How to Organize Digital Files for Genealogy Research 

Thank you for taking the time to outline this process, it has helped me figure out a plan for my family files.

The best way is to tag each document with keywords, then use a software tool to filter results of a search. If you understand that there is a many to many relationship between documents and people, my suggestion makes sense.

I've been having trouble when it comes to organizing my photos. I currently name them similar to what you do, but I've had trouble with photos that have groups of people. The file name gets too long. Honestly, I think I'm going to try that excel method you mentioned in the beginning. That might work for what I need. Thanks for the helpful tips!

I decided to put each family unit in to its own folder. The folders are numbered ahnentafel style and nested as per the family tree, so that anyone I pass the info onto can explore the branches that appeal to them. The file names are created using the family number, date, surname, document type, with a suffix number for multiple pages. So an example file name might be D013_18550708_WILK_C_001. Even if all the files ended up in one folder I could easily sort them out because they all have a unique file name. This format means I can search all files for a specific family unit, or a surname, date, event type etc. The events are designated A for marriage, B for Birth/baptism, C for census, D for death, and so on. I also tag the documents as you would a photo, so all the metadata for each file is preserved also. I record specific notes about the image as a caption. It was a bit of work to come up with, but it is great to now add a new record and know exactly what to name it and where to put it. The downside is my photo gallery person tag list is mostly full of dead people. DP

I liked where you mentioned Randy Seaver's system and compared the 2 and mentioned why did your own system

I mowed or less use your method to organize my files. I use RootsMagic software and, due to a hard drive crash I needed to restore a backup. I discovered that the restored backup does not retain the folder structure I had but put all the media files in a single folder. I had already begun to use file names like this: death certificate Smith John. For census I add the year after the word Census. The key too making this work has been using same word (s) to describe each document type. Sometimes I add more after the name. For a common name I might add the year. For marriage I start all the file names with the word, Marriage, and follow that with the type of document (certificate, registration, license, etc). I have never missed the folder organization and can find a particular document with ease.

I realised long ago that if I don't organise my files properly, i'm going to end up with a big mess. So my method is when get at least one copy of a document/photo for the ancestor, they then get their own folder, for example 'SMITH John 1850 - 1920', 'SMITH Peter 1870 - 1910' etc, and that document/photo and all subsequent docs/photos etc go straight to their folder. When naming the files/photos I usually try and mention the year first then say what the file/photo is about. In the case of a photo where it has multiple people, then everyone gets a copy. I have separated the main folder into paternal/maternal. My system is really about having a folder for everyone, and anything associated with them goes into it.

Because of the immense volume of both hard copy and computer file data, I’m compiling my sources in a couple of different ways. I’ve begun folders for each letter of the alphabet and separated paper documents of each surname. Within each section, I’m including birth, marriage and death certificates along with any photos of each individual within the alphabetical sections. It sounds more complicated than it actually is, so I’m creating an index of individuals as I go in an Excel spreadsheet. This data can be manipulated by me in search queries when necessary for research details. The index indicates whether there is a document or photo available for that ancestor. When completed it can be a permanent record. My data files are organized in the same manner under “Family Tree Records”. I’m enjoying the journey and this method has helped me find duplicate people in my tree and missing data. Again, I’ve created an index from a screen clip of my files from my computer monitor. Because of the great quantity of files, this helps when constant scrolling would be necessary. The indexes save me time from searching for multiple, yet similar individual ancestors. I have a small search engine now in my computer file system. It’ been a lot of work, yet great fun.

I loooove organizing... what I'm not good at is *staying* organized, lol.

This is basically the way I have been filing my genealogical records and images, and it works well on a single computer. It does need tagging capabilities for records/images for multiple people. I wondered if a photo program with tagging capabilities would work. I also want to access it remotely or on my laptop. Anyone have a solution? Have you tried using Google Photos for this?

I'm new to your wonderful videos and have been researching how others organize their media files. Maybe I'm just lazy, but creating text files, excel charts, and such would be overkill for me. Why not use Adobe Bridge (or some other software that organizes media files) for implementing key words and metadata for all your documents and keep the folder structures and file naming simple? Bridge can also batch and automate common tasks-saving gobs of time. And it can also export custom information (contact sheets and such) for others to review. As a long time user of Bridge and other Adobe products, I can't imagine a more effective way of managing gobs of media files. But then, I'm new to genealogy. And I'm lazy.

I have several top-level folders, like "DNA" or "People". The "People" folder (/people) is where I keep all records and photos. So, within /people I have a sub-folder for each surname. If I have two spellings used - example, I have Shea and Shay - by people as their appropriate name I create a folder for each. Within the surname, I create a folder for each person that I collect records for. Within /shay, for example, I have a folder called, "Shay, Jeremiah Michael 1857" that includes the surname (in case the folder accidentally gets moved), the given name, and the birth year. I have one family where the a name was used for 4 or 5 generations so the birth year helps. Within each person's folder I usually create a separate folder for each event (birth, baptism, marriage, census, death, etc) where I store all records around that event. Files are named by the date (as much as you know) followed by the main person mentioned, and the record type (just in case). I then create a text file using the same name to store the source citation, URLs, date found, my notes about interpretation or what I believe or don't believe. Writing that all down when you save the record is a little time consuming but that's when the thinking/analysis is fresh. 2 months from now I won't remember why I believe one part of the record but not the rest... or I have to stop and re-examine the record all over again. This method results in a lot of sub-folders but it helps me create a timeline for each person. Note that I usually don't create a sub-folder for a census event (or any similar situation) to note a child if there's nothing significant about their presence in the record... that record belongs to the parents.

