Using the Computer for Genealogical Research
By Harry Liggett
Have
you thought of all the ways you might use your computer for genealogical
research?
There are
five basic classes of software for your computer which are used in genealogical
research. They are (1) the genealogical program (2) word processing
(3) database managers (4) communications and (5) graphics.
Here are
some ideas on how each can be used.
GENEALOGICAL SOFTWARE
The genealogical
software permits you to record information on individuals and families
and to tie family lines together. You can enter notes, photos, and
the sources of your information and produce ancestor charts, descendants'
charts, family group forms and sorted lists.
The genealogy
software also permits you to keep separate data on those not yet identified
as members of your particular family line.
WORD PROCESSING
CORRESPONDENCE: The biggest use of your word processing program probably
will be for correspondence. It is important to be able to find a
particular letter later. Most programs have directories and search features
so you can call up all the letters you have written on a specific
surname or letters you have written to
a specific individual since a certain date. It is a good idea
to number letters to each individual as part of the file name [Example:
JONES.003] so you can find them easily.
INFORMATION SHEETS: When you write those letters, you don't have to repeat the same information every time. You can have an information sheet which states the basic information you are seeking on a particular surname and briefly outlines your problem. The sheet can be printed each time and changed where needed. Keep all of your master queries in one directory, so that when sending E-mail, you can insert the information by copying and pasting. Macros also can be used for automatic insertion of text, dates and closing paragraphs.
FAMILY HISTORY & INDEXING: The word processor can be used for writing and indexing your family genealogy. It also can be used for newsletters and publications. It can be used for keeping documents such as wills and obituaries. Indexing and sorting features can be used for many projects.
RESEARCH JOURNAL: Separate files can be kept for each surname in a dated journal of research you have done. Some genealogy software also provides a research journal.
LOG: A nice little feature you can use to log all of your research activities is found in the Notepad software included with Microsoft computers. Call up a new page type a period and then, in capitals, the word .LOG. and save the file by whatever name you choose. The next time you open the file in Notepad, the time and today's date will be listed so all you have to do it type in the information.
COMMUNICATIONS AND MAIL PROGRAMS
If you have a modem and communications software, you can enhance your genealogical search--especially on the internet. Much information is available elsewhere on web browsing. Managing your bookmarks or favorites is important. You should have categories such as genealogy, government, news media, religious, others so you can find the bookmark easily. Organization also is very important in your e-mail program. You should have mailboxes for each surname, one for messages you should reply to immediately and any other categories which well help you to stay organized. At least once every six months it is a good idea to download the messages from a mailbox to a CD so you can save all messages on every surname. Some e-mail programs have "stationery" files you can paste into messages so it is easy to provide information. If not, you can keep a floppy disk with information files to be used in communications.
EXCHANGE DATA: You can communicate with others by e-mail to exchange information. You can also go to their web sites to download data or text files. You can join surname for regional news lists and search genealogical web sites.
QUERIES AND INFORMATION: You can use the Internet to read genealogy news groups, participate in regional or specific surname lists and search the increasing number of online resources.
OBTAIN HELP FILES: You can download genealogy software programs and information files on genealogy from many web sites.
LIBRARIES:
Many larger libraries now have web sites or provide dial-access to their
card catalogs. Recently many libraries have added a feature called "Ask
a Librarian" and will answer brief and specific queries. Often an
e-mail request to a library for an obituary will result in the library
sending a copy of the obituary to you. Always include your postal
address in such queries.
DATABASES
Databases
have many uses.
ADDRESSES: Your genealogy program is a database program itself, but you will have other uses for databases. The first database you might think of is for names and addresses. A good address database should list the e-mail address and also allow you to sort out your correspondents by surname. It is also nice to have the date of your first correspondence and other notes.
SURNAME DATA: For keeping data that you do not want to add to your genealogy software program, you might want to set up surname data files. Many genealogy data programs do not allow the entry of the kind of information you might like to keep. You can set up your own databases in Microsoft works, Excel, Paradox, QuattroPro or others to keep census, cemetery and many other types of information.
CHECK FILE: An important use of a database can be for a card check file. Anytime you think of something you want to check the next time you go to a particular library or courthouse, make an entry in this database. The next trip you make, you can print out the information you want to check.
QUERIES: Another database might be used to keep a check on all the queries you have placed in newsletters. What did your query say in the newsletter last year? If you belong to a number of genealogical societies, you might want to keep a record of membership fees you have paid and queries submitted.
BOOKS: You also will use a database of books and other references. Create the database to allow you to sort out the books you have in your own collection, the books you will ask your spouse to get for your birthday, books you have already checked at the library and books you still need to check. Books already checked should indicate whether you found nothing or whether you entered information from them in your surname database. List the name of the library and call number on all books. This database is important to tell you what research you have done.
INFORMATION SOURCES: Where do you write to get information on land records? What kind of form do you use to get information? A database on sources can keep that information. It also might tell you where to get certain kinds of information or what kind of information is available from a particular source. If you choose, this could be included in your address database.
ACCOUNTING: Somewhere, either in a database or word processing file, you should keep an account of the money you have spent on your genealogical research. It is especially important if you do any research work for others for a fee.
GRAPHICS
There are several kinds
of software and hardware you need for good genealogy. A scanner
will allow you to save photographs, charts and old records.
Add software such as OmniPro for OCR (optical character recognition) and
you can translate printed materials into text files for storage and manipulation.
A photo editor such as Adobe Photoshop will allow you to edit photos,
change formats and add captions or identification. Graphics programs
such as Paint Shop can be used to improve the appearance of any of your
work -- but especially for publications. There are inexpensive programs
for desktop publishing which do a satisfactory job. Graphics are
good for map making or to show cemetery lots, or even to graphically illustrate
an ancestor chart.
Search for "genealogy clip art" on the
web. If you want your own web site, a program such as Front Page
or a combination
STORING AND INDEXING: Each
time you scan a photo you should have some means to identify the
person or persons in the photo. Adobe Photoshop will permit you to
type a caption just below the photo while other programs provide an index
for identifying the photo. Try to use a filename that will allow
you to quickly identify the photo. Since longer file names are now
possible it is a good idea to have a name like JonesJoe040303 which tells
you
it is a photo of Joe Jones taken 3 March 2004. It is best always
to save the photo in a tif file for better reproduction. If you plan
to e-mail a photo or use it on a web site you should make a copy in jpeg
format. When printing photos it is a good idea to set your
printer for a slower speed for better quality. You should to have
a folder or CD for photos and documents for each surname. You should
keep each photo on two separate CDs so you will have a backup. Text
documents again should be saved separately with a folder or CD for
each surname. You should have a file stamp at the bottom of each
document stating when it was created and where it is stored. Example:
Created 3 Mar 2004 and filed as JonesDivorce0403.doc in Jones Documents.
If you keep a printed copy of the document in a notebook, for instance,
you will always know where to find it on disk and when it was created.
Provided by: SUMMIT COUNTY CHAPTER, OGS
P O Box 2232
Akron OH 44309-2232
e-mail: SummitOGS@ald.net
Last modified April 1, 2004
Copyright ©2004 Summit County Chapter OH Genealogical Society. All rights reserved.