Preserving Your Records – Do It Now!

June 1982 Flood, St. Petersburg, Pinellas, Florida

Was watching the news and saw a drone image of the Shore Acres neighborhood of St. Pete., Florida after Hurricane Idalia went through. Looks like my old stomping grounds flooded again.

The photo above is me with our dog, Misty. The flood was unexpected and not due to a hurricane, though hurricane season had begun. It was the result of heavy rainfall and a high tide. Luckily, the water stopped before entering our home.

Hurricane Elena, September 1985

We weren’t so fortunate three years later when Hurricane Elena decided to sit offshore for two days. We lost all furniture (shown above) except for the crib, which was on high casters, and our kitchen table and chairs which were made of solid wood. Every appliance was shot – refrigerator, stove, dishwasher, washer, dryer, water heater, and air conditioner. All the flooring had to be replaced. So were the baseboards and lower part of the wallboard. That meant walls that had wallpaper had to be all redone and other walls needed to be repainted. A window had broken when a branch hit it, letting water in, and slashing the drapes. The wind whipped through the house and knocked mirrors and pictures off the walls. We had no phone or electricity for 3 weeks as we had to let the lines dry out. I don’t even like to think about the yard cleanup – dead fish, snakes, and insects hiding under the sea grass, branches, and assorted debris blown in from who knows where.

The pic below is from a different storm, Hurricane Frances. By then we had moved to Tarpon Springs. Our home was spared but a large branch of an old oak in our backyard wiped out our neighbor’s fence as it fell. Insurance didn’t cover it so we took turns with the chainsaw to cut it up, and lug it to the front, for the city to pick up. They weren’t really happy about it, either.

11 Sep 2004

My heart goes out to those who are rebuilding once again. As I mentioned above with Elena, Idalia didn’t even make landfall in the Tampa Bay area but it caused widespread damage there. That area is overdue for a 100-year storm which makes the likelihood of another disaster on the horizon increase.

I’m not trying to invoke fear; I’m trying to point out that one day the big one will arrive.

If you don’t live in Florida don’t get a smirk and think this doesn’t apply to you because it unfortunately does – fires, floods, tornadoes, derechos, hail storms, snow storms, and the list goes on, can affect you wherever you reside.

If you haven’t already planned for preserving your records you must make that your priority.

I’ve blogged about it previously and now would be a good time to review that.

In an emergency, you aren’t likely going to have time to collect and save all your items. Sometimes, all you can do is grab your keys, wallet, and phone.

Rebuilding after a loss is stressful, exhausting, and mentally painful. There’s so much to do it’s hard to know where to begin. Genealogy is not going to be your priority.

Now is the time to make sure your genealogy collection is preserved.

If you have already scanned your documents check to make sure they are all preserved. Read this blog to see why and this one to get them organized. Need help on using the Cloud? Here’s how.

Sure, things can be replaced but your lifelong work of collecting photos and records would be lost. Take the time NOW to digitize. From someone who has experienced too many hurricanes to county, you’ll be thankful.

You’ve Scanned – Now What? More Genealogy Organization Tips

Courtesy of Google

You’ve successfully scanned all of your genealogical research and are quite proud of yourself. Definitely pat yourself on the back because you’ve accomplished a task that is mundane (as you’d rather be researching), frustrating (when the hardware glitches) and at times, confusing (should I keep the paper or should I recycle it?!).

I hate to break it to you but you aren’t done. Here are the next steps to think about:

