Does your computer desktop resemble your real office desk? Is it covered with digital folders and files? For those of us who grew up with note cards and file cabinets, the urge to save multiple copies of documents can be a habit hard to break, and we may be doing the same thing on our computer desktops that we do at our physical desks. How many digital copies do you really need to keep?
Computers are great for processing information and filing and archiving stuff, but to efficiently store and retrieve information, you have to play by the rules. The good news is there are only four steps to an organized computer hard drive:
In this chapter, we’ll work through each step to help you become a more efficient and effective computer user. Resources will point you to software and hardware solutions.
The first step toward an organized computer is to purge your old files. Start by cleaning up your computer desktop, then work your way through your loose documents, reestablishing order with your digital files. Use this checklist as a reminder to help you master the chaos:
Deleting files only moves files to the Trash or Recycle Bin on your computer. The Trash has to be emptied for the files to be permanently deleted. On a PC or Mac, right-click the Recycle Bin or Trash icon and select Empty Recycle Bin or Empty Trash.
As you tidy your desktop, and organize your computer folders, take time to consistently name any unnamed or new files. Don’t feel like you need to rename everything right now, but make it a habit as you go forward to consistently use a naming scheme that is easy to remember. The following file-naming conventions are commonly recommended by document records agencies:
Avoid special characters in a file name: \ / |[ ] { } < > : ; * % , @ #
Use underscores and dashes instead of periods and spaces. Punctuation and spaces have a special purpose when used in a file name. Periods tell the computer program where the file extension begins. Spaces are interpreted as %20. For example, the file name turner marriage.doc will appear online as turner%20marriage.doc. Preserve the meaning of your file names by avoiding punctuation and using the underscore and dash characters in place of spaces.
Keep file names short. Some operating systems limit the length of file names; the URL will be included, making the total file name longer. Use consistent abbreviations if necessary to keep file names short. Use standard two-letter abbreviations for states and months. Develop your own surname and name abbreviations if your family names are lengthy, but remember to use these abbreviations consistently.
Name files to stand alone. Files are frequently copied and moved to other folders, or transferred between users and systems. Give your files a name that will stand alone without relying on a folder name for meaning. For example: turner-susan_marriage_1962.doc is a better file name than: susan_marriage_1962.doc (filed within a Turner folder).
The second file name is fine as long as the file remains within the Turner folder, but when it is removed from the folder, it might be confused with other similar files from other folders.
Format dates consistently. Whether you place dates at the beginning or end of the file name, use a consistent format. YYYY_MM_DD or YYYYMMDD. YYYY is the year; MM the two-digit abbreviation for the month; DD the two-digit abbreviation for the date. Using this order allows the file to be sorted chronologically in year, month, date order.
Manage multiple versions with version numbers for changing documents.
For notes and documents that go through various versions, use the letter v to represent version number and add a two-digit number, v01, v02, etc.
This allows the file name to remain the same and keep all versions together and sorted numerically. Avoid using words like old, new, revised, etc. The exception is using the word final to indicate the last and final version of a document; use the word singly without a version number to easily locate the file.
Use standard file extensions for multiple copies of a file. This is especially helpful with image files that require different formats for different uses. It is important to keep the same base file name so that the files remain together in sorting and searching. Allow the file extension to help you differentiate between files.
The scanned image of an archive document may be named: kinsel-arline_1906_teen.TIFF. When this file is converted to a JPG image for use in a digital album, it can be named: kinsel-arline_1906_teen.JPG. The same file, reduced in size for a Web page or edited for a blog post, can be named: kinsel-arline_1906_teen_web.JPG; kinsel-arline_1906_teen_web-edit.JPG. By appending any necessary information at the end of the file name, the files will remain together as a group.
Be consistent. Whatever file-naming scheme you choose, stick with it.
My file-naming scheme has four parts, each separated by an underscore, plus the file extension; I use a dash to separate words within each part: name_date_place_item.file extension or surname-firstname_yyyymmdd_state-place_item.ext.
For example: kinsel-arline_19021030_co-pueblo_play-cast.jpg.
My preference is to use all lowercase characters. I add version information at the end of the file name to help identify different kinds of files, for example, this is the file name for the Web image: kinsel-arline_19021030_co-pueblo_play-cast_web.jpg.
I try to keep file names short and consistent, and use all lowercase letters. I also use underscore and dash characters in place of spaces. The file extension tells me if it is a photo, PDF, movie, or document.
This scheme is extended to working documents by exchanging the date and identification for a document title: kinsel-arline_research-notes.doc. For more general documents, use a similar name and title scheme: ngs2013_research-plan-lecture.doc. Add revision numbers as necessary to track changes and updates to your work.
Use a file-naming scheme that works for you, and remember to be consistent.
When I first started working with my grandmother’s archives, my scanning time came in bits and pieces often separated by weeks or months. I had a hard time remembering my file-naming scheme until I made a simple one-page poster and tacked it above my computer.
Source Document File Names
name_date_place_item.file extension
surname-firstname_yyyymmdd_state-place_item.ext
example: kinsel-arline_19021030_co-pueblo_play-cast.jpg
example: kinsel-eb_1920uscensus_ks-atchison-grasshopper.pdf
Research Document File Names
subject name_item.doc
example: kinsel-arline_research-notes.doc
General Genealogy Document File Names
subject_item.file extension
example: ngs2010_research-plan-lecture.doc
example: ngs2013_syllabus.pdf
Organizing computer files and folders doesn’t have to be confusing or complicated. I’ve found that the old scout motto “Keep It Super Simple” is generally good advice when it comes to organizing most anything, especially computer files.
