Category: ORGANIZE

Review:  Methods Used To Organize DNA Matches

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Picture this:   You’ve got over 10,000 DNA matches on one parent’s side of the family.  Only a couple really stand out as ones you know while the rest are a mystery.  How do you sort these matches out?  How do you organize them?

I realized there are different ways to organize or cluster them into groups, manually and using automation.  To summarize best what these ways are, I refer you to this blog post I found on Family Locket.  

Not mentioned in the Family Locket blog post is the AncestryDNA dot system which I learned about in the DNA Skills workshop (link here).  This blog post by Your DNA Guide should give you an idea of how that works.  While the AncestryDNA dot system does help identify clusters of matches sharing a common ancestor or ancestral couple, visualizing them is limited to just the DNA testing company’s website.  

I tried the Leeds Method and was excited about being able to create a Google Sheets spreadsheet that could be incorporated with the rest of my Google Drive genealogy content.  I liked the idea that I could also use the method using Ancestry’s Colored Dots but found this visually confusing when DNA matches sharing DNA with more than one color group created what is called overlap.  

Looking at the automated clustering options described in the Family Locket blog post, I didn’t care for visualizing DNA connections in a matrix within a chart.  It was too much, too fast, especially when I really enjoy the process of manually separating DNA matches into clusters.

After considering all of the above methods, I decided to start with using Ancestry’s Colored Dots to sort DNA matches into groups or clusters sharing a common ancestor couple.  I then worked on figuring out how I could create a DNA research log for DNA matches.  

Although I liked Family Locket’s Airtable approach to organizing and managing DNA matches, I admit I’m not a big fan of Airtable.  I’m more into Google Sheets.  So, I created Google Sheets spreadsheet templates, one for paternal DNA matches and one for maternal DNA matches, taking only the aspects I liked from Family Locket’s Airtable approach but making them more to my liking.  

My templates are a different way of logging DNA match research.  I name them DNA Ancestry Match Paternal Grandparent Groups Template and DNA Ancestry Match Maternal Grandparent Groups Template.  Each template has these key features:

  1. Tabs created for each grandparent:  Grandparent couples are separated into different tabs such that you can see which common ancestors specifically are shared amongst your DNA matches.
  2. Colors used are tied in with colors chosen for Ancestry’s Colored Dot groups or clusters.
  3. First column is frozen for ease of navigating the spreadsheet.

In summary. . .

There are different methods used to organize DNA matches.  Like managing genealogy research in general, you have to determine what works best for you and fits in with your workflow. 

How Does Ancestry Compare To ForeverⓇ?

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I realize that Ancestry allows you to add files to a Gallery for a person on your Ancestry tree.  You can store those files there.  But, the Gallery isn’t a reliable place for storage.  If something happens to your Ancestry tree, then what you have in the Gallery may be lost.

You know I’ve mentioned ForeverⓇ as part of my system to manage my genealogy research.  You may wonder if ForeverⓇ can be used to store a family tree.  First of all I want to make it clear that ForeverⓇ is not a family tree builder.  

For example, you can’t store your GEDCOM there.  But, you can convert it to a PDF format that can be uploaded and stored in a ForeverⓇ digital storage account.  Forever is all about preserving your genealogy- or family history-related digital images and documents, not building your family tree. 

Another thing about Ancestry is that access to your Ancestry account is not forever.  It’s one of those “until death do us part” situations.  As long as you pay for the account subscription, you have access to it.  

Also, video isn’t allowed for storage in your Ancestry account.  Plus, storage is limited.  Photos are compressed.  This means when they’re downloaded from Ancestry, you shouldn’t expect them to be as large in size as you anticipate.

Ancestry access dies when you do.  Access stops when payment stops.  They don’t allow video.  They have limited storage.  They compress photos to take up less space.  As a result, when you download them, photo quality and size are altered.

As for ForeverⓇ, your account is literally forever.  You can store videos in your account and download them to play later.  If you go the premium video storage route, you can play them from your account directly.  You can even share videos with anybody by giving them a link which they don’t have to download. 

As for photo storage, photos aren’t compressed.  When you download photos from your ForeverⓇ account, you can expect full resolution quality.  They’re not compressed.  The size is what you expect. 

One last important fact about ForeverⓇ is you can get 2 gigabytes of free photo storage to start out.  Depending on your photo or image file size, that’s about 400 to 800 photos. 

You can get free ForeverⓇ storage along with a $20 coupon when you open up a new ForeverⓇ account at Forever.com.

