Ok, Ms. Smarty Pants, are your files perfect someone asked? Nope. And my system is not perfect to begin with, rather it is one that works for me and may work for you.
In my defense I have computer files dating back to 1987. Most have had had their file form changed a couple times. I used WordPerfect then - and still do - but I didn't have Windows. I don't remember if they had Windows yet at that time. Yes, hard to believe. These days when I have time I convert non photo files to pdf and try to rename them at that time.
I also have multiple lines with the same name. I have maternal and paternal Wood lines, unrelated. Ditto Harding and others. There are the Downings who were unrelated until about 1855 when they began intermarrying. Then there are common ancestors where I have multiple lines of descent. Abraham Lucas and David Clark [the mystery man who never got out of New Jersey] are two examples.
You need to make a basic plan, using logic that makes sense to you and that you can remember, and adapt it to your situation as these things arise. Consistency is the most important element.
How are the pictures coming? I have maybe - maybe - half of the boxed photos scanned. We are talking literally thousands of pictures. Only a small portion are named. I have an idea for the that when the scanning is done. I have found duplicates and pictures that there is no reason to save - I had a fine time when I first got a digital camera. Not all of the pictures are genealogically related of course.
I have found some amazing old photos I didn't even know I had. There are people I don't know who are probably related. There are people I don't know but I am certain they are not related. And there are so many photos of one cute little girl that even I am getting tired of her. At this point I feel like just scanning and naming all the pictures will keep me busy until at least 2025. And with the SnapScan the scanning is now easy.
Why name in the same order, ie, surname, first name, type, date, location? One reason is to make sure you put everything in the name. Another useful reason is to sort them. Example, if named properly the following files will sort as follows:
Downing John census 1790 Westmoreland Pennsylvania.pdf
Downing John census 1810 Madison Ohio.pdf
Downing John census 1820 Madison Ohio.pdf
Downing John census 1830 Logan Illinois.pdf
Downing John land 1803 Madison Ohio.pdf
Downing John land 1821 Logan Illinois.pdf
and so on. It makes it handy to see what you have.
Tuesday, June 29, 2010
Sunday, June 20, 2010
Digital Organizing
You've been scanning away. Time to organize. If you follow the outlines of this flexible system you will always be able to find your digital documents. Pictures are a separate topic.
I use an external hard plugged into a USB port for my genealogy. It keeps my genealogy all in one place, can be easily removed and taken with me if needed and - this is important - it gets automatically backed up with my offsite backup procedure. It also makes it easier to create your own filing system because you don't have to fight with your operating system's idea of where things should be filed.
Name your people files in the following manner: birth surname, first name, type date location. An example: Downing William census 1860 Chester.pdf. I suggest you stick to surname then first name. If you want a different order for the other information that's fine. There is no right or wrong. You are the one who has to find the documents later. Just be consistent.
The key, at least in my experience, is to be consistent. Consistency trumps just about everything. If you use a numbering system the number should be the first word in the file name. I don't use a numbering system. It's just one more thing to organize and remember but if a numbering system works for you do it.
Make eight directories, one for each birth surname of your great grandparents. Keep in mind that if you are doing this for your children that would 16 directories. Put everything pertaining to that ancestor in that folder. If you have a lot of information on ancestors prior to your great grandparents you may chose to make a separate directory for additional surnames. It doesn't matter how many directories you make. This is digital. You have the room. Do what works for you.
I hear you. What about great grandmother Jane who was born a Smith and married a Jones? Put her in Smith. If you want to put a copy in Jones go for it. It's digital. Duplicates aren't an issue.
Also make directories for cemeteries, census, birth, marriage, death, land, etc. If you collect funeral cards make one for those. My census file has subdirectories for each federal census. A copy of all census documents I have is in that directory. Another copy of the individual page is in the appropriate surname directory. For documents in these files the name might be 1880 Census Illinois Logan Laenna.pdf. Illinois is obviously the state, Logan is the county and Laenna is the township. Using spaces between words makes it easier to find them through a digital search if needed.
