Organize Your Family History

Stay focused and happy while exploring your roots

How They Do It: Megan Smolenyak

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This month I’m thrilled to present the insights of genealogical adventurer and storyteller (don’t you love that description?) Megan Smolenyak Smolenyak. Megan is well known as a writer, speaker and TV guest and is the author of six books, most recently Hey, America, Your Roots Are Showing and Who Do You Think You Are?: The Essential Guide to Tracing Your Family History, the companion guide to the TV series. Her personality shines through in this interview. Enjoy!

How long have you been doing genealogy?

I’ve been doing genealogy since a 6th grade homework assignment got me started, so decades now!

What’s your favorite thing about being a genealogist?

I get to wake up every day and play detective to help other people. That’s pretty great, isn’t it? I love the thrill of the hunt, and playing at the fringes. That’s why I was one of the first to play with DNA, use genealogy for forensic purposes (e.g., military identifications, FBI civil rights cold cases, coroners’ offices, etc.), produce roots-oriented videos, and so forth. I like experimenting to find different ways to apply genealogical research and hopefully wind up doing some good.

What’s your biggest challenge when it comes to organizing your genealogy?

My biggest challenge organization-wise is my personal research. I’m quite organized when it comes to others’ family history, but not so much with my own. I don’t get much time to play with it, but suffice it to say, I have decades of research in a variety of formats.

What is your favorite technology tool for genealogy?

I wouldn’t say they’re my favorite, but more the toys I’m playing with lately. I’ve been pondering recently how to ensure that my personal research survives me, and since there are no keen genealogists among my close family members, I’ve been looking for ways to share what I’ve learned in ways that relatives might find half-way interesting. So I’ve been experimenting with what you might call distribution tools.

Megan’s wall of Mixtiles

For instance, I have lots of my father’s slides from our time living in Europe, so I selected and edited some and now have a display along a long hallway. To do that, I used the Mixtiles app, and what’s great about it is that each “tile” can be applied and removed multiple times, so I can rotate the content over time. Then I took it a step further and made a slender book of these same slides using Blurb and sent copies to my dad and siblings.

If you were starting out new as a genealogist what would you do differently?

When I first shifted careers to genealogy, I said ‘yes’ to every opportunity that came my way, and I would still do that again today. That said, I should have started turning down some invitations earlier than I did. While I’m beyond grateful for all the opportunities that have come my way, I got myself over-obligated and it took years to dig out.

Do you keep a research log? If so, what format?

It depends on the project and scale, but for the most part, conventional research logs in good, old-fashioned Word. And I’m a big fan of white boards when juggling multiple sub-projects (e.g., orchestrating research for a TV season). I once worked in a place that had an entire wall made of white board and I’d love to have that again!

How do you keep track of clues or ideas for further research?

Again, fairly old school. For instance, a dedicated notebook for a particular project. Or a generic notebook for multiple projects where I scribble ideas and then create an on-going table of contents (from the back of the notebook in) so I can easily find what I’m looking for (color-coding often comes into play). Sometimes I’ll append pages for this purpose to a research log. Also, for those times when I trip across cool new sites I want to explore, but know I’ll get distracted by, I’ll add them into a slot in my calendar app and then give myself time – usually a random Friday afternoon – to play with several at once.

What’s the most important thing you do to prepare for a research trip?

Homework, homework, homework. I explore the websites of all the repositories I plan to go to and dig into their catalogs, online collections, and the like so I know exactly what’s necessary and exactly what’s possible. I’ll often wind up back-and-forthing with an archivist or librarian in advance – sometimes to have materials waiting, perhaps to clarify details about a particular collection, or maybe to pick their brains for further ideas. I recently did this for a research trip to the Archives of Macau, and it saved so much time – not to mention, gave me some gems I probably wouldn’t have found on my own.

What’s your biggest piece of advice to genealogists in terms of organizing their research?

This is probably a blinding flash of the obvious, but get yourself organized when you’re first starting out. Form those habits early. If nothing else, you will save yourself so much re-work by not constantly re-inventing your research trail.

Do you have a dedicated space in your home for doing genealogy research? What’s it like?

