One of the most popular paper filling systems was developed by Mary E. Vassel Hill. This is the filling system we are going to talk about today.
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1 Ways to organize your paper and digital files, setting up research binders. One of the most popular paper filling systems was developed by Mary E. Vassel Hill. This is the filling system we are going to talk about today. You will need: Print a copy of your own 5-generation pedigree chart, starting with yourself as # 1. You are the first generation; your 16 great great grandparents are the 5th generation. Using the sample Circled 5-Generation Pedigree Chart as a guide, draw colored circles around each family on your 5-generation pedigree chart. 2 file boxes with lids. The boxes need to be strong - preferably made of plastic and with inner ridges or groves for hanging letter-size hanging files. The advantage of a file box over a filing cabinet is that the box is easier to move if for example you want to file papers while watching TV in your bedroom or living room. Hanging files, letter-size with colored plastic tabs, in colors blue, green, red and yellow. Choose the 1/5 cut with plastic tabs included. Hanging files, letter-size with clear plastic tabs, in generic standard green color, 1/5 cut with clear plastic tabs. Manila folders, 1/3 cut tabs assorted, with reinforced tops to last through heavy use. Start with 50 folders. Pen with ultra fine point, felt tip, black permanent ink or you can print them out using your computer. High lighters colored light blue, light green, yellow and pink (don't use red because it is too dark.) Colored pencils also work. Large pedigree chart helps you to see clearly your family lines (optional).
2 Genealogy is organized using pedigree charts and family group records. Now let's get your filing system set up! CHECKLIST - SETTING UP THE FILING SYSTEM Put 16 colored hanging files into your box: 4 blue, 4 green, 4 red, 4 yellow. 1. Using your own pedigree chart as a guide, create surname labels for your hanging file folders. 2. Avery template 8167 return address labels is a good size for creating these labels. 3. You can handwrite them as well. 4. Put the hanging file folder labels with the family surname on the left side of the colored hanging file folder using the color that belongs to the surname. 5. Manila file folder labels (each couple on your pedigree chart) go on the right hand tab of folder (make left tabs right by folding backwards). 6. Use the middle tab for children of the couple Label a manila file folder for each family on your 5-generation pedigree chart. 7. Again using your color coded pedigree chart create file folder labels for each family. 8. Surname capitalized. 9. Then given names. 10. Then year of birth and death. 11. Wife under husband same information. Example: OLSSON, Olof WICKBERG, Stina Using the BLUE highlighter put a stripe at the top of the label. File the manila family folders. Put new colored hanging folders behind the surname hanging file that holds the highlighted 5-generation pedigree chart. Place the manila family folders in the newly added hanging folder. I like to place mine in generation order, others like to arrange the family folders in alphabetical order by the husband's first name. Use the style that works for you.
3 A family folder holds the following items. A family group sheet should go in each folder. Marriage record (if there was more than one marriage, make a separate folder with a family group record for each of the other marriage). Birth records of children, Death records of parents, any record that pertains to that family. What if there is a second marriage in the family due to death or divorce? Since each couple gets their own folder, you add a second folder for the second marriage. File the folder with the first marriage folder. Mary Hill keeps the marriages in the order they happened. The labels look like this: JONES, Thomas b m1 SMITH, Sarah b JONES, Thomas b m2 BROWN, Mary b JONES, Thomas b m3 DAY, Mrs. Ann b m2 Once a child marries and you create a folder for them the above information now goes in their folder. File the brothers and sisters of your pedigree ancestors with their families. Use center-tab manila folders, create a file for each non-direct-line brother or sister of your grandparent, as the parent of a family. File these center-tab manila folders behind the direct line parent's folder. Use center-tabbed manila folders for collateral line (aunts and uncles) families. They are not a part of the alphabetical filing system, but are filed right behind their parents, in birth date order of the related children (not the birth date of the spouse). Documents you have already gathered, which belong with this family. Add the following items to a family folder, as you need them: To Do List - a list of questions about this family which you want to find answers for. Research Log - for keeping a record of sources you look at about this family. Timeline - for a chronology of this family's life events. Maps pertaining to where this family lived. Research notes. New documents found. Documents that pertain to events prior to their marriage can be filed in the folders of their parents, such as birth certificates and baptism certificates, if you prefer. Locality Files Set up Locality Files for places (locations) where you are researching. Records such as census records with multiple families, death indexes, marriage indexes, birth indexes, local map,,a local history, etc. can be stored in a file named for that locality. Use the hanging files for location such as TEXAS, OKLAHOMA, SWEDEN, etc. Create manila folder labels with places on them and file records by place. Example, SWEDEN, Värmland, Sunne,, TEXAS, Cass County, etc. Use a second file box for location files. Help Files Set up Help Files as needed for tools such as foreign language aids, religion information, or handwriting. Put Help Files, grouped together, in the front of the Locality box.