Get the idea?
Now go to http://www.voidtools.com/ and download the free Search Everything. If you goofed in spelling but you included all the elements you can search on any one of the elements and find the file.If you misfiled it you can still find it. Search Everything only searches files on your computer, including the drives attached by USB. It will not search network attached storage or home servers.
I use an external hard plugged into a USB port for my genealogy. It keeps my genealogy all in one place, can be easily removed and taken with me if needed and - this is important - it gets automatically backed up with my offsite backup procedure. It also makes it easier to create your own filing system because you don't have to fight with your operating system's idea of where things should be filed.
Name your people files in the following manner: birth surname, first name, type date location. An example: Downing William census 1860 Chester.pdf. I suggest you stick to surname then first name. If you want a different order for the other information that's fine. There is no right or wrong. You are the one who has to find the documents later. Just be consistent.
The key, at least in my experience, is to be consistent. Consistency trumps just about everything. If you use a numbering system the number should be the first word in the file name. I don't use a numbering system. It's just one more thing to organize and remember but if a numbering system works for you do it.
Make eight directories, one for each birth surname of your great grandparents. Keep in mind that if you are doing this for your children that would 16 directories. Put everything pertaining to that ancestor in that folder. If you have a lot of information on ancestors prior to your great grandparents you may chose to make a separate directory for additional surnames. It doesn't matter how many directories you make. This is digital. You have the room. Do what works for you.
I hear you. What about great grandmother Jane who was born a Smith and married a Jones? Put her in Smith. If you want to put a copy in Jones go for it. It's digital. Duplicates aren't an issue.
Also make directories for cemeteries, census, birth, marriage, death, land, etc. If you collect funeral cards make one for those. My census file has subdirectories for each federal census. A copy of all census documents I have is in that directory. Another copy of the individual page is in the appropriate surname directory. For documents in these files the name might be 1880 Census Illinois Logan Laenna.pdf. Illinois is obviously the state, Logan is the county and Laenna is the township. Using spaces between words makes it easier to find them through a digital search if needed.
Get the idea?
Now go to http://www.voidtools.com/ and download the free Search Everything. If you goofed in spelling but you included all the elements you can search on any one of the elements and find the file.If you misfiled it you can still find it. Search Everything only searches files on your computer, including the drives attached by USB. It will not search network attached storage or home servers.
Sunday, June 06, 2010
Casefile Clues
There are a lot of blogs out there, good, bad and indifferent. Some feel they have to write something every day whether they have something to say or not. Some get paid to write. Some blogs have paid sponsors. Some of us just write when we have something we want to share, no schedule.
Casefile Clues is written by Michael John Neill. He writes one a week about his research. Most of the specific issues, like post Civil War immigration, are totally irrelevant to my research but there is something to learn in watching his process as he moves along. He calls it a casestudy.
He doesn't have a staff. His day job is math teacher. There are typos and mistakes and the blog may be late but he always catches up. There are no ads, he has no agenda and he is not pushing any company. I find it a refreshing.
I also really like his genealogy tip of the day at http://genealogytipoftheday.blogspot.com. You can subscribe to those free by RSS feed in your feed reader. They always give you something to think about, probably something you have not thought about, or at least not in that way.
Neill also leads research trips to Salt Lake City and Ft. Wayne and he speaks at genealogy societies.
Casefile Clues is written by Michael John Neill. He writes one a week about his research. Most of the specific issues, like post Civil War immigration, are totally irrelevant to my research but there is something to learn in watching his process as he moves along. He calls it a casestudy.
He doesn't have a staff. His day job is math teacher. There are typos and mistakes and the blog may be late but he always catches up. There are no ads, he has no agenda and he is not pushing any company. I find it a refreshing.