Yes, since I’ve been a professional genealogist for two decades now, I’ve always had a dedicated room for my office wherever we lived (Virginia, New Jersey and Florida so far), and they’ve all had their own vibe. My current one is lighter and airier than in the past – partly due to digitization reducing the need for filing cabinets and other storage. I have a large sit/stand desk (very reasonable at IKEA), a filing credenza, a bookcase, and a utility cart (IKEA again) and library cart (Demco caters to libraries, but sells to individuals) – the last two for current projects. I also have a sleeper ottoman (that’s hardly ever been opened into a bed) where visitors can plop themselves down and get comfortable. The walls are light teal, the furniture is mostly white, and there’s lots of colorful art. So all that, terrific views and Mixtiles. More Mixtiles.

I love Megan’s light-hearted, but wise, responses and this peek into the organizational life of such an experienced genealogist. I had never of Mixtiles and excited to explore more! Thank you so much, Megan, for sharing!

How They Do It: Kenyatta D. Berry

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You may well be familiar with professional genealogist Kenyatta D. Berry, a host of PBS’ Genealogy Roadshow. She has a new book out, The Family Tree Toolkit and when I heard her talking about it on the podcast Genealogy Happy Hour, I knew I wanted to interview her about she organizes her genealogy research. So here’s this month’s How They Do It interview. Enjoy!

How They Do It: Kenyatta BerryHow They Do It: Kenyatta D. Berry

How long have you been doing genealogy?

I have been doing genealogy research and writing for over 20 years.

What’s your favorite thing about being a genealogist?

I love helping people find their people especially descendants of enslaved individuals. Their reaction when I uncover and share some remarkable information about their family history gives me chills. It is my calling to help people uncover their family history and share their ancestors story. I have seen people literally change before my eyes on Genealogy Roadshow.

What’s your biggest challenge when it comes to organizing your genealogy?

The biggest challenge is digitizing the research I have collected over the past twenty years. I have a closet full of binders and boxes of research from when I started doing genealogy and took field trips to my ancestral homelands.

What is your favorite technology tool for genealogy?

I like using Evernote to help organize research projects, stories and my family history. I also use Dropbox to share documents with clients and family members. I have created Dropbox folders for my maternal and paternal ancestors.

If you were starting out new as a genealogist what would you do differently?

I would have cited my sources, developed better research logs and started an organizational system from the beginning.

Do you keep a research log? If so, what format?

I keep a loose version of a “research log” in Evernote for projects. When I am doing enslaved genealogy research, all of my notes are handwritten. I am a visual person and I need to track the movement of enslaved and enslavers on a blank piece of paper. Once I have analyzed my notes, then I enter them into Evernote.

How do you keep track of clues or ideas for further research?

I use notebooks and small sheets of papers to keep track of clues or ideas for further research. I type the notes into Evernote and update as needed. Transferring the notes helps me work through any outstanding questions and organize my thoughts in a logical process.

How do you go about sharing your personal research with cousins or other interested parties?

I share my personal research with my family members via family stories, biographical sketches and documents on Dropbox.

What’s the most important thing you do to prepare for a research trip?

The most important thing is to know everything about the county including the resources available at the local repositories, courthouses and archives. Also, be nice to the court clerk because it goes a long way.

What’s your biggest piece of advice to genealogists in terms of organizing their research?

Create a system that works for you and don’t be afraid to try something new if something doesn’t work. We all learn differently and as your research expands you might need to alter your system for organizing research. There isn’t a right or wrong answer for organizing your research.

Do you have a dedicated space in your home for doing genealogy research? What’s it like?

I do not have a dedicated space in your home in my apartment because I live in a one-bedroom. My research is stored in closets, cabinets and a portion of my bookshelves are dedicated to genealogy books.

Do you have anything to add?

Develop your library of genealogy and historical resources based on your interests. This will help broaden your knowledge as you continue to uncover your ancestors place in history.

I can so relate to these responses, especially what Kenyatta said there being no right way to organize and that organization systems sometimes need to change. Also, as someone who keeps a very casual research log in Evernote, I was thrilled to read that Kenyatta also keep a loose version of a log there. For more information from Kenyatta, I encourage you to check out her book, The Family Tree Toolkit: A Comprehensive Guide to Uncovering Your Ancestry and Researching Genealogy.

