TMG-L Archives

From:
Subject: Re: OT: Filing System
Date: Sun, 3 Apr 2005 06:56:11 EDT

Nadine,

I hope my two cents helps. I know I am late in responding, but life ain't
always kind.

First, I'd like to say and agree with what a lot of folks have already said.
There are lots of filing systems and the best one is the one that works for
YOU. Face it if it is too complicated or too whatever, if you are not
willing to use it and maintain it the system is worthless.

Second, color coding is great. I use it. I have hanging files with manila
file folders holding documents. When a hanging file in this area becomes too
thick, it can be divided and labeled Surname: A to M and Surname: N to Z.
My paternal-paternal side of family is blue, paternal-maternal is green,
maternal-paternal is red and maternal-maternal is orange. I have three filing
"areas." One area is for my family, second area is for hubby's family, and
third area is for locality files and miscellaneous research files. Locality
files start with a state and are divided as needed by next smaller location
(i.e., county, city, township, etc.) My research has not taken me out of the
country, start there if needed. My locality files are the stock green file
folders.

Locality files is where I keep the cemetery listing and reference on
individual file where the information is kept or where census information is kept
that pertains to my grandfather's parents and grandmother's parents who lived
within a rock's throw of one another. My research habits have me searching by
locality. My surname files are alphabetical. I have been toying with the
idea of setting up individual files on direct line only, but have not
completely convinced myself. All of my could be arranged alphabetically in one
place, but hubby's side of family has a surname (common surname) that is color
coded that same on my side of family.

Third, choosing between Surname-locality or Surname-document type (which
seem to be the biggest choice although there are others) is going to be a matter
of preference and should match your style of research. DeAnna mentioned
Dollarhide's system, which I would like to reiterate is great and probably well
before his time. His method was based on Surname-locality and to take it
step further he would code his documents by Surname-Postal State
abbreviation-sequential number. In doing this when you reference you files you have a page
to reference as if you were looking at a published book. He, also, has
method of numbering people that was very unique. I use it in the reference area
of individual's. It's great when I want to sort within a family.

If you have not chosen a filing system, may I suggest looking at Sharon
DeBartolo Carmack's book _Organizing Your Family History Search: Efficient &
Effective Ways to Gather and Protect Your Genealogical Research_. Chapters Two
and Three would be the most valuable in helping to decide on a filing system.
The whole book has great tips on storing and protecting documents and
memorabilia.

One tip that no one else has mentioned that I use and seems to work pretty
good for me, when naming computer files that I want to find by surname, I use
the Soundex system rather than surname. Doreen's system to me might look
like P500-001-AAA001. P500 is Soundex code for my maiden name, I am 001 on my
pedigree chart and AAA001 is my catalog listing for a specific document.
Which brings up a good point, again back to preference. I have a binder system
that has all my original documents in their protective sleeves. The documents
are cataloged in a numeric system. I scan the original documents into my
computer assigning them numbers similar to what is described above and print a
working copy that has full source citation on it that is filed in appropriate
surname file.

Hope this helps---

Susan Groover

This thread:

• Re: OT: Filing System by