Utilizing The 3-2-1 Backup Method For Genealogy

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Ever hear of the 3-2-1 backup method for photos? Well, the same backup method can be applied to genealogy!

Just in case you haven’t heard of the 3-2-1 backup method, here are the basics:  You should have a total of 3 types of back-up. 

  • You should have photos and documents backed up on at least 2 types of media and/or in another format.  
  • The third type (the 1 in 3-2-1) should be kept off site, physically and/or in a digital cloud.

The general idea is that if for some reason one type gets damaged, destroyed or stolen, you have another one available.  This results in being reassured that the fruits of your research labor are preserved.

In case you’re wondering about how I’ve approached this backup method, here’s what that looks like:

  1. Flash drive or a USB drive.  I actually have two 16-GB flash drives–one for photos and one for family history book project documents and images related to those documents.
  2. External hard drive.  I use a Seagate photo drive.
  3. The off site backup – ForeverⓇ.  I have two accounts–one for regular photos and one for genealogy or family history book project images that are either scanned or photographed.  File types up to 4GB in size supported include .jpg, .jpeg, .png, .gif, .tiff, .tif and .webp for images and .pdf documents.  So far, I have 12GB which so far has held a lot, but if I need more space, I know I can get it.  

If you want to know more about ForeverⓇ storage, go to Forever.com. You can get 2 GB free to try out with a $20 coupon thrown in.  

Track Your Ancestors: Import Census Records into Spreadsheets

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While I was doing brick wall ancestor research, I discovered a neat trick for keeping track of census data for direct-line ancestors and non-direct relatives alike.  I wanted to log census findings such that I could find them quickly for future reference when I needed them.

A Google search resulted in finding this gem:  A step-by-step guide on how to import census data into a spreadsheet.  Though this guide is created for Microsoft Excel, it can be applied to Google Sheets as well.  

I found the guide on YouTube and couldn’t wait to try it out.  After a few attempts at creating spreadsheets for census data with Google Sheets, it wasn’t that difficult.  I discovered that it was a lot easier to read the imported data than looking at the census itself for analysis.

The process I use now is creating a Google Sheets document and naming it with this format:  Year Country Census Surname Direct-Line Relative Couple.  This would look like this:  1910 US Census Doe/Smith

I then follow the steps to importing census data, creating separate tabs for each page.  I name the tabs Year PG # which would look like this 1910 PG 10.  

This spreadsheet gets saved in the folder containing research logs and other documents pertaining to the ancestor I’m researching in a subfolder titled Census.  If I want to retrieve it later, I know where it is in Google Drive.  If I don’t remember where it is in Google Drive, I can always do a search by typing in the keywords “surname census.”  

When I use census records for collateral research, instead of creating a separate spreadsheet for a non-direct relative, I may just add the data to a direct-line ancestor’s spreadsheet if they happen to live in the same area or location.  I just add a separate tab and name it Year PG # non-direct relative full name, which would look like this 1910 PG 8 John Buck.  

If you’d like to view the step-by-step guide on importing census data that I found on my Google search, click here for the YouTube video by Genealogy TV (Constance H. Knox) https://youtu.be/E2SJsANQ6zo?si=wuwwSF_7Zu8Mo7zb  Though it’s called “Extract U.S. Census Data into Excel to Find Your Ancestors in Your Family History Fast” the same method can be used for Google Sheets.  You can also purchase the handout at https://genealogytv.org/product/handout-for-extracting-census-into-spreadsheets-to-find-your-ancestors/  

Creating Effective Location Folders for Genealogy Research

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During my brick wall research coaching project with the ForeverⓇ professional genealogist, one of the first assignments was to create location folders for the birthplaces of my ancestor and his wife.  Besides wanting to know who his parents were, I was also curious about how he met his wife.

Creating a locality research reference guide first helps to better understand what events occurred in these locations at a given time.  This also provides some idea of where ancestor families were living geographically.  

Furthermore, locality research provided guidance in finding vital records.  Defining locations and the history behind them gave direction as to where to find these records both online and offline.

I created location folders in both digital format within my Google Drive and paper format in a binder dedicated to collecting locality research findings.  I would build a research reference guide to support documents such as Google Docs and Sheets in Google Drive and printouts of important information discovered along the way.

I also began a collection of information about the language spoken in the locations researched.  The birthplaces being researched had more than one language associated with them.  Political events resulted in my ancestors becoming subjects under rule of nearby countries over time.  

Knowing the language type at a given period of time was significant.  There was a strong possibility the vital records would be in one of three kinds of languages or a combination of them. 