How They Do It: Lisa Alzo

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It’s back! I’ve  turned my attention back to my How They Do It series and and delighted to present this interview with Lisa Alzo. Lisa is a genealogy writer, lecturer and researcher who is very popular on the genealogy speakers’ circuit–I’ve had the pleasure of hearing her speak on several occasions. Among the many topics Lisa writes and speaks about is organizing genealogy research, so naturally I’ve been drawn to her! Lisa is a specialist in eastern European genealogy and is the author of ten books, including The Family Tree Polish, Czech & Slovak Genealogy Guide and Baba’s Kitchen: Slovak and Rusyn Family Recipes and Traditions, 2nd edition. She’s also written numerous articles for genealogy magazines.

How They Do It - Lisa AlzoHow They Do It: Lisa Also

How long have you been doing genealogy? 

30 years

What’s your favorite thing about being a genealogist?

No matter how long you have been researching, or how many ancestors you have found, there is always someone or something new to discover.

What’s your biggest challenge when it comes to organizing your genealogy?

Filing papers/documents. I am trying to move into a more paperless system.

What is your favorite technology tool for genealogy?

Tie: Trello for organizing ideas and projects and Scrivener for writing family stories.

If you were starting out new as a genealogist what would you do differently?

Not start with a female ancestor (I began researching my maternal grandmother) because females are more challenging to trace.

Do you keep a research log? If so, what format?

Yes. I use an Excel spreadsheet.

How do you keep track of clues or ideas for further research?

I create research boards in Trello.

How do you go about sharing your personal research with cousins or other interested parties?

Through my articles and I wrote a book about my family, Three Slovak Women. I write the blog called The Accidental Genealogist (started in 2006).

What’s the most important thing you do to prepare for a research trip?

I use Finding Aids whenever available to learn what materials are available at a library or repository and the procedures for access.

What’s your biggest piece of advice to genealogists in terms of organizing their research?

Break the tasks into smaller, more manageable pieces and find a system that works for you and stick with it.

Do you have a dedicated space in your home for doing genealogy research? What’s it like?

I have a home office because I am self-employed. But, because I travel so much to speak at conferences I often do a lot of my research on my MacBook Air – so my space is really my computer.

Do you have anything to add?

Genealogy is one part skill, one part persistence and one part serendipity. My genealogy motto is: Be serious about your research, but have fun doing it!

I absolutely love that genealogy motto! And I’m intrigued with her use of Trello, which I’m using more and more. Thank you, Lisa, for taking the time to share your insights. You can learn more about Lisa and her work at her website, LisaAlzo.com. Be sure and check out her blog, The Accidental Genealogist as well!

How They Do It: Sunny Morton

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The latest interviewee in my How They Do It series is genealogy educator Sunny Morton. I’m familiar with Sunny’s work with Lisa Louise Cooke (who was the subject of my January How They Do It Interview) and Family Tree Magazine. She leads the Genealogy Gems book club and is the author of Genealogy Giants: Comparing the 4 Major Websites. I haven’t yet met Sunny, but based on what I read in this interview, I really look forward to meeting her! Her love for her genealogy and her family shines through.

How They Do It: Sunny Morton

How long have you been doing genealogy?

I’ve participated in personal and family history for just about my entire life. I began keeping a diary at around age 8. As a young teen, I created my first travel scrapbook: a magnetic album packed with notes, receipts, ticket stubs, postcards and even pine needles from a cross-country trip with my family. I kept every letter I ever received, filed alphabetically by the person’s first name, until my early 20s. I still have a couple of binders filled with printouts of the first several hundred personal emails I sent and received, before I realized these were something you could (and should) archive electronically. As an adult, I have compiled more than 40 scrapbooks filled with memories from my own life and those of my relatives.

When I was young, my parents took me along on genealogy road trips. I remember finding gravestones in cemeteries and paging through enormous bound volumes of original newspapers. My grandmother loved to organize photos and negatives and I became her eager assistant. As a young adult, I digitized several years’ worth of family slides and tattered old photo albums. About 15 years ago, I began researching my husband’s family history, since he knew very little about it.

What’s your favorite thing about being a genealogist?

Knowing stories about what came before me. I feel more confident about who I am and why I am that way. I believe that learning about my ancestors has made me less judgmental of my own parents and grandparents and strengthened my relationships with them. I’m a more compassionate human being and a more informed citizen when it comes to having a historical perspective on topics such as civil rights and immigration.

What’s your biggest challenge when it comes to organizing your genealogy?