4 Descendants Box Set up a couple folder for you and your spouse, and also individual folders for the two of you. Then create folders for each of your children and grandchildren. They will be so glad to have a place for their certificates, letters to you, programs from baptism and graduation and awards over the years. Expand to other boxes, as needed. When one of your color sections gets too big for your box, move all files of that color into another box. As you find more information, you will eventually end up with boxes for each color - sometimes with several boxes for a color! How to keep the basic file folder system updated and useful. Set up a simple "in-box." Any basket you have will do. Place new documents, s, and correspondence, etc. into the in-box until you have time to file the items in Holding Files, Family folders or Locality Files. Take a few minutes every day to look over a couple of items and decide where each item needs to be filed. Write the name of the family the document pertains to, or the Locality File where the document should be filed, in the upper right hand corner of the document, i.e.: "Smith, John" or "Cumberland, New Jersey." File at least one item a day into your basic filing system. Adding New Surnames Once you are all set up and doing more research, a website gives you three generations of Mrs. Sarah Perry's ancestors. You check and find these families have good documentation. Now you know she was Sarah Harris! You want to add these new families to your filing system. These people are in your Yellow line. You find Sarah's ancestors! Verify the information, then add to your filing system. Remember they are the color of which ever line they continue down. How Mary Hill organizes digital images on her computer In Documents, make a folder named Genealogy. Within the Genealogy folder make folders for the different types of genealogy records you find. For example, make a Bible Records sub-folder, a Cemeteries & Sexton Books sub-folder, Census Helps, Census Records, Church Records and so forth. They will be in alphabetical order. Within a folder, such as Cemeteries & Sexton Books, make sub-folders for each cemetery or cemetery's sexton books. I call one folder by the name of the cemetery - tombstones and a second folder by the same name of the cemetery - sexton books. Again you can make your digital system as basic or as complex as you want to make it. You just need to use it. Simple system Again you would have 2 main folders under a main folder. Example below shows the main folder as Genealogy Files in that folder are another 2 folders one labeled Family and the other Location. You may call your folders what ever you wish. Family which would have folders under it for each surname on your pedigree chart. Location saved documents with multiple families on it.
5 You will need to add a folder to your computer Use the windows key and the E key to open file explorer. Hold windows key down and click the E key. Once File Explorer is open decide where you want your folder to be. What drive? You can pick where you would like your folder. Once you pick the drive you want your folder to be on, in this example we are using the C drive. Hover mouse over Local Disk (C:) and right click with your mouse. Go down to where it says new and click on folder Renaming You should now have a new folder on your C drive. Again, right click new folder Go down to rename Now give your folder a new name Adding family & location folders Right click on Genealogy Files Go down to New and Folder Add a second Folder Rename first folder as Family Rename second folder as Location Right click on Family. Go down to New and Folder. Rename with one of your family surnames. Continue adding folders for each name on your pedigree chart. Location, Add state, and county for things such as census records, example:texas, Cass County, etc. State, then type of record such as TEXAS, Birth Index which would cover all counties Foreign countries add country, example: SWEDEN, Värmland, Sunne,, Viewing Files Open one of your folders to view what is in them. There are different viewing options from icons (which show you a picture) to details (which gives you all the text information on your file) Family File Family File has any record for an individual or couple, birth, death, marriage. You can include pictures, military records etc. Last name first, capitalized, I add record type.
6 Location File Use location file when you have records that cover more then one person such as a census with multiple families on it. I add the image number as sometimes they take up more than one page Binders What is needed Pedigree chart Family group sheets Dividers either 5 or 8 tab Punch holes in the family group sheets and place them in your binder. One behind each tab. I place them in my binder using the number system on the pedigree chart Pedigree chart either in cover of binder or at the very front before tabs. How to use your binder One binder I used 5 tab dividers for each couple on my pedigree chard and highlighted them in yellow. I used the 8 tab dividers for the children in the family. As I found records that applied to just the children I put them behind their tab. Another binder I used 8 tab dividers along with a color coded pedigree chart and colored my dividers to match. Behind the tabs for each couple I put a family group sheet and a research log or some way to keep track of where I have searched. Best way to use binders or any filing system The best way to use binders or filing system is the way it works for you. No one system will work for everyone. You know your family, your research style. Try a variety of systems until you find one that works for you. Additional sources: ue
7 arch_filing_system.pdf Do a google search for organizing genealogy files, organizing genealogy digital files, organizing genealogy files ideas or any other combination of words and see what you find. Google will also give you different search ideas. Remember this is for you. Try different ideas, combine ideas, see what works for you. No one system of organizing will work for everyone, and it only works for you if you continue to use it.
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