Ancestry Magazine

The best ways to preserve your data for posterity.

Computers have supposed strengths. They search quickly through large amounts of information, store documents to be modified or printed, and even organize the all the minute details of an ancestor’s life–a task difficult with paper and pencil, and hopeless by memory alone. Why, then, do those of us with computers seem to have more office clutter than our "analog" counterparts? The typical genealogist’s desk is littered enough without adding computer printouts, a keyboard, mouse, and about a hundred floppy disks.

A computer naturally lends itself to order and consistency–it’s the human element that provides the chaos (hence the popular computer phrase "garbage in, garbage out"). The truth is that proper digital document management is an acquired habit, just like organizing files or keeping a clean desk. Though a computer is supposed to help you deal with lots of information, without a thoughtful system, it can just as easily be an obstacle to an efficient and workable arrangement. Try to keep the following tips in mind when using your computer.

Hierarchical Storage
Today’s major computer operating systems–DOS, Windows, and the MacOS–provide the ability to store data in logical groups called directories. These directories are often represented as electronic file folders, each containing important digital documents. Feel free to create as many of these directories as are needed. As further subdivision warrants, these directories can also be nested one inside another, forming a hierarchical system. Genealogical information about your Kentucky ancestry, for example, might be stored in a different location than that concerning your ancestors who immigrated from Poland. The goal of grouping your data files together in this manner is to c reate an organization in which related files are found in the same place. (To a computer, related files need not always be in the same directory, but it sure helps us people when looking for the information we need.) Attention to Details
The more explicit you are in the description of your directories and files, the better. Though some computer programs still limit the number of characters that can comprise a filename, most now allow longer and multiple-word alternatives. Why name a word-processing file "WALTWWII.DOC," for example, when you can name the file "Walter Gehring’s World War II Experiences.doc." The same principle applies when labeling floppy disks, tape cartridges, and the like. A disk labeled simply "GEDCOM," "NOTES," or some other vague phrase requires you to view the files it contains on your computer before you can understand its contents. When space permits, list your name, a descriptive title or list of contents, file format, date created, and so forth. Maintaining a Proper Back-up
Anyone who has lost important data files can testify to the importance of a back-up. Hard drive crashes, lost clusters, and data corruption are not altogether rare events. It is important to schedule a regular time for creating a copy of your important files (frequency depends on how often new data is added to your file) and to store that data in a reasonably safe place. One certainly would not want to back up important information on another directory on the same hard drive or computer, as a system-wide failure would destroy your back-up, as well as the originals.

A good method of back-up is to place your files on a removable tape or floppy disk, and then store these items in another room in the house, or off your property completely. Some enterprising and service-oriented genealogical societies and family history centers sponsor a service whereby patrons can store their personal back-ups on the premises in a special cabinet or drawer. In any case, remember that these disks and tapes are also susceptible to damage. Keep them away from fluctuations in temperature, dust, moisture, or magnetic fields generated by televisions, speakers, clocks, etc.

Keeping Up With Progress
Due to the rapid pace of technological advances, computer hardware and software tends to change and improve every few years. Unfortunately, this means the devices and programs of yesteryear often no longer function. You must upgrade your system to become "compatible" with the status quo. As this involves considerable expense over time, you should pay close attention to the types of programs and hardware you buy. It is rarely possible to predict the life span of a particular product, but larger companies with industry clout generally have more stability. With computers, even the most popular media may be tomorrow’s useless junk. Five-and-a-quarter-inch floppy disks, Bernoulli cartridges, waferdisks, WORM drives, and even punch cards are all good examples.

Ironically, the longest practical data life span may be achieved by printing your genealogical information on good, acid-free paper. Though it certainly has its limitations, paper is portable, needs no machine to make it legible, is universally available, and is relatively cheap. In a way, publishing your genealogy (on paper or electronically) may be the best back-up of all, as copies of your hard work are then distributed to hundreds, or even thousands, of others.

As with many things, a little forethought will go a long way. But don’t overdo it. Digital organization should not be an end unto itself. Properly used, a computer is a finding aid, an extra brain, a calligrapher, and a helping hand. Simple and sensible methods will be wonderful allies in the long run, and–who knows–they may even cut down on your desk clutter.

Jake Gehring holds a degree in gen ealogy and family history from Brigham Young University and is the editor of Genealogical Computing quarterly journal.