  1. Where have you stored the scans? If the answer is on your desktop or computer hard drive then you must think of a backup location. If your computer fails your work was all in vain and you’ll really be upset if you’ve thrown away the originals. I have saved it to a Cloud and to a stand-alone hard drive. I intend to copy the files to two other stand-alone hard drives and distribute them to my adult kids. Why? If the internet goes down and I can’t access the Cloud and my hard drive isn’t working, then I can “borrow” the secondary drive from one of my kids. If this sounds paranoid to you, think again. When a tornado, hurricane, or wildfire hits there often isn’t time to take everything important to you. You may be seeking shelter in a location with minimal internet. When the world is tumbling down I sometimes retreat to my genealogy. We aren’t the only ones living in troubled times, your ancestors did also. Having a backup to a backup is sensible and may lessen your stress level. The cost is minimal for peace of mind.
  2. When do you backup? I’m thinking December holidays and Mother’s Day the kids can bring their hard drives back and one of my “gifts” is that they’ll backup their devices to mine. Remember, you’re never finished! You’ll be adding files as you continue researching so you want all your backups to reflect your newly added finds.
  3. Wouldn’t it be easier to save to a stick? Sure, if you don’t have a huge amount that is a good solution. I have stick issues. Seriously. I was cozying up in my favorite armchair with my laptop and the cat jumped up on me. As I tried to adjust the laptop with the cat on it the stick hit the side of the chair and bent. I couldn’t retrieve anything. I took it to a computer repair place and was told they couldn’t get the data, either. I tried another place, nope. So, if you don’t have cats you may be okay with a stick but for me, I only use them when I travel to give a lecture. I also tend to lose small objects. If you don’t have those problems you’re fine with saving to a stick.
  4. Help, how do I find the info I scanned? The key here is how you named your file. There are many different organizational tips so you have to find what works best for you. Many people save by date. For example, it’s a marriage certificate from 1888. With this technique, the file name would be 1888.Marriage Certificate.Samuelson Family. This method allows you to save in a timeline fashion with little need for folders. Personally, this wouldn’t work for me as I have too much stuff! I’d be scrolling down to the year and then zeroing in on the item and then the person. When I’m researching I tend to think first of searching by the individual and unfortunately, we’ve got a zillion family members named George! I made a folder for each individual by last name dot first name middle name. That helps me differentiate my same-named folks. I also use Jr. or Sr. if it’s appropriate and added a birth year and death year in a few cases. All the scans for that particular person are saved in that folder. Example: Harbaugh.George Frederick.Marriage Cert. I don’t need the date because I have timelines for my people. If you use any genealogy software (RootMagic, Legacy, etc.) or an online program (Ancestry.com, MyHeritage.com) you’ve got the timeline built-in. To find an item I just need to open the folder with the person’s name and scroll down. Cloud storage often has a search bar so I can type in “marriage” and the files in that folder that contain the name marriage will magically appear.
  5. What do I do with the info that I want to save that isn’t necessarily for one individual? I created a file folder of a few surnames, such as Leininger Family. This is where I keep scans of documents that I’m not sure belong to my line or not. I also included geographic and historic info I discovered about the place where the line resided. My Leiningers emigrated to Ohio and then moved on to Indiana. If I have an article about researching in Celina, Ohio, I would save it to the family surname folder. This is my catch-all for all those hints we discover but aren’t sure if they are meaningful or not. I also have files for lecture syllabuses saved by lecture title.presenter.organization. This way I have additional research ideas to consult readily without having to dig through a mound of paper.

Next week, I’ll discuss Cloud options.

Genealogy Cleaning Hints

Since returning home from vacation, I have been on a genealogy cleaning spree.  Although I hadn’t planned for this, I discovered a few days before I left that I really had to make it my priority when I returned.  While packing, I was frantically looking for items in the closet when I got hit in the head by falling journals. Ouch!  If that wasn’t a wake up call I don’t what would be.

Cleaning is not fun but the results are wonderful!  I have also been fortunate that the heat index has been in the extreme and when the temperature drops, it’s pouring.  With both of those curtailing my outside activities, I hit the office closet first for a redo.  Because I live in an area prone to hurricanes, I keep records in either plastic tubs that I can quickly transport to the car when we evacuate, or in binders high up on a shelf.  The binders contain vitals by surname and though they would be a loss, the original exists safely elsewhere with a scanned copy I placed online, on my computer and backed up on a portable device. I’ve tried various organizational methods but found this one works best for me.

Recently, I switched my journal and magazine preferences to online only; no point in killing trees when I can access and read the articles anywhere.  I decided to donate my saved hard copies to my library.  That helped clear the shelf and gave me more space to acquire more vitals!  (Family eye rolls here). 

