How to Organize Your Family History: Paper Documents
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Paper is part of our physical environment. We can see it, we can touch it, and some of us can even smell it, believe it or not.
Disorganized piles of papers sitting on the desk or floor can make us very uncomfortable. And having to see those piles each and every day can keep many of us from enjoying the experience of family history.
Now, please don’t go all Marie Kondo on your paper documents just because they might not be “sparking joy.” Instead, let’s talk about how to organize your family history so you can finally get those paper files in order!
NOTE: This is part 1 of a new series about organizing your family history. There’s more to come, so please stay tuned for future installments!
Why Bother With Keeping the Paper?
Birth, death, and marriage certificates. Photographs. Census records. Charts. Letters. Diaries. Land records. Newspaper clippings. If you have been researching your family history for any number of years, you have probably accumulated many of these types of paper documents… and more.
Not knowing what to do with all of these papers is what makes many of us crazy. Our desks, floors, and even dining room tables may be covered with our own special “piling system” of documents. And all of these piles can make it difficult for us to get any real research accomplished.
Paper Free(dom)?
The popular trend these days is to be completely paper-free. I have heard many genealogists boast that they have shredded all of their paper files (cringe!) because their family history documents are scanned and digitized.
And you know what? If paper-free works for them, that’s wonderful!
But if your family history documents are truly important to you, consider this: the only medium that has been known to last is paper. Properly preserved, paper can last for decades. Centuries even.
The Trouble With Digital
Digital storage methods change, often rapidly. Over the past three+ decades of family history research, I have gone from using 5″ floppy discs to 3.5″ diskettes to Zip Disks, CDs, DVDs, external hard drives the size and weight of bricks, external drives the size of index cards, and flash drives. And I can only hope that I got all my genealogy files off of each type of media before moving on to the next digital storage trend!
Also, keep in mind that digital media can – and does – malfunction. Hard drives “crash,” and data can become corrupted. CDs and DVDs get scratched. Flash drives sometimes fail for no apparent reason. And let’s not forget “user error,” or the mistakes YOU made by deleting or overwriting a file. I once overwrote my entire genealogy database with an import of someone else’s GEDCOM!
Even with proper backups, there are many ways in which your digital files could be lost.
And depending on your learning style, a paper filing system may help with memory retention as well as your willingness to maintain your organizing system (more about this in a future post).
This is why I advocate for a combination of paper and digital files.
Before You Begin
Look for any items that are old or irreplaceable. Take a photo or scan of the original for use in your paper filing system. The original should then be preserved in archival-quality storage materials to prevent further deterioration.
Binders or Folders: Which System is Best?
Back in the late 1980s, when I first started on my genealogy journey, I kept my documents in folders in a file cabinet in the closet. As a new genealogist, I had absolutely no idea how to organize my family history. I just wanted to get the piles off my desk.
However, the problem with my file folder system was that it was “out of sight, out of mind.” Documents went into the folder, and I soon forgot I had them. I thought my system was working until I discovered that I had ordered the same vital record for the same ancestor… twice.
I eventually switched to binders, but it took me many years to find a system that clicked for me (which I will tell you all about in a future post).
For now, I will let you in on a little secret: The only RIGHT system of organizing is the one that works for YOUR learning style.
Pros and Cons of Binders and Folders
The decision to store your documents in binders or folders is a personal one and should be made based on how you learn, organize, and retain information.
Here are a few things to consider when making your decision.
Binders
- Typically kept within sight on shelves or a bookcase.
- May require more storage space.
- May require more time to organize.
- Can be color-coded and labeled.
- May be more expensive to set up and maintain.
- Could become bulky and heavy.
- Documents stay in order.
- The best system for visual learners.
Folders
- Typically kept out of sight in a file cabinet or in boxes, but can be kept nearby in rolling carts.
- May require less storage space.
- Slipping papers in and out of folders is quick and easy.