I also really like his genealogy tip of the day at http://genealogytipoftheday.blogspot.com. You can subscribe to those free by RSS feed in your feed reader. They always give you something to think about, probably something you have not thought about, or at least not in that way.
Neill also leads research trips to Salt Lake City and Ft. Wayne and he speaks at genealogy societies.
Friday, May 07, 2010
ScanSnap 3 - Photos
I put nearly 200 photos through the ScanSnap in less than an hour while I was talking on the phone the other morning. It pretty much does everything for you. I feed them through individually after sorting a bit by size. It seems to work best if the guides are adjusted to the size of the picture but after the first couple that is pretty mindless. It scanned both sides if there was anything on the back at all. Some of the photos I put through are least 80 years old.
In some cases it assigned a number to the scanned pictures which would indicate the front and back are together and in some cases it didn't. I didn't feel it necessary to spend time trying to figure that out.
I have no idea how many pictures I have. There are more in that box and I have two additional larger boxes. I easily have 2,000 more. It won't happen overnight but I am now confident I will get them done. It's much easier and faster with the ScanSnap than the flatbed scanner I was trying to use [which is perfect for stacks of single sided pages and does legal size] and does not require as much of my attention.
After the pictures are scanned I spend time renaming them with names to indicate who is in the picture. Those that I have no idea or not enough information keep their scanner assigned number which makes them stand out as unidentified. It is easy to work with them in the ScanSnap Organizer although you don't have to use it.
All my pictures are saved to a 1 TB NAS drive, that is a large drive attached to my router and available from any computer [or iPod or SmartPhone] on my network. There Picasa automatically begins working on the face recognition. Read about that here. It does some amazing things, sometimes telling me who is in the unknown pictures.
In some cases it assigned a number to the scanned pictures which would indicate the front and back are together and in some cases it didn't. I didn't feel it necessary to spend time trying to figure that out.
I have no idea how many pictures I have. There are more in that box and I have two additional larger boxes. I easily have 2,000 more. It won't happen overnight but I am now confident I will get them done. It's much easier and faster with the ScanSnap than the flatbed scanner I was trying to use [which is perfect for stacks of single sided pages and does legal size] and does not require as much of my attention.
After the pictures are scanned I spend time renaming them with names to indicate who is in the picture. Those that I have no idea or not enough information keep their scanner assigned number which makes them stand out as unidentified. It is easy to work with them in the ScanSnap Organizer although you don't have to use it.
All my pictures are saved to a 1 TB NAS drive, that is a large drive attached to my router and available from any computer [or iPod or SmartPhone] on my network. There Picasa automatically begins working on the face recognition. Read about that here. It does some amazing things, sometimes telling me who is in the unknown pictures.
Sunday, May 02, 2010
ScanSnap 2
I have worked with the ScanSnap with pictures this week. Unfortunately I haven't had enough time in the last week to put it through all its paces but I am impressed so far. I put some snapshots of scenery through it first just in case. This also gave me a chance to play with the settings, see how everything worked. They did well. I progressed, eventually getting to a 1920s photo in good shape. I was quite pleased. I don't believe I would put the original 1862 wedding picture of my great great grandparents through it but since I have "new" copy of that I have no problem. I should point out that most of my old photos are in pretty good shape. If a photo was fragile or delicate in any way I would not put it through a sheet feed scanner.
This week I also took the binding off a paper bound genealogy book and fed it through. The hardest part was cutting off the binding, both mentally and physically. I had a hard time tearing up a book. It wasn't that easy to remove the pages either. You need to remove all the glue bits, jagged edges, etc. I called someone who has done before and he recommended a high tech device -- use my band saw. I also note that heavier paper, such as the cover of many paper bound books, does not feed well or in some cases not at all.
