File Organization from a Scattered Mind's Point of View

How did I Start?

After writing this blog post over 3 years ago, I thought I'd share how my system has been set up and how it is working.

I opted to set up my files by file type

My Files list

I love my system, it is simple and easy to find any record.

 

• the list of folders (no additional folders "nested" inside each other)
• a simple naming convention, and I utilize the metadata in file explorer (I use windows, but apple has a file explorer too) 

file naming convention and tags

I love that the metadata (tags) are searchable in file explorer, so I can search for a year (1872) and I will get all files with 1872 in the file name or in the metadata tags.

I created a few videos about tags, on you tube.

Win 7

Win 10 part 1

Win 10 part 2

I have tried other systems and could never remember how the system worked, and had to keep going in to see how things were filed, named, and what folder to put each file in, based on the person's name.

Happy Hunting!!!

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(Originally posted back in 2015)

How do I Start? 

After reading others blogs and comments on Facebook about sorting and organizing one's files (both electronically and paper copies) I'm still trying to sort it out in my mind!  See I'm so organized, I feel & look disorganized....at least that is and has been my excuse.

What I've seen and heard is

• Sort by Family name
• Sort by Person
• Sort by Family group
• Sort by document type
• Sort by year

My problem I see the pros and cons of all the systems.....Aggh calgon take me away!!! 

So as usual, I know what I don't want, but not sure of what I want. And what I don't want is a lot of nested folders inside folders inside folders.....So is my answer to make a list of what I don't want, and eliminate those systems that have/enable those qualities and then pick from the rest?  Or do I use the capabilities of the pc (paper has no capabilities, it just lays in a file folder) and use shortcuts to place links into the electronic filing system where it needs to go?

Decisions, Decisions!?!?!?!

After careful thought and dreaming about the system I want....(does any one else do this?) I believe I have a beginning plan....

Paper files by type (Federal Census, marriage, death, birth, christening, land, probate, etc)

Reasoning: less files, and easy to find a file when needed.

Computer files: originals filed like paper files, shortcuts filed in folders by family name, then given name

Folder Smith

      Sub folder John

      Sub folder Mary

Do Over -Week one Round 3

This week starts the third round of the Genealogy Do- Over.

The Do- Over is where you look at how you have been researching, your habits both good and bad, and the research documents you have.

Each week you have a list of "to do" items for you to think about, review, then evaluate how you can make the items more effective in your research.

A foundation is always the most important thing to establish so I decided to create a webinar to help us understand why designing the filing system is paramount before adding/renaming and filing our documents and photos for our genealogy proof.

Feel fre to have a look at the webinar, as it also will apply to any organization task you set out to "do over"

https://www.youtube.com/watch?v=ZIz0y_9f0L4

File Organization from a Scattered Mind's Point of View

How do I Start?

After reading others blogs and comments on Facebook about sorting and organizing one's files (both electronically and paper copies) Im still trying to sort it out in my mind!  See I'm so organized, I feel & look disorganized....at least that is and has been my excuse.

What I've seen and heard is

• Sort by Family name
• Sort by Person
• Sort by Family group
• Sort by document type
• Sort by year

 
 My problem I see the pros and cons of all the systems.....Aggh calgon take me away!!!  So as usual, I know what I don't want, but not sure of what I want. And what I don't want is a lot of nested folders inside folders inside folders.....So is my answer to make a list of what I don't want, and eliminate those systems that have/enable those qualities and then pick from the rest?  Or do I use the capabilities of the pc (paper has no capabilities, it just lays in a file folder) and use shortcuts to place links into the electronic filing system where it needs to go?

Decisions, Decisions!?!?!?!

After careful thought and dreaming about the system I want....(does any one else do this?) I believe I have a beginning plan....

Paper files by type (Federal Census, marriage, death, birth, christening, land, probate, etc)

Reasoning: less files, and easy to find a file when needed.

Computer files: originals filed like paper files, shortcuts filed in folders by family name, then given name

Folder Smith

      Sub folder John

      Sub folder Mary

Setting Goals the SMART way

Goals---Be accountable

While on my quest for my Genealogy Do Over, I came across Miriam J Robbins' blog post about how to set goals.

It is called SMART goals.  After reading the blog, I am going to use the process not only in my genealogy reboot, but also for other areas in my life, like work, other projects, and in general.

I haven't yet searched for "Smart goals" on the internet, but it is on my list of things to do.

Smart is basically an acronym for

Specific - Just "getting organized" isn't specific enough. It doesn't tell who, what where, when, or why you are getting organized.

Measurable - It has to be measurable to determine if you are still on track, and how you are progressing. Here is where you want to define the how of your goal.

Attainable - Can you use your abilities and skills to complete the goal.  Miriam shared these links if you are challenged in any areas. 

•  create an effective filing system
•  a book on courthouse research, 
•  webinar on probate records

Realistic - Is your goal obtainable with the resources you currently have?

Timely - Set a completion date, or the when of the goal.

Remember habits take around 21 days to be formed.  Try setting a calendar alert on your phone or on your email until it becomes second nature to work the tasks for your goals.  

Cozi is a great free app for your phone to set up calendar events for the whole family, which is great to make sure you don't have any conflicts.

One Note organization

 One Note

Here are some images on how I currently have my one note system set up.

The first one is of the blank files some one posted on our face book group.  I saw them while on my phone, so I sent them to one note, ( I have an "inbox" notebook, that collects all my sends as a separate page.)  At the end of the day, I go into that notebook and sort/move the "pages" to the correct notebook.  ( I currently have about 8 notebooks, on things I am working on.)

My Genealogy Note Book in One Note

The next page I want to show you is the weekly topics page.  This way I have them if  I can't get to the site or if I'm working offline

 Genealogy Do Over Weekly Topics