additional 50 cents to $1.00 thereafter.

Now above I mentioned using the luxury stamp combined with a photographers stamp and city directory to try to identify the ancestor of interest. A photographer stamp is some sort of identifying mark used by the photographer so that the work could be properly attributed. Here is an example of a photographer's stamp from one of the back of my photos:

This one gives you the name of the photographer (S.J.Fowler), the address of his studio which might have even been where he lived at that time (77 Genesee Street) and then the city and state (Auburn, N.Y.)

Most photographers stamps give the same information. Sometimes less, sometimes a little more but they nearly always mention a city. And the ancestor in the photograph most likely lived within or near the photographer's city of practice. Hopefully the cities in that area will have a directory of residents for your years of interest which you can then check in trying to determine who the ancestor in the photograph is.

The photographers stamp and luxury tax stamp may be overlooked genealogically at first, but once utilized can lead to big genealogical discoveries.

I have previously mentioned gathering genealogical information on the internet through the use of Family Trees. There are some genealogists who may not have uploaded their ancestry into an online Family Tree but who may have a web page devoted to their ancestry. Likewise, some genealogists may have a Family Tree online but may also have a personal web site that presents more in depth information. Or maybe you just need the address for an out of state genealogical society. In any case, a general search of the internet should be made to see if more genealogical information on your family is online. To make your internet search most effective, it is best to first understand how internet search engines work.

Search Engine is a term used to describe any tool that lets you search the Internet or the Web.

Three Main Types of Internet Search Tools

1) Crawler Search Engines: A web crawler (also known as a web spider or web robot) browses the Web in an automated manner, adding content to it's database as it goes. Google is an example of a web crawler.

2) Metasearch Engine: This is a search engine that will search a group of search engines and combine the results received from all of them. Mamma is an example of a Metasearch Engine.

3 Directories: Directories are built by human selection, not by computers or robot programs, and are usually organized into subject categories instead of offering a search bar only. Yahoo is an example of a directory

Making Your Search More Effective

1)Using Phrases: A phrase is a combination of two or more words that must be found on a web page in the order specified. To have the search engine do this, you must put the phrase in quotation marks. For example, searching for George McDonald will bring up pages that could have the words George and McDonald on them, but not necessarily right next to each other. Searching for "George McDonald" will only bring page results with those two names right next to each other, in that order. Most search engine's will allow you to use phrases, but not all. Google accepts phrases.

2) Using Boolean Commands: The following commands, called Boolean commands, are a great way to narrow your search results. Typing the word AND tells the search engine that you only want pages that contain all of the phrases you've typed. For example: Typing "New York" AND "John Chester" AND "Ellis Island" would only give you pages that had ALL of those phrases on them. Typing the words AND NOT tells the search engine that you want pages that contain certain words or phrases, but only if they don't contain certain other words or phrases. For example: The search "New York" AND "John Chester" AND NOT "Ellis Island", would return pages that mention New York and John Chester but not those that include Ellis Island

The + and - signs can be used in the same way as the above, + meaning AND and - meaning AND NOT. A major difference though, its that the + and - signs will not work if you put a space after the sign and the word you have typed. Again, not all search engines will accept Boolean commands or the + and - sign.

3) Use Synonyms: Using different words or more common terms can sometimes improve your results. For example: "Fridge" instead or "Refrigerator" or "Tennis shoe" instead of "Sneaker."

4) Don't make it too specific: If you specify too many phrases or AND's or AND NOT's on a search, you may end up getting no results at all.

5) Play around with the search: Always switch your search commands and terms around to see what new pages each search might yield. If a certain search brings only three results, trying searching for the same thing using different commands or words. Finding what you need often takes patience as you switch up your search commands. But that takes a lot less time than searching through thousands of web pages on a search that hasn't been narrowed down enough. Remember to change your spelling as well when it comes to certain names. There is almost always more than one way to spell a surname so try them all when looking for a specific ancestor.

Since I have made many suggestions about gathering information from others through email, message boards, volunteer requests and so forth, I thought it would be appropriate to address the subject of netiquette.

Netiquette is a set of unofficial rules for behavior on the Internet. So it's basically etiquette, only an N, which stands for Network has been added to the beginning.

When contacting someone, always remember that the first impression is very important. You want the person you're writing to, to write back, so here are some important rules of netiquette to follow when trying to make a good impression.

1) DON'T SHOUT - Capitalizing your entire message is considered shouting which is of course considered rude.

2) Be Respectful - Address your requests in a respectful, professional manner. It is best to use the wording, To Whom it May Concern if you're writing to someone whose gender is not obvious. Women ought to be addressed as Madame or Ms. and men as Sir.

3) Be Thankful - Always express your thanks in advance for taking the time to read your email or letter or for being willing to offer their time in volunteering.

4) Be Concise - You can ask for what you need without elaborating on the why, thereby keeping the readers attention.

5) Be Specific - Ask direct questions which of course require a direct answer. You want the recipient of your request to understand exactly what it is you are asking. Being specific also applies to Subject Titles on a Message Board. For example:

Looking for information about John Smith

The above type of subject title should be avoided. John Smith is such a common name that there could be thousands of completely unrelated John Smiths. When people are looking to reply to queries or exchange information, unless they have tons of time on their hands they’re probably not going to click on every subject that mentions just a John Smith. It is also good to be more specific with your subject in case the opposite happens and you do end up getting an overwhelming response from people wondering if your John Smith is the same as theirs. Here is another Subject Title example:

Looking for info. on John SMITH, Hamilton Co. IN born 1823

The above is much more specific, saving yourself and any readers a lot of time.

6) Spell Correctly - “a sentince like this givs a felling of slopines and encompitinse that wont atract many respones.” It is very important to appear at least somewhat intelligent. It is often the case that a person may not want to take the time to give information to someone who doesn't appear to be smart enough to know what to do with it.

7) Capitalize Surnames - This is especially useful when posting to a message board. Here is an example of a message board Subject Title:

Seeking information on Michael Charles, William James and Ebenezer George

In the above Subject Title, none of the surnames are in capitals which will leave the reader to either assume all three men share the surname George, or that you have forgotten to put a surname for any of them and the second names written are all middle names, or that each second name is a surname.

Seeking information on Michael Charles, William James and Ebenezer GEORGE

The above Subject Title lets the reader know that all three men share the surname George.

8) Watch your tone - Sarcasm and joking can't easily be detected when a voice or facial expression is not involved. It is best to avoid sarcasm or jokes at the risk of unintentionally offending someone with whom you are corresponding. You don't want to scare away those who can help you.

9) Lastly, be Polite - Being demanding or conveying a sense of entitlement to certain information is a sure way of getting your request ignored.