Organize Your Family History

Stay focused and happy while exploring your roots

Favorite RootsTech session: Do Something with that Box!

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Stacy Julian

I heard a lot of great sessions at RootsTech this year. But the one that really blew me away–because of the quality of its content and presentation–was Stacy Julian’s Do Something with that Box! Stacy is a blogger and podcaster and superstar in the scrapbooking world. You can learn more about her at www.stacyjulian.com.

“That box” that Stacy refers to is the box of family history papers, photos, ephemera and (sometimes) junk that so many of us have been given. It’s so easy to be overwhelmed by that box, isn’t it? In her talk, Stacy took us step by step through her methodology to make the stuff inside that box accessible “so that when you want to find something you can and when you have time to take action you know what to do.” As a professional organizer, this made my heart sing.

One of the things I loved about her approach is that it makes the process of dealing with a box of family-history stuff less overwhelming. Stacy has you sort everything into one of five broad categories, then go through each category and assess the value of each item. You’ll be discarding lots of stuff during this process, undoubtedly. Stacy makes the point that scarcity creates value–if you are discerning about what you keep, your family members are more likely to look at and enjoy the items.

After sorting and assessing you’ll assign an action to each item that requires one (digitize, transcribe, share, etc), using a sticky note. The final step is to file the stuff into a file box using the same broad categories you started with. As you go through the documents, you’ll put those that excited you into an Action folder. Once you have ten items in the Action folder, you take action.  An optional step in the process is to create a timeline, as you go, for each generation of the family represented by the box.

The system gets you to a “good enough” place where your stuff is easily accessed–by you or other family members–without expending a huge amount of effort. And when you have an itch to take action, you’ll know just what to do. Genius.

Stacy was kind enough to give me permission to make the handout that she gave to RootsTech participants available to you. At the bottom of this post are images of each of the five pages. Click on each to see a larger version.

The handout is great because it gives you the bones of her fantastic method. Hearing her speak about it was even better–there were videos included in her presentation and her energetic style was so enjoyable (and effective).

I have some great news: Stacy is developing an online course on this topic! So you’ll be able to get all the great content those of us in her RootsTech audience experienced (and probably more). I’ll be sure and post when that’s available.

In the meantime, take a look at this handout and see whether you might be able to take some steps to tackle one of your boxes while you’ve got extra time at home.

Edited to add: I was delighted to discover that Stacy has now written a robust blog post on this topic! Check out How to BEGIN with the BOX on her website.

Putting my imperfectionism to work

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As I wrote in a post last week, I’ve been working on processing my 2nd great grandfather’s Civil War pension file. I got the tedious up-front source citation work completed, which involved creating source citations and labels for each of the 53 documents, affixing the labels to the paper documents and scanning the whole thing into a long pdf. I’m now working on transcribing the documents, one per day. (This is how I choose to process this type of document–I’m not saying it’s the only way or the best way, but it works for me.)

So today, I was working on Document Six and I realized that I have a typographical error in my source citation. The correct application number is 1007144 but I had typed 1006144 and copied it onto all my labels without realizing my error. That numbers appears 54 times (one for each document, plus an overall citation). Of course, it’s easy to fix in my software. But then I was faced with the pension document itself having the wrong application number on every document.

I considered my options:

  1. Fix all the labels, print them out again, affix the corrected label over the incorrect label on each document, and rescan the whole thing.
  2. Hand correct each label and rescan the whole thing.
  3. Add a notation to each label in the pdf itself
  4. Add a notation at the beginning of the pdf only

It felt like the “right’ thing to do would be option number 1. But what a pain in the butt that would be. I was okay with doing it once. But doing it a second time felt practically unbearable. Plus my printer is about to run out of toner.

I thought about what was important to me and realized that the most important citation was the one in my Reunion software (the one that I corrected in about 5 seconds). But I didn’t want my pension file pdf to be wrong, in case I pass it along to someone else.

So I added a notation in the pdf, 54 times, that says “correct application no. 1007144.” (That’s a picture of it above.) And you know what? That’s going to be good enough. It didn’t feel good enough to just do it at the top of the file. I want each citation label corrected in case someone is looking at only one document.

It took me less than 10 minutes to make this electronic correction (thanks to the miracle of copying and pasting), substantially less time than option number 1 would have taken. Bonus: I didn’t use up toner or risk the frustration of jammed documents in my scanner. Luckily, this is not a situation I will encounter with any kind of frequency, since I so rarely deal with paper documents.

I try to take these little lessons about “good enough” to heart and pass them along when I can. When does good enough speak to you in your genealogy research?

ETA: In the comments to this post, Kay asked for an example of a placement of the label. As I mentioned in the reply, I usually put it wherever it fits (or on the back of the page). Here’s a full-page view of the label placement.

It’s the end of the month! How’d your 30 x 30 challenge go?

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What a month. It feels more like 130 days since I posted about the March 30 x 30 challenge. The fact that many of us are spending so much time home probably made it easier for some of us to do 30 minutes of research for 30 days. But for others (like me) the abnormal situation has proven very distracting. I did manage to kick my genealogy in gear the last week or so of the month, focusing on webinars and on my third Civil War pension file.

I used a few of my research sessions to get the pension file ready for transcribing. It came to me from the National Archives five years ago in paper form, on legal size pages. I’ve done this twice before and outlined how I process a pension file in an earlier blog post. But basically what I did this week was put the 96-page paper file in chronological order, create a master source citation for the whole thing and separate source citations for each of the 53 documents, create and print labels for each source and then affix the labels to the appropriate paper documents before scanning the whole thing. Now I can work 30 minutes a day transcribing and adding information gleaned from the file into my genealogy software. So that feels like progress, even though I didn’t actually work 30 minutes a day.

How about you? If you participated in the challenge, were you able to keep up with your daily research? I welcome anything you’d like to share in the comments about how this most unusual month affected your research.

I hope you and yours are staying healthy.

More time for genealogy?

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If you’re staying home 24/7 right now, all this time at home might be a boon for your genealogy research. But I have to admit it hasn’t really benefited mine, not yet anyway. I’m feeling a little untethered without work appointments providing structure to my day. I’m trying to make the best of the situation by accomplishing some of the tasks and projects for my organizing business that I felt I didn’t have time for in the past. As a result, I’m feeling disconnected from my genealogy research. I hate that feeling.

But what I’m trying to do to regain the spark and connection to my research is spend some of my free time on the many learning opportunities available to me from my computer. There’s a lot from which to choose, some free and some paid. In case it’s helpful to you, I’ll list some of the resources I’m choosing among:

I’m easily overwhelmed by choices, so I’m not even considering the many learning resources I’ve downloaded over the years that are waiting to be read or viewed.

How about you? Are you using your extra home time to do more research or learn more about researching?