I added information collected about these languages in both my Google Drive and my location binder.  In Google Drive, I created subfolders for each language.  In the binder, I created separate tabs for each country, placing the language information with the correct country. 

My ForeverⓇ professional genealogist provided me with lists for both cumulative research resources and cumulative methodology resources.  These included online links to websites providing information on geographical locations, specifically in Eastern Europe, and resources for locality research, methodologies and many other topics.  

Helpful links included:

As a result, I was able to visualize the why behind my ancestor’s family’s movement in Eastern Europe over a period of time.  This also helped fill in gaps in a timeline before and up to my ancestors’ births with migration maps.  I also was able to identify where vital records could be to assist with answering a brick wall research question.  Locality research made this possible.

Manage Genealogy Research & More Using Google Drive

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Months into my brick wall genealogy project I realized it was easier to create some research-related documents digitally.  I first looked into note-taking applications like Zoho and Evernote to keep research logs or notes.  

Then, as I needed to create charts related to research findings, I had to find an application for spreadsheet creation.  I tried some platforms for that purpose but didn’t like them.

I do know how to use Microsoft products like Word, OneNote and Excel, but I didn’t want to invest in purchasing them.  I didn’t want to limit myself to one computer operating system.  I have both Mac and Windows laptops.  The Windows laptop is set up with dual monitors in my genealogy workspace.

I finally chose Google Drive to manage my genealogy research.  Why?

  • I can access it on any laptop regardless of its operating system type provided there is Internet access.
  • I can access it on my phone using the Google Drive app.
  • I don’t need USB drives for my on-the-go Mac laptop.
  • It’s easy to use and allows me to create Word-type documents with Google Docs and Excel-type spreadsheets with Google Sheets. 
  • I can easily create folders and subfolders.  I can even assign colors to the folders.
  • It allows me to upload digital files like PDFs.
  • It automatically saves my work as I go.
  • I have the ability to search for a document if I need information quickly.
  • I can get a lot of storage at the start for free.

What’s Really Great About Google Drive

Besides those perks I listed above, I can add content to my genealogy reference folders like articles I find on the Internet.  I learned this trick from a blog post by Alice Childs describing step-by-step how to set up a research reference guide (https://alicechilds.com/creating-a-research-reference-guide-in-google-drive/).  

Basically, you do a command to print and choose the “Save to Google Drive” option.  You have to choose “See more…” under the Destination to find this option way at the bottom of the option list.  Once the article is saved in Drive, it can be moved to a folder.  

The “Save to Google Drive” option can be used also if you have an email with documents attached to it in a Gmail account.  I have a Gmail account that is dedicated just to genealogy-related email.  My Google Drive for genealogy is based off of this Gmail account.

If you don’t have a Gmail account, you can create one.  Click here to create an account.

https://www.google.com/gmail/about/

If you’re not familiar with Google Drive, check this blog post out to help you get started:

https://germanologyunlocked.com/how-to-use-google-drive-for-your-genealogy-research-7-questions-with-expert-lianne-kruger/#:~:text=Google%20Drive%20is%20a%20good,and%20photos%20with%20family%20members

I found this blog post by Family Locket to be helpful when I first set up my Google Drive for genealogy:  https://familylocket.com/organize-your-research-with-google-drive-by-nicole-dyer-at-rootstech-2019/  It’s about a class presented by Nicole Dyer at RootsTech 2019.  

Check out the link for the PDF that is a class syllabus with great info.  

At first I created folders similar to what Alice Childs created but eventually came up with a folder system that worked for my particular research project.  I narrowed down folders into basic categories to make finding documents and spreadsheets easy.

Here’s what I created for folders:

  • Family History Book Projects with subfolders by surname with subfolders within each for each grandparent couple for research logs and spreadsheets
  • Family History Research Reference Guide with subfolders
    • Country
    • DNA
    • Immigration
    • Locality Guides
    • Quick Reference Sheets
    • Record Types
    • Research Methodology
    • State
  • Family Tree Maker Software for notes from a class taken for the software and chats with software support
  • Genealogy Courses for notes from courses I’ve taken along with PDFs for future reference
  • Genealogy Planning to keep info regarding family history book project processes and research templates.

These are just a few ideas of what you can do with Google Drive to manage your genealogy research and anything else genealogy or family history related.

What’s Next?

Check out my blog post about how to manage digital source citations using Google Drive.

How I Manage Digital Source Citations

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Keeping track of genealogy research sources can be daunting if you don’t decide from the start of a project how you’re going to cite them.  Waiting until later to catch up on source citations can become a tedious task, especially when you’d rather spend your time “doing the genealogy.” 