The transition from paper to paperless. I mentioned that I kept hundreds of letters and emails: what do I do with those? What about those archival scrapbooks, in which I’ve invested thousands of dollars and which are just barely too large to put on my scanner? I know there are ways to digitize these things for safe-keeping and so I can share them with all 3 children. But “editing” which items to scan and doing it would take hundreds of hours that I currently prefer to spend making memories with my children.

The other challenge is organizing tree data. I research across all of the major genealogy websites. I keep “working trees” on all those sites because then I can search and receive hints from each ancestor’s profile. But it’s best to have a master family tree where all the data and record image copies gets compiled. I keep a master, private tree in RootsMagic software. I also participate in the FamilySearch global tree so my research gets shared more widely. Though there can be complications when others dispute details on this open-forum tree, I love the collaborative contributions of many people’s documents, stories and pictures to our common ancestral profiles.

What is your favorite technology tool for genealogy?

My smartphone. It’s always with me, and I can use it in so many ways. I can access my tree data through apps for my software, FamilySearch and Ancestry.com. When I’m the road, I can take pictures of documents, microfilmed records (right from the reader!), other people’s old pictures, family artifacts and gravestones. I can even record oral history interviews, either in audio or video format.

If you were starting out new as a genealogist what would you do differently?

I inherited a lot of genealogy research from others, so for a long time, I ignored recent generations on my own tree. I considered this research “already done” and therefore kind of boring. If I were starting over, I’d spend a lot more time getting to know my grandparents’ generation.

Do you keep a research log? If so, what format?

I keep informal research logs in Word documents. Each ancestor has a document with running commentary about my discoveries and next steps for my research.

How do you keep track of clues or ideas for further research?

I keep them in my research logs for each individual. Toward the end of the document, in the “Next steps” section, I keep notes on intriguing questions to research or resources I’d like to explore sometime.

Sunny with husband Jeremy and her children Jeremy, Alex and Seneca.

How do you go about sharing your personal research with cousins or other interested parties?

Most of my sharing happens in the form of telling stories: mostly to my children, but also to my husband, parents or other relatives who may be interested. Telling a story helps me learn which parts are most interesting to which audiences. Sometimes, I take a next step by framing a photo, creating a display or sharing a quick post on Facebook. I do participate in the FamilySearch global tree, which is an easy and organized way to reach potentially thousands of fellow descendants. Although I have written longer articles for genealogy newsletters and historical journals, most of my longer writing projects will have to wait until I’ve finished raising my three children. (That’s Sunny in the photo at left, making memories by participating as a family in a 5k race in July 2018.)

What’s the most important thing you do to prepare for a research trip?

I like to do three things: review what I already know, see what else I can learn online before I go, and locate unique offline sources that may only be discovered while on that trip. This makes my research efforts on the road more productive. A few phone calls to local archives and libraries ahead of time can help me plan my time most effectively, identify must-consult sources and connect with local experts (and perhaps even descendants). I can set priorities about the most important things to accomplish while I’m there and systematically go down my list.

Occasionally, there’s not sufficient time to prepare fully for a research trip. When that happens, I’m just grateful I have my laptop and my phone—which together give me access to all my research, note-taking and organizing tools. I try to at least gather information about the people and libraries I will want to connect with in the future, and take as many pictures as I can.

Do you have a dedicated space in your home for doing genealogy research? What’s it like?

I have a home office with lots of bookshelves for organizing my how-to genealogy research library, storing whatever documents I have in print format and displaying favorite family artifacts and photos. It’s an inspiring, comfortable place, filled with memories and mementos. My favorite mementos are the special cards and crafts my children have made me over the years: they remind me to get up from my desk and make memories with them.

So many great nuggets in here, from the beautiful explanation of how being a genealogist makes one a better human being to the very practical (and, for me, freeing) suggestion of taking a smartphone photo of a document right from the microfilm reader. I tend to be phone averse, but Sunny has inspired me to actually pick up the phone and call local archives and libraries before a research trip. I so appreciate how Sunny puts the emphasis on the family in family history research and how her love for her family imbues the answers to these questions. Thank you, Sunny!

If you’d like to explore more of Sunny’s work, check out her website for her speaking calendar and links to articles. You can watch the video (and read the handout) of her RootsTech 2017 lecture on the comparing the four major “Genealogy Giants” websites on this page of the Genealogy Gems website..