TMG-L Archives

Archiver > TMG > 2000-02 > 0949433649


From: Lee Hoffman/KY <>
Subject: Re: TMG-L: Repository Reference
Date: Tue, 01 Feb 2000 14:34:09 -0500


Bob Mallett wrote:
>I understand that the "Repository Reference" field is available for such
>things as call numbers or file numbers so that one can find the source
>material at the repository in question.
>
>I'm looking for advice from listers
>about setting up a numbering system for source material which I have on hand,
>such as letters, copies of deeds and wills an so on. Up to now I basically
>put it in a file for the individual in question, without a specific reference
>number, which is fine for me, but wouldn't be of much use to a stranger
>wanting to access my sources.

Depending on the Source, this is basically what I do. My files are more of
a mess right now and my intention is to clean them up more or less like this:

All documents that are original and photocopies are arranged in date order
based on the date of the document. This would include letters,
certificates, wills, whatever. All correspondence that is written to me
(or copies of ones to other researchers) are filed by the date of the
correspondence. This includes hard-copy snail mail correspondence as well
as e-mail correspondence.

I have a separate folder for each surname. The documents are filed in the
appropriate surname folder. Periodically, I will note that a surname
folder is beginning to accumulate a lot of papers for an "included"
surname, and will create a new surname folder.

For those documents of interest to more than one surname, I will pick the
one that is most appropriate and note the reference on a cross-reference
page in other appropriate surname
folders. I try not to do multiple photocopies as I have enough paper as it
is, but there are some rare exceptions.

Small manuscripts may be inserted in the folders loosely or depending on
the size, placed on my bookshelves. For tracking purposes, I note these on
the cross-reference sheet (indicating where I placed the document). Larger
books are treated similarly, but I have a separate book list page in each
folder on which I list each book. Because the books often cover many
famillies, I note the book in each surname folder after I have ensured that
I have entered the data for that family in TMG.

I also have folders for states and areas for placement of general or
historical information that may be of interest. Finally, I have a general
folder for placement of documents that don't fit any place else.

I don't do any numbering of my source documents although I have considered
this. But I just don't find it worthwhile as I can find the document
easily enough using the date system and/or the cross-reference sheet.

As for someone else finding my sources, if I document where I originally
found the source and give the correct citation, they should be able to find
it easily. Of course for those original documents held by me, no system
would help anyone else since they must come to me to see or make a copy of
the document. In that case, I would be the one going through my filing
system anyway. On the other hand, after I am gone, I plan on leaving the
majority of my research to the local historical group. In that case, they
will be cataloging the information anyway, and will have a copy of my
dataset (with the latest copy of TMG).

My dataset Memo (File=>Memo from the main menu or press F7 from a main
view) has a brief description of my filing system (such as it is). Thus
after I am gone, others can easily reference my files from TMG.

Hope this helps -


----------
Lee Hoffman/KY
E-mail:
TMG Tips: <http://www.tmgtips.com>;
My website: <http://www.tmgtips.com/lhoffman>;
--------------
A user of the best genealogy program, The Master Genealogist (TMG)

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