Just like managing genealogy research, there are many ways to manage genealogy source citations.  There are also different ways to actually write out the source citation.  Trust me, I’ve explored this thoroughly.

But, rather than spend a lot of time going genealogy geek mode with this task, I figured out a way that would take care of keeping track of sources and digital documents in one file–a Google Sheets spreadsheet.  Initially I tried using Airtable, but that really messed me up.  So, I settled for sticking with what I know best.  

Here’s how I manage digital source citations:

  • In Google Drive, create a new Google Sheets document in a folder or subfolder that contains contents relevant to a research project you’re working on.  Doing so will eliminate the step of having to move it to the right folder later.
  • Name it:  [Surname] Index to Documents.
    • Example:  Smith Index to Documents.  
  • Create titles for each column on line 1 in bold and adding in a different fill color for each column as follows:
    • Column A:  FILE NAME
    • Column B:  TYPE
    • Column C:  SURNAME
    • Column D:  GIVEN NAME
    • Column E:  DIRECT/INDIRECT
    • Column F:  DATE ACCESSED
    • Column G:  LOCATION
    • Column H:  FOLDER/ALBUM
    • Column I:  COMMENTS
  • Rename the tab using surname of one ancestor only or surnames of a grandparent couple.
    • Example:  Smith or Smith/Jones 
  • If you want to include in this document source citations for parents, grandparents, 2x grandparents and so forth:
    • Add a tab for each, renaming the tab with the surnames.
      • Example:  Smith/Jones, Smith/Doe, Smith/Buck
    • Copy line 1 column titles and paste to line 1, column A to each tab.

Ideally, you should have this spreadsheet open as part of your digital research workflow.  As you add digital files like documents and photos to where you keep them on your computer, you should be adding information to the spreadsheet.

Here’s how you add spreadsheet information:

  • Type in or copy/paste the title of the document or photo under FILE NAME in column A.   For example:  Smith, John & Jane Headstone.jpg
  • Under Type, column B, type in what file or category it would be in where you have it stored.  For example:  Death
  • Type in the surname associated with it under column C.  Example:  Smith
  • For Column D, Given Name, type in the first name.  Example:  John
  • Type in either Direct or Indirect under column E to identify if the person is directly or indirectly related to you.  For example, a spouse from a second marriage or partner of a biological relative.
  • Type in the date you accessed the source under column F, Date Accessed, as MM/DD/YYYY.
  • For Column G, Location, type in where you have the document or photo kept digitally or if you really want to get fancy like me, you can create a drop-down list (check out this YouTube tutorial https://www.youtube.com/watch?v=INNrCTtXjkE ).
    • For example, if I have it in my ForeverⓇ storage only, I select Forever.  
    • If I have it in both ForeverⓇ storage and my HP computer, I select HP & Forever.
  • Under column H, Folder/Album, type in the name of the folder you have it stored in (example:  Death).  In my case, it could be both a computer folder and a ForeverⓇ storage album, so I would type in Death/Album Name.
  • It is under column I, Comments, where you make your source citation.  Oftentimes, a website like Ancestry will provide you with the source citation that you can copy/paste into this column.  If not, I go by the simple advice given in this blog post by Devon Noel Lee, https://www.familyhistoryfanatics.com/citing-sources-simplified :  Your source citation should at least include:
    • Who created the source originally
    • The name or title of the source
    • When it was created or published
    • Where it can be found in a book or collection (page number, for example)
    • Where the source is located (archive, website)

That’s all there is to how I manage digital source citations for my genealogy research project.  I’m not saying it’s THE way to cite your sources, but it’s one way of doing it.  If you do a Google search, you’ll see how many options there are.  It’s just a matter of finding what works right for you.

How I Manage Genealogy Research

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For months as I got into my genealogy research projects, I had been searching for the best, maybe even the ONLY way to organize my digital files and paper.  I purchased books and courses and viewed online articles and videos.  They had different ways of doing it with some ending up with the same result.  

This should have made making a decision about which way to do it easy, especially if the process came from a genealogy expert.  Right?

Uhh…no.  

Though one specific method or process works for some, it doesn’t for others.  If anything, all of that advice from genealogy experts can be downright overwhelming.