Software designers know how people work, which is why they design several folders as part of the structure of your operating system. Whether you use a PC or a Mac, start by using the folders already set up on your hard drive: Documents, Movies, Pictures, Music. Keep things tidy by dropping new files inside the appropriate folder for easier backups and faster searching.
Create subfolders inside your main folders to further organize your projects. Here are a few ideas to get you started with your genealogy files:
Fewer folders mean fewer places to look, and fewer steps when saving other computer files.
I like to keep things simple and lean, and use my computer searching ability when I want to find files. Here’s a peek inside my Genealogy folder, located inside my main Documents folder:
Genealogy
Correspondence
Database Files
Gen Finance
Gen Projects
Military
Places
Research Resources
Surnames
Brown
Chamblin
Child
Kinsel
Kinsel Notes
Kinsel Bible
kinsel-arline_1902_school.jpg
kinsel-eb_1900_mo-jackson_census.pdf
kinsel-eb_1920_ks-johnson_census.jpg
Levenick
Mathewson
Files about specific surnames are placed inside the family surname folder; the computer sorts and groups names together. Subfolders help group many documents related to a particular record. For example: In my Kinsel surname folder, two subfolders hold relevant files: Kinsel Bible record pages and Kinsel Notes for research notes, timelines, and transcriptions.
I can quickly scan the computer file listing to find other records, such as census files or school photos, without tedious searching through nested folders. Fewer folders means fewer places to look, and fewer steps when saving other computer files.
Your computer filing system, like your paper filing system, is only successful if you can find the files you store. Fortunately, performing custom searches is one of the tasks that computers do best. Both PC and Mac operating systems include a built-in search feature; learn to use it and start saving time now. Microsoft Windows XP and Windows 7 Users can use Search <www.support.microsoft.com>. Mac Users can use Spotlight and the Finder’s Find <www.apple.com/support>.
A computer backup is nothing more than a duplicate copy of a file. But, copies stored in the same location as the original don’t protect against disaster. If your hard drive crashes or your laptop is lost or stolen, you may lose both the original and your backup copy.
A true backup stores copies on two separate devices. The devices you use depend on your needs, time, and budget. A backup plan helps you get organized to make regular backups of all your important files. Check out these options to see what works best for your situation:
How often will you back up your files?
Where will you save your backup files?
What files will be included in your Monthly or scheduled backups?
How will you back up your files?
Regular backups don’t have to be a hassle. If you find yourself forgetting to schedule backups, or you just want the peace of mind of an automated system, look for a backup program with custom scheduling. See the Resources section at the end of this chapter for automated backup systems and online cloud backup storage options.
External Storage Options. With storage prices continuing to drop, you have several economical choices for secondary storage devices. Remember, however, that any device is subject to damage from disaster or handling, and smaller devices may be easily lost or stolen.
Don’t leave home without adding a “luggage tag” to your external storage device. Add an ID file: plug the drive in to your computer, open a new text file using your computer Text Editor and type: If found, please return this drive to [your name and phone number]. Thank you.
Save the file with the file name: IF FOUND.
Eject the drive and add a label with your name and phone number to the exterior. With these IDs in place, if you accidentally leave your flash drive in the library microfilm scanner, there is a very good chance it will be returned.
If you’ve ever wished for a way to add more information to your file names like keywords, subject, or location, you will be happy to discover the magic of metadata, a word that simply means data about data. Professional photographers and institutional archivists have a lot in common when it comes to managing image files. Photographers and archivists handle vast quantities of images; it would be impossible to search and find exactly what they need without a careful vocabulary of special words to point them to the files. By adding keywords, or tags, the files become quickly searchable. To make the system even more efficient, archives rely on a controlled vocabulary that has become a standard language used in many universities, museums, and libraries.
Your family archive doesn’t need an official language, but you will save time and frustration by establishing a sort of metadata vocabulary to use when tagging images in your own collection. Start by keying information for your family archive images, and then begin adding metadata to your regular office files.
Most files offer easy entry to file metadata through the Get Info (Mac) or File Properties (PC) option under the File Menu. Click on a file to select it, and go to File: Get Info or File Properties. You should see a box with information about the file name, file size, kind of file, date created, date modified, etc. The amount of custom information you can add depends on the kind of file you are viewing. Most often, you can add comments, keywords, or descriptive words. These words help your computer search faster by focusing on the given field.
Genealogists can take advantage of metadata by adding surnames, localities, and keywords. Photo-organizing software, like Adobe Photoshop Elements, XnView, or Adobe Lightroom, offers keywording abilities to add file metadata. Software programs, like Adobe Acrobat or Adobe Bridge, include advanced options with more data fields allowing, source information to be embedded within the file itself.
GeneaBloggers Backup Resources <www.geneabloggers.com/resources-backing-data>
Mac OS Time Machine <support.apple.com/kb/HT1427>
Mac Carbon Copy Cloner <www.bombich.com>
Apple iCloud <www.apple.com/icloud>
Backblaze <www.backblaze.com>
Carbonite <www.carbonite.com>
Dropbox <www.dropbox.com>
Mozy <www.mozy.com>
Adobe Acrobat, Bridge, Lightroom, Photoshop Elements <www.adobe.com>
Apple iPhoto <www.apple.com>
XnConvert Photo Software <www.xnconvert.com> or <www.xnview.com>