- Can be color-coded and labeled.
- May be less expensive to set up and maintain.
- Often lighter and easier to transport.
- Loose documents can get out of order more easily.
- May be used by all learners, but is not recommended for visual learners.
4 Popular Methods of Paper Organization
After selecting your preference for binders or folders, you will need to decide how you want to organize your documents within them. You may need to try a variety of systems before finding the one that is right for you.
Here are four methods of paper document organization that are popular among genealogists today.
1. Alphabetically by Surname
In this method, your binders are labeled with a surname. The given names of each ancestor bearing that surname would be organized alphabetically with individual divider tabs within the binder.
File folders would be organized in a similar manner. Each individual bearing the surname would receive a folder, and the folders would be filed alphabetically by first name within the surname folder group.
Within each tabbed ancestor section or file folder you may choose to organize the documents by record type (i.e., vital records, probate, deeds, etc.) or by date, creating a sort of timeline.
2. By Ancestral Couple
For this method, you would envision your ancestors as a family group, including the parents and all children.
If you are using binders, you would use one binder per direct ancestor couple. Each parent and child has a tabbed divider section, with documents organized by type or date behind the tab. Documents for the direct-line child ancestor would go into a new ancestral couple binder.
If you are using folders, you could put all documents for the entire family into one folder. Since this could make for a very bulky and disorganized folder, it would be better to give each family member a folder, with the parents’ folders in front, followed by folders for each child behind them in alphabetical or birth order. Documents for the direct-line child would go in a new ancestral couple folder group.
3. By Record Type
This method organizes all records for a specific surname by the type of record. For example, all Smith vital records would be filed together, all Smith probate records together, and all Smith land records together, etc., etc.
Within each record type group, the documents could be arranged alphabetically by first name or ordered by date, depending on your preference.
Alternatively, documents could also be organized by location within the record types, such as Tennesse vital records, Iowa land records, etc.
4. By Research Location
Some people find it helpful to organize their documents by the locations in which they are researching.
To do this, you would start with the name of the larger location and break that down into smaller locations. For example, you could have a binder or folder group for the State of Tennessee, with tabs or folders for the various counties you are researching within Tennessee. You may even want to divide further by adding sections/files for the towns or cities being researched within the county.
Within the location sections, you may also want to add alphabetical dividers/folders for the various surnames or ancestral couples being researched in that location. Or, you may prefer to add dividers/folders for the different record types you have found in the location.
Supplies for Organizing Your Paper Documents
Sheet Protectors
Tabbed Dividers
Binders
Red Pencils
File Folders
Hanging Files
Folder Labels
Rolling Cart
Whether you choose to organize your paper documents with binders or with file folders, you will need to purchase a few supplies. Here are some suggested items to help you get started.
What About Numbering Systems?
When my “genealogy aunt” passed away, I was the fortunate recipient of her 25+ years of research. As I was packing up her files to mail home, I noted that a number was penned in the upper right-hand corner of each document. Upon returning home, I discovered – to my horror – that those numbers referred to the document’s source, and I had neglected to pack the key. I have spent more than a decade trying to reconstruct her system and find the sources from which her documents came.
Thankfully, this method of family history organization is no longer popular due to the possibility of citation separation. Genealogy Standard #8: Separation Safeguards states in part, “When transmitting or storing documented material, genealogists prevent mechanical or digital separation of citations from the statements, facts, images, and conclusions they document…”1Board for Certification of Genealogists, Genealogy Standards, Second Edition (Nashville, Tennessee: Ancestry.com, 2019), 9.
Though some people still find numbering systems to be useful for organizing, I do not recommend using them unless you have an eidetic memory (like Sheldon Cooper from The Big Bang Theory). Having to contemplate which ancestor is represented by which number – or which document number corresponds with a particular source – is just too much to think about when you are trying to quickly retrieve a document or file!