I'm chronologically challenged. I organise my paper files in my 4 family folders by Ahnentafel couple number and then by year, e.g. "#4/5 1899" which I write on the top right of the photocopies. I used to number the documents #4/5 (1), #4/5 (2), etc. etc. as I found them so they had a unique number, but it drove me crazy when I flipped through the folders and I had someone's birth record after their death record. I organise my digital files to match by "Year-Type of Record-Name" (don't include the couple number as computer doesn't like the # and / in the file names). I love how I can click through a persons life in one folder... here is Grandpa's discharge papers in 1916, and next is Dad's Birth Certificate in 1917, there is the farewell card from Mum's workmates in 1961, followed by my baptism card in 1962.

Wouldn't it be great if everyone wrote the date on photo backs when they're new and fresh in memory? That's one of the great things about digital. I've been naming image files for almost 3-decades, and I agree with your chronological dating. I do differ on one aspect, though... When missing data, like the month or day of month, I fill in with zeros instead of truncating the date. So, my dates always have YYYYMMDD, 8 digits, otherwise they don't sort properly. I might know the month and year which might be 19681200. If not even the year is known for certain, I give it my best estimate and append with est., for estimated, e.g. 19770000 est. if my best guess is 1977. abt. would serve the same purpose. I also uses spaces in the file names. I'm wet behind the ears with regard to genealogy.

I am horrible at organizing. Right now I have four folders that I am working through (Birth, Death, Marriage and Other). Excluding the other because it is a hodgepodge of information I will start with a BC/BR or the corresponding for the file with Death getting Obits and Headstone applications as well. Then it is last, first middle for birth records. Death gets Last, First Middle (Maiden) and Marriage is Male Last, First Middle and Female Last, First Midden (Maiden if needed). I really should add dates especially for those with children or cousins with the same name. And I should go to work on labeling files. I have a bad habit of downloading a lot (while at home) while researching and then needing to go back and label them.

I probably over-complicate my research by having a series of folders for various general / generic documents from various sources, for example historical directories, maps, news articles, etc. For my family tree research, I have 2 folders, one that contains copies of registration certificates, which contain valuable information about witnesses, ministers, etc., and the other for family records. Each of these 2 folders contain Single-Surname sub-folders; within each sub-folder, I make folders for each type of record, birth, census, death, etc., separating copies of originals from transcripts. Typical file names are: ENG 1939-09-29 First Name, Last Name, for a Census (IRL, CAN, USA, etc.) PR-B 1881-03-17 First Name, Last Name, [Mother's Maiden Name], for a Parish Record - Birth; or SR-D 1812-03-12 First Name, Last Name, [Age], for an Irish State Record - Death. I have other folders where I have drawn a timeline series of 4-generation trees using MS Video, and another folder where I have drawn a series of 4-generation family trees alongside a family timeline table for the marriage pair. The timeline lists all events between birth of the first marriage partner until the death of the oldest surviving marriage partner, including occupation, address and source document references. My family didn't have many photographs although I do download as many as I can find in the various family trees of other researchers, which latter I label with similar information where known plus Source and Original Owner.

I Made a folder Genealogy, with sub folders - paternal, maternal, then individual folders for each person using a naming convention of surname name birth yr spouse surname, then I just dump everything about that person in the folder. Name jpegs as appropriate. Ie: 1900 Census Polk Mo Alex Wiley,. Since many names, (what is so special about John or William or the presidents names?) repeat, I backtracked and started adding birth year to delineate after a bad merge. Been working for four years have 2600 folks identified. Survived a laptop death, keep external backups!

this is great for pictures but what about vital records organization?

I have a folder for genealogy with subfolders, other than that I use Rootsmagic

I org my digitals close to the way you do except location is more important after name than date.

I had to laugh at book creation as I'm hauling carloads of documents photos and digital media from my mother's condo to organize... Heck just her mother's 11 siblings with spouses and kids with their spouses would be a mini library and that's just one generation back... She's done 15 generations and no organization of her research save her written conclusions.

I don't have any photos, so for my documents I use the "family folder system": One family, one folder, but the only families with folders are the ones of my direct ancestors with their sons and daughters. So: even if my great great aunt is married, she is still with his father and I include marriage record in the same place as BR and DR. I was looking for something more precise, but now I think is not necessaire, because I can find anything I want easily and I do not repeat any document. I put two zeros before the father and mother's name to be sure their records are in top of the folder, then the childs with a number (the number of child he or she is) to keep track of all their records in the same space. Their sons and daugters are preceded for a "z", to keep on the bottom. After this simple code, I put four capital letters of the last name, the name, sometimes a year of birth to keep track of siblings with the same name, and finaly the code for BR, DR, MR... In adition of that, I have an Excell document with all the data, links to the documents I get (if I need to check out anything else later), to check at one sight all the info I have for all of them. And, of course, the tree in Family Tree Builder.