I also keep office supplies in this closet so it was a great time to take an inventory.  I made a list of items I’m getting low on, such as labels, that I can acquire at sale prices hits.

Once the closet was done, I tackled a file cabinet I use for business projects.  I updated my portfolio of work samples to include recent projects and replenished forms.  I don’t keep many copies of forms but I like to have a few available in case the printer is down or electricity out.  (In my area, the electricity goes out frequently – 3 times in the last 5 days due to severe electrical storms.)

I then tackled the electronics which was the least favorite part and took the longest of this process.  I started with thumb drives.  I have a lot of them and I decided I really needed to go through and make sure that I had saved to the appropriate place.  After checking that I had, I deleted the files from the thumb drive so I have a clean one to use on my next research trip. 

Actually, looking through the drives was a wonderful walk down memory lane.  I discovered several drives that held a probate record from colonial New Jersey that is the only record that shows two generations of Duers connected.  The reason I had the document on different drives was because of unusual events at the time I discovered the document’s existence.  I had been researching at a local library a different ancestor when I struck up a conversation with another researcher who was working on DAR lineage paperwork.  I mentioned my desire to prove the Duers and she brought up the document – she had remembered the name as she was working on a different New Jersey family from the same area.  It was the first time I had known of this document’s existence and I copied her copy to a thumb drive but she did not have the complete document.  I then began my search for the original which wasn’t on FamilySearch.org but was available at LDS sites.  Of course, the nearest LDS Family History Center to where I was would close in a few minutes so there was no way I would get there in time.  The next day, I grabbed a different thumb drive and drove to the site, found the record and thought I had saved it all but when I returned home discovered one page was missing and oddly, it was the page she had missed.  That meant I had to return and save again.  A few days later I was back and again resaved.  I was so paranoid I brought the page up twice from the thumb drive before I left to make sure it was saved correctly. Even though it appeared at the LDS library, it disappeared by the time I got home.  This happened before clouds so thumb drives were the best option for saving. Hubby suggested that maybe something was wrong with the thumb drive so I grabbed two others and we headed out, in a violent thunderstorm, to another LDS site much further from our home as that was the only one open.  The volunteer said he was about to close as he didn’t think anyone would have ventured out in the inclement weather.  I again located the document and this time, saved it to two different drives.  For whatever reason, it saved correctly and I was able to open it when I returned home.  Now on this cleaning spree, I deleted them off four different drives.

Next, I cleaned my download file on my computers, then cleaned the desktop.  Next, I went on my three clouds and placed documents I had saved over the past year into folders.  I then logged on to various organization to which I belong and downloaded and saved syllabuses for workshops that interested me but I hadn’t had time to attend.  I plan to review them and watch the saved webinars if I needed more information.

This was followed by cleaning up my email account.  I sent some follow up emails regarding projects that I haven’t gotten responses from in the past month and put mail I was done with in the appropriate folder.

I was feeling quite proud of myself so I went on to perform updates, which I hate doing because I’m inpatient of the time spent and the possible problems that result; for some reason, updates to our printer sometimes freezes the computer.  While doing the updates, I realized I had neglected updating several of my tree software programs as new versions were available.  All was well until I remembered that Roots Magic was linked to Ancestry and I hadn’t bothered to update changes I made to Ancestry in the past year.  I almost had a heart attack when I clicked “Only show changed people” on Roots Magic.  On a positive note, I was able to see how much progress I’ve made in my family tree but on a negative note, my goodness did I have a lot of work ahead of me to get the files saved to my personal computer.  I seriously considered just redownloading my entire Ancestry tree but I knew with all the media I had, it would take at least a week as it had the first time I did it.  I worried that the program would crash, especially with the electrical outages so I opted to painstakingly go through every individual and update.  The majority of my cleaning time was completing this project. but I think it was worth it as I’d be crushed if something happened to my online tree at Ancestry.  Having a backup, with all the media, is vitally important to me.  Having it saved in numerous places is also worth the effort.

I am happy to report that I am ready to return to researching, my true love.  I can’t wait!