G-Files and Orphan Records

Now that I have these manila folders (aka G-Files), I have a place for records that don't quite fit into the tree yet.

For example, I just printed out an obituary for a person named Lenertz who recently passed away in Minnesota. This person isn't in my tree (yet) but there is a good chance he/she should be. However, the obituary is only online for a few weeks at the most. Now I have a file folder for records that are waiting to be connected to my tree.

I call them "orphan records." I have folders for Lenertz orphans, as well as Baerecke orphans. I'm trying to see if my H. H. Barecke of Milwaukee is Harry Baerecke of Milwaukee. I have no information on H. H., but I've found some information on Harry's father, Max Baerecke. I'm starting to collect that in a folder to build a case on my hunch.

The G-Files

While everyone is moving toward binders and digitization of genealogical records, I've taken a step back in records management time. I bought 100 manila folders and I'm not afraid to use them.

I do keep the official records in archive-safe binders. I also have records and photos on my computer. However, I needed a place where I could keep copies of everything for a person.

My manila folders are not archive friendly. I don't intend them to be. Obviously, not everyone in my tree will get the manila folder treatment, but there are many people for which I want deep study.

Each folder is labeled with a person's name. Inside you might find census records, birth/marriage/death certificate copies (not the real thing), newspaper articles, a picture or two, and any other records that would help me tell a story about this person. I will also have a records inventory for each file. Each folder will also have a page of my own personal notes (usually handwritten scribbles) and anything else that is important.

I'm setting up these files to help me prepare to write about these people's lives, should I ever do so. Also, when I do research somewhere, I can just take the pertinent files with me. I don't have to pull anything out of binders.

I took Records Management in library school and it was one of the most useful classes I had. I totally respect the preservation process, but sometimes you just have to go old school when gathering information.

Feline Hurdles in Records Management

I'm trying to finish up the paper records reorganization today, and there's a little space problem on the table:


This is Petey. He came over for a close-up...

...but now he's back to sleeping on the Colbert records.

System Upgrade

I'm in the process of upgrading my system for organizing paper files. I have a bunch of binders and everything is in there, with the exception of some photocopied book pages.

My old system clustered records by last name, in a manner only understood by me. A surname with a lot of records would be paired with a smaller surname so I could get more names to fit in one notebook. As my tree grows, this system no longer works.

Now I'm going straight alphabetical. It's the only option. Woman are sorted by maiden name. People with the same last name are alphabetized by first name and divided by tabs.

Finally, I have a place for the Irven Coffey death certificate, the Christopher Fulton death certificate and all those other papers that didn't quite fit in the notebooks before this time.

This new system should make is easier to keep track of documents I've already scanned and those that still need to be done.

The whole process of moving documents should take about three afternoons. There are papers all over my kitchen table. It looks like a tornado, but it's for a good cause.

Master of Disaster

I've started actively scanning my genealogy documents. On my computer, I have a folder full of folders--one for each last name or other reference point (like Shiloh Church). Each document I scan goes into one of those folders.

When I am finished, I'll burn the folder to a CD and put another copy in my flash drive. I'll probably also send a copy to family in another state.

It's the librarian/archivist in me that prepares for disaster. If a giant hole swallows my house, all is not lost in the genealogy department because there's another copy somewhere else.

I'm going on vacation so things will be quiet around here for a few days.