File Organization for Effective Genealogy Data Management ©2014 by Gale L. French [email protected] This presentation shows best practice tools for managing your genealogy records on a PC or Mac. Learn how to collect, create, store, organize and protect your records (document, photo, digital & word processing) in a natural and intuitive format using Genealogical numbering as a base and backup your data using disks, DVD and the Cloud. I. Creation / Collection a. Digital Files  Copyright – fair use b. Scanning 1) Types  Bitonal (B&W), Greyscale, Color 2) Compression 3) Suggested scan parameters for document types  Lossy/Lossless  RLE – Run Length Encoding  JPEG / TIFF c. File Naming Conventions   III. Windows special characters # @ $ ! & ( ) [ ] - _ , . photo_ 19x0-Census_ FGS_ 4-gen-Pedigree_ TX-DeathCert_ CA-Birth Index_ Tombstone_ Organization a. Why Organize? b. What to Organize? a. Records & documents b. Photos c. Charts (FGS, 4-Gen pedigrees & maps) d. Notes e. Word Processing files (and backups!) File Organization for Effective Genealogy Data Management 1 ©2014 Gale L. French c. File Systems  My Documents  My Pictures d. File Properties  Title  Subject  Tags – Categories (e.g., surname: )   Comments Author e. Genealogy Numbering  Anatafel  Register  Henry  d'Aboville f. Organizing File Structure  d'Aboville numbering system  Folders/Files in the structure of “trees”  Store all information for that person in their folder  Expand/Collapse folders IV. Search a. Files  File name  Properties & Tags b. Photos  File name  Software (Picasa) IV. Backup a. Backup vs. Copies b. Client machine backup 1. Regular Backup S/W 2. Burn to Disks  CD - 700 MB   DVD - 4.7GB (dual-layer 8.5GB) Blue-Ray – 25 GB File Organization for Effective Genealogy Data Management 2 ©2014 Gale L. French c. Cloud Backup  Dropbox  Google Drive  iCloud  Mozy/Carbonite d. Backup Configuration File Organization for Effective Genealogy Data Management 3 ©2014 Gale L. French References I. Creation / Collection 1. CutePDF Writer - http://www.cutepdf.com/products/cutepdf/Writer.asp 2. Adobe Acrobat - http://success.adobe.com/en/na/sem/products/acrobat/acrobat.html 3. Copyright - http://www.copyright.gov/ 4. Fair Use – http://www.copyright.gov/fls/fl102.html II. Organization 1. Numbering - http://en.wikipedia.org/wiki/Genealogical_numbering_systems 2. Picasa - http://picasa.google.com/ III. Search 1. Windows Search - http://msdn.microsoft.com/en-us/library/windows/desktop/ 2. Advance Search - http://windows.microsoft.com/en-us/windows7/advanced-tips-for-search 3. Mac Spotlight Basics - http://support.apple.com/kb/ht2531 4. Boolean - http://mactoids.com/boolean-filters-in-leopard-spotlight/ IV. Backup 1. Online Backup review : http://www.thetop10bestonlinebackup.com/online-storage 2. Mozy - https://mozy.com 3. Carbonite - http://www.carbonite.com 4. DropBox - https://www.dropbox.com/ 5. Google Drive - https://www.google.com/work/apps/business/products/drive/ 5. iCloud - https://www.icloud.com/ 6. PathScanner - http://www.parhelia-tools.com/products/pathscanner/PathScanner.aspx File Organization for Effective Genealogy Data Management 4 ©2014 Gale L. French