Organizing Genealogy Information

Genealogical research typically begins with recording facts we recall about our parents, grandparents, aunts, and uncles, as well as the information found on documents at home or in the attics of our older relatives. Next, we record the family stories passed down by each generation at family gatherings.

These steps should also include collecting all the photographs associated with our ancestors, starting with our parents and grandparents. They are a snapshot of their lives at a specific time and place. They are essential to our research because they provide many clues and data that we need to include in our research.

What is the difference between Data and Information?

Collecting names, dates, documents, and photos is an essential step. However, we must distinguish between data and information while gathering and recording our research.

• Data are raw, unprocessed facts without context. Data can be names, numbers, text, objects in photos, or any other type of input that hasn’t been analyzed or interpreted. For example, a list of dates and temperatures is data in weather reports. Another example is the names of people or the location of an event. The primary focus of genealogy forms and software is to record data.
• Information is data someone has processed, organized, and arranged in a way that adds meaning and context to a narrative, making it useful for decision-making. The list of dates and temperatures will allow a meteorologist to give a weather forecast. In genealogy, the collection of data is clues that will help tell us more about our ancestors.

A collection of documents or an album of pictures reveals many vital aspects of genealogy and provides numerous details. Still, someone has to interpret them and explain how they relate to other family information.

Recognizing this difference was a key factor that helped me organize my research more effectively. Having my data and information organized effectively kept me from going down rabbit holes.

Information

Saving the data, documents, and pictures we find is an essential step in genealogical research. Taking an extra step to analyze the data will reveal stories of our ancestors that helped preserve their memories and provide us with clues to further our research. Therefore, compiling the information is vital and should be the focus of our organizational efforts. For example, if your goal is to identify your family’s origins, the names, dates, and place names we find on documents are data that we can analyze and organize into research notes, which will eventually help us locate our ancestors’ birthplace in the “old country.” Finding these documents gives us the information needed to tell our ancestors’ story and helps preserve their memory. Interpreting the data enables us to uncover the information and story, much like when you solve a jigsaw puzzle and find the picture.

Identifying who, what, and where, as shown in family photo albums and other documents, gives us clues. Interpreting the facts revealed in the various documents helps tell a story and may bring memories of our ancestors back to life. Revealing a story is crucial because only a few people enjoy doing the research and interpreting the documents. However, most family members enjoy reading the stories. Additionally, the stories may unlock memories in some family members and provide us with more clues that further our research. One of the tasks of a genealogist or family historian is to find a way to preserve the stories of their ancestors in a format that most family members can understand and enjoy.

Organizing the Data and Information

My initial efforts at organizing my genealogy involved using Excel spreadsheets, and then I transitioned to creating an online family tree on Ancestry.com. My next attempt was using lineage software, such as Family Tree Maker, RootsMagic, and Legacy, on my Windows PC. I tested the three software apps and chose to use Family Tree Maker. All of these tools were small steps to improve my organization. Still, none gave an acceptable result when trying to retrieve data quickly, see the overall picture, and share my results with family members.

I settled on the following steps to organize my genealogy information, which provides me with quick access to my data and allows for easy reading for my review or sharing with family members.

I began organizing my genealogy by entering the data (names and dates) into my lineage program. This step also included entering the data for their spouse and children. My next step was to set up a text document for each ancestor and save the information from the data in that ancestor’s text document, which I refer to as a summary. Using the storytelling or narrative tool in my lineage software app helped me begin this step.

I used summaries as my primary research and organizing tool, referring to them when I needed facts to conduct further research. I also updated them conscientiously when I found new information. Having all the information for an individual in one place was another benefit of the summary, as it helps me find data more quickly for further research. Moreover, I listed the information in chronological order, which aided in analyzing and interpreting the facts to unravel my ancestor’s story.

Summarizing information is a valuable tool for organizing genealogy research. It consolidates all the information for an individual in one place, becoming a Quick Reference Sheet. The method focuses on saving the information rather than the documents. Remember, the records contain the data, but it is crucial to convert that data into information that will hopefully expand my genealogy research.

Documents provide the data that leads to information.

Organize the Information so you can see the stories.