Where did I get the ScanSnap? It's available in a lot of places. Amazon.com
is a good place to start for many things. I suggest you search for it online and see what the going price is when you are thinking of buying. These things vary from week to week. For example, when I first began considering the ScanSnap there was only the 300 in the color duplexing portable department. Now there is the 1300 which is a bit better and a bit cheaper. And there are other models.
This week I also took the binding off a paper bound genealogy book and fed it through. The hardest part was cutting off the binding, both mentally and physically. I had a hard time tearing up a book. It wasn't that easy to remove the pages either. You need to remove all the glue bits, jagged edges, etc. I called someone who has done before and he recommended a high tech device -- use my band saw. I also note that heavier paper, such as the cover of many paper bound books, does not feed well or in some cases not at all.
Where did I get the ScanSnap? It's available in a lot of places. Amazon.com
is a good place to start for many things. I suggest you search for it online and see what the going price is when you are thinking of buying. These things vary from week to week. For example, when I first began considering the ScanSnap there was only the 300 in the color duplexing portable department. Now there is the 1300 which is a bit better and a bit cheaper. And there are other models.
Monday, April 26, 2010
Scan Like It Is 2010
The ScanSnap is a small portable scanner that does double sided copying in one pass. According to Fujitsu's web site it is the world's smallest duplexing scanner. It can operate off your laptop without a separate power source if necessary. In theory you could scan documents anywhere, at least until the laptop battery ran out.
Sounds good but I wasn't interested, in part because the capacity of the ADF is "up to 10 sheets." I rarely seem to have a document of only ten pages. And it is pricey, particularly when I have a perfectly good scanner.
However, although I had scanned most of my paper I still had two oversized file drawers of double sided pages. I could come up with no efficient way to scan them so I broke down and ordered the ScanSnap S1300. I'm only sorry I waited so long. Within days of its arrival I had totally eliminated the two drawers of scanning and shredded or recycled the paper.
The ScanSnap scans at eight pages a minute color, 16 pages black and white. That would be eight pages, both sides, but it is remarkably fast. And the 10 page limit on the automatic document feeder is simply not true. You can add to the pile as it goes so you can fill the ADF, let it most of them and add more pages which will all end up in the same document. Even if it stops it gives you the option of proceeding from that point.
It takes pages up 8.5 by 14.17 which is more than legal size. Those old wills and other legal documents are no problem. [No, I did not shred those after scanning.]
Mine came bundled with software file manager software which allows you to scan to file, email, fax, Word, Excel, PowerPoint, a picture file, a printer. Or you can scan to my all time favorite program Evernote and have your word searchable documents available to you on any computer, online, on many smart phones and you iPod Touch.
You can scan in business cards and a program reads them. Your documents are read by a version of ABBYY Fine Reader. You can straighten documents. There is a Rack2-Filer program to organize your documents. Depending on which version of the scanner package you buy that may be a trial version.
I own Adobe Acrobat Pro and the full version of ABBYY so I have not tried the bundled software. Their system, at least in the ScanSnap Organizer, is simple and easy to use. I sometimes used it for a temporary holding system before moving the document to my own system. I concentrated on scanning and making sure I had all the pages. I didn't always name the files. I will go back and do that as time permits, might check out their software then.
One thing that is a bit of an issue is paper exit. You put the pages in the automatic document feeder. When they come out they have no bin to go to so they shoot across the table, desk, etc. I found working on a kitchen island to be ideal for that. You could rig up a tray to catch the paper if needed. It's a small price to pay for a portable scanner.
The ScanSnap allows greater flexibility in putting different size documents through without issue. It's just more convenient. I'll let you know how it does on my next big project - pictures.
Sounds good but I wasn't interested, in part because the capacity of the ADF is "up to 10 sheets." I rarely seem to have a document of only ten pages. And it is pricey, particularly when I have a perfectly good scanner.
However, although I had scanned most of my paper I still had two oversized file drawers of double sided pages. I could come up with no efficient way to scan them so I broke down and ordered the ScanSnap S1300. I'm only sorry I waited so long. Within days of its arrival I had totally eliminated the two drawers of scanning and shredded or recycled the paper.
