
How to Organise Your Files
You need to find a system that works for you. The system that works for me, may not be right for you. It’s about having your paper or digital documents organised so you can easily retrieve them. Some questions to ask yourself before you start:- Do I want a paper system or computer system, or both?
- How will I organise my system so I can easily find documents at a later time?
- Do I organise in folders or a filing cabinet?
- Do I file by family groups or do I file by surnames?
- Do I file a woman under her maiden name or married name?
Paper Records
I started with folders but I have found that my folders quickly got out of control. Recently, I made the decision to only keep original documents that I have in my possession. If the document is one I have simply printed off the internet from a scan or photo I have downloaded I destroy the paper copy but only after confirming I have a digital copy of it.
Digital Records


Examples

- 1867-05-12 WALKER Aaron Birth Certificate Original Document
- 1888-06-22 WALKER Aaron and WASHBROOK Alice Elizabeth Marriage Certificate Original Document
- 1949-05-08 WALKER (Stokes) Dorcas Death Certificate Original - for a woman I put their name their death was registered under with their maiden name in brackets.
- 1891 WALKER Aaron, Alice Elizabeth, Phoebe, Sarah England Census Original Document
- 1891 WALKER Aaron, Alice Elizabeth, Phoebe, Sarah England Census Transcription - I usually have two documents for a Census - a transcription and the original document. These are clearly identified. Note this is the only time I would file a female under her married name.


The Maiden versus Married Name Dilemma
I initially struggled with this question - do I leave females with their birth family or place them with their married family? Or do I leave their maiden name documents in their birth surname and put their married documents with their married surname? But what if they married again - then they would be in three sections? So, as most genealogists do, I started to always leave females documents in their maiden name folder. It does get confusing at times, but with a good organisation system you should always be able to find a document.Now if you take nothing on board today please take on the following:
Backup!!
I cannot state this enough. Backup your work! Hard drive crashes do happen, and if you don’t have a nerdy brother who has access to top-notch recovery equipment (as I’m lucky enough to have) then you need to make sure that you backup your computer. I have every document and photo in my possession scanned into a digital file so if something occurred to destroy them I will always have a record. So I ensure I backup my computer. I have a number of backup systems so if one fails there is another.Backup your whole computer

Backup of select files
I also have two external hard drives dedicated to backing up folders and files on my computer. This is a bit more labour intensive than an automatic backup but it is a slightly different backup. I just copy the folder on my computer and then paste it into the external hard drive. Again one is stored in my fire safe and one offsite.Backup to a Cloud Service

Thank you for this instructional on how to start and keep your records organize. I started with the name search on this website and he gave so much information for free, I didn’t know how to keep it straight or where to keep it. Then I found this article that tells me how to organize myself so that I don’t lose whatever I find. I will have to set up my records 1st and then continue my search. I will be reading others’ stories that you have here, and it will be kind and nice to get to know your family.
Hi Sylvia
I am so glad you found the information helpful – it makes it so much easier to find things if you have a known system. It is easy to lose digital files on your computer if you don’t have a good naming system, however, they are still there somewhere. It is much harder to find that missing piece of paper if your filing system isn’t robust!
Regards,
Megan
Great back up advice! Nothing more frustrating and to give you that sick feeling in your stomach, than to lose all of your efforts and work! I’m all about organizing, so I really like this post. Thank you so much for sharing it with everyone!
Hi Shelli
I know I cringe when I hear of people losing all their digital data because they failed to back-up. I know someone who lost her entire thesis because they failed to back-up! I am trying to get more organised too, not just with my genealogy but around my home. I’m glad you enjoyed the post.
Regards,
Megan
I would love to do a search on my family, but I’m afraid of the work that it takes. I always have so much on my plate that seem to take priority. Ugh!
Hi Lane
The joy of genealogy is you can put in as little or as much time as you want. Although I will warn you that it goes from becoming a hobby to becoming an addiction! Some days I spend hours and hours on my genealogy, other days nothing, and then other days I decide to focus on one thing and take 30 minutes to an hour focusing on that one aspect. I look at it as taking time for me. I enjoy it and it relaxes me. It’s my me time!
Regards,
Megan
Hi Megan,
Great post. I agree that you have a system in place. But as beginners to genealogy we don’t always have things sorted. It takes time and also trial and error to see what works for you.
I’ve inherited five folders from my father who did research before me. I did think whether I should add to this. But I thought not to.
I’m tech savvy and digital is the way. So I have folders on my computer for each branch of my family. I then break these down into birth records, marriage records, death records, and so on.
It’s important to know what you have. Otherwise you will only duplicate what you have got. It’s a waste of time and money.
Hi Owain
I totally agree with you in regards to knowing what documents we have. My grandmother, who lived with me, died last year and when I went through all her paperwork I came across a partial autobiography her oldest brother wrote. It ends in 1968 and he lived until 2009 so there are 30 years missing but the information from 1921-1968 but wow! I am having a genealogist moment with this! I’ve scanned it, backed it up, and one day when I’ve got time I will edit it. Over the years grandma had given me photos but I was unaware that this document was in my house for 9 years. I obviously didn’t ask the right questions to get access to this. I have now lost the opportunity to further explore with that generation the contents of it. So you are right – know what you have. Have you come across anything like that in your dad’s research?
Regards,
Megan
Thanks for such an informative article. I love the wordpress theme. Your site is beautiful.
Hi Shalish
Thank you. I am happy with it too. I want it to feel welcoming to people!
Regards,
Megan
Wow Megan,
This is so what I have needed to find. I use to be decently organized with my files but have been lax in the last few years and now I am so overwhelmed with it, in addition I did start some genealogy projects and ended up just dumping things in different folders and them into a box. One for each side of the family. But I muddled through that too. I will take some of your advice to heart and work on better oganizing both my genealogy and my home files. Such great advice you have shared here. Thank you. I will be checking back and looking to learn more about working on my family genealogy you have some great help her.
Thanks Monika
I’m so glad you have found some helpful hints in this post. It is so easy to just drop things in a box or not label a computer file properly – it only takes a short while and you are in chaos. It is good that you now have a plan to attack your files for both personal records as well as your genealogy. Make sure you don’t overload yourself by trying to do it all at once. Write a plan of how you intend to tackle it. Then each day set a timer and focus solely for that set period of time on the task at hand. It may seem like it’s taking a long time but at least you won’t feel overwhelmed by the task. Good luck!
Regards,
Megan