I used to print all my source documentation and then analyze the printed version and add facts to my Reunion software on my computer. In fact, as recently as 2013 I blogged about how printing gave me comfort.
But that’s changed and these days I’m not even tempted to print. In November, I posted 8 reasons not to print and I stand by it. Organizing my research is much easier now that I’m not looking at a lot of printed documents. Every now and then I pull out a paper file and look at something I printed years ago, but I bet that happens fewer than ten times a year.
Right now I’m going through all my source documentation and in the process cleaning up my electronic files. In doing so, I found the family who had been counted twice on the 1880 census. I needed to compare the two census documents side by side. That’s when I felt the urge to print. My initial thought was that it would be easier to look at the documents on paper, rather than on my computer. One of the documents had already been printed and was in my file. I came really close to printing out the other one, when I realized that looking at the paper documents would be harder for me, not easier. The type is so small on the printed document that I might have had to get out my magnifying glass and squint. That’s the opposite of easy!
I had originally found the census documents on Ancestry and saved them to my hard drive. So I just opened the documents on my computer in Preview (that’s the Mac default pdf and jpg viewer), zoomed in on the family in question and sized each of them so that they fit side by side on my screen easily–I didn’t need to see the entire document at a glance, after all. And then I was able to easily compare them, line by line. I had Reunion open as well, so it was simple for me to enter data into my ancestors’ records and source each fact properly.
What I’m learning in my research, over time, is that going paperless is just plain easier. When I transcribe my ancestors’ Civil War pension files, I use an electronic version, which allows me to zoom in when the handwriting is a little puzzling. And I’m not shuffling a lot of long pieces of paper. (Those documents came from the National Archives in paper form. I put source information on each and then scanned the whole file into one long pdf. I detail that process here.)
The keys to successfully eschewing printing, I believe, are twofold:
- A good file naming protocol and folder structure, so that I can easily see what I have for each ancestor. I file by surname and individual, which is working well for me.
- A solid backup protocol, in case of hard drive failure. I use CrashPlan Pro to back up to the cloud and Time Machine to back my Mac onto an external hard drive that sits on my desk.
As commenter Maria Tello mentions, having a large monitor makes viewing electronic documents easier.
I was glad I resisted the urge to print that 1880 census document. It made analysis easier–and I’m sure it was easier on my eyes!
Once I added a 32 inch external monitor, I have found that I rarely print. Much easier to view the documents on the computer. Thank you, technology!
Good point, Maria! Having a larger monitor definitely makes viewing documents without printing easier. My laptop is usually plugged into a 24″ monitor. (Though 32″ sounds great!)
I know that sometimes I miss information when I look at it electronically whereas I don’t if its in print form. Having said that, printing everything is so expensive that I’ve become more choosy about what I do and do not print
That’s an interesting observation! I try to discipline myself to examine a document on my computer screen as carefully as if it were on paper. But now that I think about it, I realize it’s a little easier to save and forget something if it’s not in a pile of paper to go through.
I started printing when I realized that what I was putting in the notes section on Ancestry often disappears – and Ancestry says there is no back up and they can’t help it when that happens. So if it’s a story or an idea for future research that I’ve put in there, I now print it out.
I hear what you’re saying. There’s an alternative to printing, though. You can save a document from Ancestry to your hard drive and view it on your computer. I would not want my only version of a document stored in a website controlled by someone else!
I totally understand. I don’t even own a printer anymore since my little “project digitalization”. It’s amazing how much paper I could throw away by going digital and cleaning up, getting rid of duplicates I had .. and wasn’t even aware of it 🙂
The paper savings is amazing! (Not to mention toner/ink and electricity.) For me it took a big mind shift but I (obviously) have embraced it! Thanks for commenting.
I totally agree about not printing. My permanent paper collection consists solely of original family documents and pictures. The only time I print out research paperwork – and only sometimes, not every time – is if my current research requires comparing multiple sources at the same time and I’m in a library away from my home computer.
Thanks for your comment, Linda! I could see printing in that instance, but it’s great (imo) that we don’t have to most of the time.
I’m kind of in the opposite mode. I’ve printed very few of my documents, because most have been retrieved electronically. I’m very comfortable with my electronic filing system. But I am also making an effort to be sure everything is printed because papers is archival. I won’t use it often, but when I DO want to casually share with a family member, it is much easier for them to browse my binder of documents and ask questions, especially if they are older. It’s kind of the difference between viewing photos on a monitor or having a phonebook to flip through.
Thank you so much for sharing your perspective, Kim. Your point about it being easier to share a well-organized binder with paper documents with your relatives is well taken!
This is the 2nd time today I’ve heard of Crash Plan. Is it specific to a Mac? Is it the same or similar to Carbonite – or less expensive? I plan to use it not only for ancestry research but for all my photos as well as my work (law and writing) documents as well as tax related documents.
Also, I just discovered that Movie Maker is no longer available for or viable for Windows 10 on PCs. I’d hoped to use this for more than just a slide show of photos and videos and documents for special dates in family members’ lives and my own. Any alternatives you know of?
Last, in effort to reduce paper: scanners. I was advised to use an x510 Fujitsu ScanSnap for documents. And an Epson Perfection – not sure what number but I think 650, 700 or 750 seemed reasonable – to scan in and when necessary, to print (and organize) my negatives, slides and photographs – including larger format negatives. Thoughts?
Thanks so much Janine. Great columns.
Diane
CrashPlan is similar to Carbonite, and it’s available for Windows or Mac. I initially used Carbonite but it created a problem with constant updates that drained my Mac’s battery. I couldn’t schedule backups and I was advised to find another backup solution. CrashPlan has been great, though I will say I’ve never had a crash so I haven’t used it. BackBlaze is another, similar service that has been marketed to genealogists. I think it’s a little less expensive than CrashPlan. I’m afraid I don’t know much about Windows software, so I don’t know alternatives to Movie Maker.
As far as Scanners go, I use the Fujitsu ScanSnap S1500M, which is the precursor to the ix500, which I think might be the one you’re referring to. It’s a great scanner. I’ve had it for probably five years and use it several times a week and love it. I don’t know much about photo scanners, so I can’t advise on the Epson Perfection. Sorry!
Thanks for commenting. I hope I’ve been a little bit helpful!
Oh, I can give advice on the Epson Scanners. I’ve been some iteration of the Epson Perfection Photo for probably 10 years. I got the 2400 back when Photoshop Elements 6 was a thing, and when I got my first Mac that did not have Firewire I bought a refurbished V600 that I’ve been using for at least 3 years. I’ve recently recommended to 2 different friends and both are pleased with it. (They are both Windows users).
You can also get a 700 or 800 that have a few more features and may scan a little faster (I’m not sure about that) but for me it wasn’t worth the difference in price. Check the Epson site; they often have refurbs that can save you a few $$$.
Kim, thank you so much for chiming in! I appreciate your sharing your expertise.