The ScanSnap scans at eight pages a minute color, 16 pages black and white. That would be eight pages, both sides, but it is remarkably fast. And the 10 page limit on the automatic document feeder is simply not true. You can add to the pile as it goes so you can fill the ADF, let it most of them and add more pages which will all end up in the same document. Even if it stops it gives you the option of proceeding from that point.
It takes pages up 8.5 by 14.17 which is more than legal size. Those old wills and other legal documents are no problem. [No, I did not shred those after scanning.]
Mine came bundled with software file manager software which allows you to scan to file, email, fax, Word, Excel, PowerPoint, a picture file, a printer. Or you can scan to my all time favorite program Evernote and have your word searchable documents available to you on any computer, online, on many smart phones and you iPod Touch.
You can scan in business cards and a program reads them. Your documents are read by a version of ABBYY Fine Reader. You can straighten documents. There is a Rack2-Filer program to organize your documents. Depending on which version of the scanner package you buy that may be a trial version.
I own Adobe Acrobat Pro and the full version of ABBYY so I have not tried the bundled software. Their system, at least in the ScanSnap Organizer, is simple and easy to use. I sometimes used it for a temporary holding system before moving the document to my own system. I concentrated on scanning and making sure I had all the pages. I didn't always name the files. I will go back and do that as time permits, might check out their software then.
One thing that is a bit of an issue is paper exit. You put the pages in the automatic document feeder. When they come out they have no bin to go to so they shoot across the table, desk, etc. I found working on a kitchen island to be ideal for that. You could rig up a tray to catch the paper if needed. It's a small price to pay for a portable scanner.
The ScanSnap allows greater flexibility in putting different size documents through without issue. It's just more convenient. I'll let you know how it does on my next big project - pictures.
Sunday, April 25, 2010
Genealogy Podcasts
Genealogy podcasts can be useful and educational. I listen to several, some current, some no longer active, while walking. I always learn something, even from those that don't sound all that interesting.
You can listen on your computer or any music player that plays MP3 format. It's very convenient. The problem is if you listen on your MP3 player or in your car or any other place away from your computer or desk, you can't make notes on what is said and you can't possibly recall all the things you wanted to remember later.
Some podcasts have "show notes" online. However, if you are listening to an older podcast [older may mean a year] the show notes are gone or outdated. This is understandable but a problem.
Podcasts come and go. It's a lot of work to come up with something fresh every week. There is no good current list. Not even Cyndi has them all. There is a personality factor. Some of these podcasters may just not appeal to you. Others are fine but after awhile you might get tired of their idea of humor.
You can google "genealogy podcasts" as a starting place for locating podcasts. One that is less obvious but I have found interesting is the Online Programming for All Libraries [OPAL]. It is not strictly genealogy but there may be something for you at their website http://www.opal-online.org/archivegenealogy.htm. You can also view the presentations online with slides.
You can listen on your computer or any music player that plays MP3 format. It's very convenient. The problem is if you listen on your MP3 player or in your car or any other place away from your computer or desk, you can't make notes on what is said and you can't possibly recall all the things you wanted to remember later.
Some podcasts have "show notes" online. However, if you are listening to an older podcast [older may mean a year] the show notes are gone or outdated. This is understandable but a problem.
Podcasts come and go. It's a lot of work to come up with something fresh every week. There is no good current list. Not even Cyndi has them all. There is a personality factor. Some of these podcasters may just not appeal to you. Others are fine but after awhile you might get tired of their idea of humor.
You can google "genealogy podcasts" as a starting place for locating podcasts. One that is less obvious but I have found interesting is the Online Programming for All Libraries [OPAL]. It is not strictly genealogy but there may be something for you at their website http://www.opal-online.org/archivegenealogy.htm. You can also view the presentations online with slides.
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