I’ve been blogging here through the years about my growing disenchantment with paper. I’ve stopped printing out documents I find digitally and instead save them to my computer and file them by surname. (That’s what works for me…you may choose to file differently.) I’ve started scanning notes and other genealogy paper that comes across my desk and discarding much of it after scanning. I do keep original documents as well as documents I’ve sent away for. But the vast majority of my genealogy information is not in my paper files
Last week when I was at the Allen County Public Library–I promise I’ll stop talking about that trip soon–I didn’t photocopy a single thing. Instead, I used the library’s copying machines to scan the documents I wanted to take home. I brought along a flash drive for that purpose and the process was very easy. The machines even allowed me to put all the documents from one source into a single file, rather than a file for each page. It does mean I had to rename each file and drag it to the appropriate folder on my hard drive. But I didn’t have a bunch of paper to process when I got home! Nor did I have paper to lug home. Or carry to the hotel from the library. Moreover, I was able to easily zoom in text to read it more easily. Not once did I wish I had a magnifying glass.
And here’s the kicker: The library (understandably) charges for paper copies. But they don’t charge a thing to scan to a hard drive, which was literally no more challenging than making a photocopy.
I feel better and better about limiting paper in my genealogy research. It’s kind of amazing to me that just 3.5 years ago I was still printing much of what I found.
I was really pleased that my paperless inclinations were reinforced on my library trip!
Photo by Tom Woodward via Flickr. Used under Creative Commons License.
I have found the app “CamScanner” to be an awesome app for scanning documents to files on my Galaxy S6 phone which can then be shared to virtually anything. I share with Google Drive and instantly have it on any device. Don’t have to go to library scanner or use thumb drive. Just a thought.
Adrian, I appreciate your comment! I have used my camera to scan flat documents at a repository, but for books I like to use the photocopier/scanner because it holds the books open and flat more easily. Or seems to anyway. When I sent to the National Archives here in St. Louis, they had these great acrylic stands to hold over paper (they call them “camera table mounts”) and shoot through with your phone or camera. The stand holds the phone steady at an appropriate distance. I saw a guy at the Allen County Library who brought a little phone tripod, which seemed smart. But overall, I found scanning with the library’s copier less fussy than using my phone or iPad Mini. I guess it’s personal preference.
Why do you save “documents I’ve sent away for?” I have scanned ALL of my genealogical documents and have discarded most of the paper that was scanned. I’m currently left with Rev and Civil War pension files, and wills and estate papers. Yes, I paid money for them, but they are only copies–no different than other pieces of paper I’ve scanned. I haven’t discarded them yet, but am trying to find a good reason to keep them.
I also wonder about the hundreds of BMD certificates I’ve acquired over the decades. They’re scanned, so why do I keep them? Mostly, because they look so official I think. I wonder if you might have some opinions on why we keep some papers and discard others. My suspicion is that it all boils down to–I paid money for this piece of paper, therefore, it is more valuable than the paper I acquired for free. Any thoughts? I feel like I’m the only one who wants to be truly paperless. I enjoy reading your blog. Thanks.
Susan, that is a very good question!! I think I keep them because they look official, like you said. Because I use a black and white laser printer, I think I want to keep the certificates that are printed with a colored border. But you’re right–if it’s just a photocopy of a marriage book, why do I keep it? You have my permission to get rid of them! 🙂
You’re probably right about people valuing things they paid for more than those they acquired for free. I also think people have a tendency to keep paper that they have a place for. Since I have a file for that ancestor, it’s easy for me to put the paper in there.
Instead of just throwing away your BMD certificates why don’t you donate them to a local historical /genealogical society. Then some one else could benefit from the knowledge the certificates contain. That is what I am going to do. But I will make several copies so that I can donate one to the local society where I live and then ones to where the person actually lived. That way if the court house ever burns down and the records destroyed some one would still be able to find the information.
Trisha, thanks for your comment. That’s an interesting idea I had not considered!
Hi Janine! I quite my paper obsession quite a few years ago. I purchased an iPad, which has an amazing camera. Instead of waiting in lines at libraries, or finding the library doesn’t have scanning capabilities, i just take photos – LOTS of photos! This has completely revolutionized my work. By having an app of my “desktop program” on the same ipad, i have everything I need for all of my genealogy trips in a 5×8 little gem. When I get home I transfer everything to my laptop and organize and rename. As we start going through a lifetime of stuff to downsize, I am really glad this has been my methodology for quite a few years. Sure makes moving easier! Roberta
That’s fantastic, Roberta. You’re absolutely right that you’re lightening your load. Who needs to lug around all that paper? I still like to travel with my laptop (my iPad is probably my least used of my four Apple devices: MacBook Pro, iPad Mini, iPhone 6S and Apple Watch), but that’s partly because I’m still running my business when I travel and I like having my computer with me.
Thank you for your comment!!
I like the idea of not having to care masses of paper with me to archive locations. When I first started doing research I would just take with me files I thin I needed but invariably I missed some key files which made the research less effective. When you have everything electronically there is les chance of that happening
I agree 100%!
Although I keep all my genealogy info online, I still keep paper copies of almost everything. I have a family history of dementia/ Alzheimers. If I have a several year period where I am not active before I am gone, my kids (who are not currently interested) would have trouble recreating my research, particularly from pay sites that woud have expired. I am 70+ Years old and realize today’s ‘high tech’ will not be available in the future. My original genealogy files were stored on 3″ floppy disks……try to use them now :-))
Nancy, thanks so much for your comment. Your perspective is so important! I will say that I would never suggest people store all their digital information solely on the subscription sites. Rather, I encourage them to store the info on their hard drive and/or on a cloud site they control. For me, it’s hard drive, backed up to an external hard drive and the cloud. If I were to die and anyone wanted my genealogy research, they’d have to look no farther than my Reunion software on my computer. (But your point about whether that info would be accessible in generations to come is a good one.)
If keeping paper copies of everything gives you peace of mind, that’s the most important thing! We do what works best for us.
Years ago I printed copies of the census records I found at the U of W Library on 11×17 paper because they were easier to read. One at a time those census pages are finding their way to my recycle bin!
Now I save a digital copy in every family member’s file if they appear on the census page. Easier to store, and as you said, easier to read when I zoom in.
But the genealogy software on my computer? I can’t imagine any of my descendants going to the trouble to find that. 🙂 I write blog posts to share those important family treasures with cousins known (and as yet unknown). Unfortunately I don’t think we can expect the non-genealogists in our tree to understand the value of our family tree software.
Laura, thanks so much for your comment. I get your point about your descendants perhaps not being interested in looking at your software and using a blog to communicate to them in the present and future relatives who might be interested is such a great idea!
I think I’ve mentioned before that I try to keep printouts of everything in binders, because it is easier for me to show off to ‘kind of’ interested relatives that way. I’m a little unconventional in that I don’t store by family, but I have a surname binder for my major lines and dividers for birth, death, marriage, military, etc. Most of my relatives are interested in a cohesive display at this point, but are interested in reading various obits I’ve collected, birth certificates, etc. And I think Nancy makes a great point about making it easy for those who come after. I’m trying the blogging thing Laura mentions, too!
One thing I wanted to mention is an app I have on my iPhone….Scanner Pro. I use it to ‘scan’ documents on the go, and it is set up to automatically send it to my Evernote account. Then when I get home I can add details and tags to the note if I want.
Kim, I love how your comment illustrates that there’s no one right way to organize our genealogy research. I’m loving this discussion.