Wrap Up
Keeping your genealogy documents organized is important, not only for effective research but also for your overall enjoyment of family history. And if you choose not to go paper-free, you need a method of organizing that makes sense so you will stick to using it.
Despite what some “experts” say, there is no right or wrong method of organizing your paper documents. Several tried and true systems have been tested and used by a variety of family historians, including myself. But you need to let YOUR brain guide you to the system that makes the most sense for your particular learning style.
What method of organizing family history paper documents do you prefer? Please share in the comments!
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Footnotes
- 1Board for Certification of Genealogists, Genealogy Standards, Second Edition (Nashville, Tennessee: Ancestry.com, 2019), 9.
I thought this was a very informative segment and easy to understand. I do some of both at this time I like the folders best with expectations of adding them to the binders. I was wondering do you have suggestions on where timelines would work best? Thanks
Hi Merry! Thank you for the kind words. There is a lot more coming in this series, and I think it will all make sense once everything is out there. I was almost reluctant to start sharing the posts until everything is written and ready to go, but… I decided to go ahead in case this portion can help someone. I’ll be talking about timelines in a future post, so please stay tuned!
I have been using folders, for each of my great – grandparents lines. I will probably do a binder system eventually, thank you for these tips!
I started with folders, but they just didn’t work for me… for reasons that will become clear in a future post! But my recommendation is always to do what works for YOU, and when you find it, you will KNOW it!
I’ve only been at this for a year and the binder method has been working for me so far. Still not comfortable with the digital storage. I’m still using the numbers from the pedigree chart for everyone (ahnentafel or something like that).
I don’t have too many records printed off now, so they are filed after that person in the binder. But you’re saying that each male would have a binder for his family. Is that correct? Now that I’m using ancestry.com & family search, I can see how you can get a lot of documents to deal with. Thank you, this article was helpful.
Hi Carolyn! Yes, for the Ancestral Couple method, each direct-line male would have a new binder. His wife and children would all be in the same binder, with the exception of his child who is your direct-line ancestor. I always make a divider tab for that person anyway, along with a note to see Binder #___ for that ancestor. It gets complicated when the direct-ancestor child is a female; she would go into a new binder with her husband. Clear as mud? I hope not, but I think when I’ve got more of this series published, it will all start to make sense! 🙂
Very informative. I have some organized but no labels. I just moved like only 6 months ago and once I get the house organized….I can start on my genealogy again. Thank you for some good ideas.
Jean
Hi Jean! I’m glad you found it helpful, and I hope you enjoy (is that the right word, lol) getting organized! 🙂
Thanks for this blog post. I am looking forward to the rest of the series. I am working on developing and writing down an organization and work process system that “works for me” and that I can share with my family (about time after 25 plus years – sigh). It is quite daunting because there are so many moving parts (which I imagine will be covered in future blog posts). There are also necessary skills that I do not have – such as properly scanning and naming or renaming files. Organization by surname is my present preference. My current thinking is to use folders for active and future research ideas and binders for what I have confidence in so far. I am thinking of the binder like a coffee table book to show my family. Looking at it together on the couch or at a table works much better than gathering around a computer screen. The binders are for copies. I also have a red binder where the most important originals are kept – grab if there is a fire and my family is instructed to save even if they get rid of everything else.
Thank you for this post it’s very helpful. I’ve just recently started working on my family since my mother passed away last year and my grandmother has dementia. I’ve been given a lot of old pictures, and letters from the president and other things like that. I’m trying to get some sort of system figured out to organize. Whenever I look up people I end up finding more names and info and with my ADHD I find myself jumping around a lot. I haven’t sat down and dug deep into one particular person yet.. any advice for a newbie with ADHD on how or where to start research? Please and thank you for any help
Records pertaining to ancestors are a frequent subject of organization. I have a large collection of how-to articles, user guides for specific databases, bibliographies, etc. maybe I am a pack rat, but I would like to develop a better filing system. Suggestions?