Ultimately, here’s how I manage my genealogy research:

Digital

  • Research logs and reference resources in the form of Google Docs and/or PDFs are kept in Google Drive.
  • Trackers for DNA matches, surnames, census data, citation logs, logs of where photos and other genealogy-related files are kept and other types of genealogy-related charts in the form of Google Sheets are kept in Google Drive.
  • Photos and other genealogy-related digital files are kept in multiple places:
    • Electronic files organized in folders and subfolders on my main genealogy laptop’s hard drive which are backed up on 
    • The Seagate Photo Drive
    • Albums created based on ancestor in my ForeverⓇ storage account.
    • Genealogy software

Paper

At the start, I found this 13-step color-coded filing system for Ancestry research to be helpful:  https://beginmystory.com/13-step-color-coded-filing-system-ancestry-research/  This system proved to be a simple way to start organizing genealogy papers.

I ended up using up some jewel-tone Pendaflex hanging folders and file folders I had lying around rather than using the red, yellow, green and blue folders suggested in the Begin My Story article.  I just adapted what I had to that system and kind of tweaked it to what worked for me.  

  • Family group sheets, pedigree charts and printed-out items of interest are kept in paper  files of different colors to distinguish families.
    • These files are kept in IRIS desktop paper file organizers by family on wire shelving units.  
    • Labels are attached to the IRIS desktop paper files front and side so that they can be easily identified at a glance.
  • My main working research project on an ancestor is kept in a binder.
    • Papers may include working family group sheets, pedigree charts and printed-out online articles and maps, email correspondence and anything else pertinent to the ancestor.  Some of these are kept in sheet protectors if they require a lot of handling.  
    • This binder is kept on my workspace desk to use during active research.  It can also be placed in one of my project desktop containers if I need to clear the workspace to work on something else.
    • Later, these can be transferred to the ancestor’s paper file upon project completion.
  • Working research projects in progress are also kept in separate binders to distinguish families.  The binder is kept in an IRIS desktop paper file organizer for that family until it becomes the main working research project.  File folders are not yet created at this point.  The paper kept in the binder includes printed out incidental findings that come via new DNA match information or delayed messages from genealogy websites.  
  • Reference material coming from online article print-outs or course hand-outs is kept in separate binders to distinguish genealogy-related topics.  Examples:
    • Reference with topics divided into sections using binder dividers with labeled tabs
    • Location/Language with locations and the languages associated with the location divided into sections
    • People – religions and ethnicities divided into sections
  • Books and magazines are kept on shelves with magazines placed in desktop magazine holders that fit the shelves.  Books used for a research project are kept separate from the rest on a different shelf.

As you can see, when information and records are coming from different places and are in different stages of a genealogy research workflow process, they require a number of storage locations.  It took me a while to figure this out through trial and error.  

I can’t tell you that my way of managing genealogy research is THE best way.  But, here is what I learned that I can pass on to you:

  • Genealogy research management depends on your own personal genealogy workflow.  Identifying your workflow process is key and the first step you should take.  Then, build your own management system based on what works for you.  
  • Once you have your management system created, be consistent with its maintenance.  Put digital and paper where they belong right away.  Back up digital files on a schedule.

Take Time To Organize Thoughts During Research

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Late May 2024, the ForeverⓇ professional genealogist and I reached a paper trail dead end.  There was nothing more we could find related to my ancestor Henry’s origins from Eastern Europe.  

The good news was that I did answer the decades-long question of who Henry’s parents were.  I should have been satisfied with that.  

Having spent about a year on this project, I got used to an established schedule for genealogy research.  Now that the project literally came to a halt, I had no idea what to do next.  I felt lost.  

I also felt sad.  I didn’t want the “doing the genealogy” research ride to end [sigh].  Whether I liked it or not, a genealogy time-out became necessary to get my thoughts in order.

Breaks like walks with my dog forced me to stay away from my genealogy workspace.  I had to get outdoors to hit the refresh button in my mind and think about something else for a while.  

After my dog was satisfied checking out every nook and cranny and anointing the weeds and anything else he deemed worthy of marking, I was ready to figure out “what next” or regroup.  

I straightened up my desk first.  The clutter from the intense research would not do for proper brainstorming.  A clear mind requires a clear desk.  

I discovered that this simple first step didn’t take long.  It actually pointed me in the direction of the next genealogy destination.  

The result was containers like paper trays or baskets lined up in a row on a nearby table.  Each container represented a project.  As I organized the desk, items relevant to a project were placed in its proper container.  

This did take some time.  But, actually it saved time as well.  I was able to visualize 3 projects based on the research I did clearly.  It didn’t take too long after that to get some serious planning done.

I realized that when the paper trail runs out and you can’t go any further with a genealogy research project, it doesn’t hurt to take a time-out.  It is time well spent even though at the moment it feels like you’re wasting time.  The reality is that stepping away and returning refreshed enables you to move on to your next genealogy project quicker.

How To Create A DNA Match Tracker

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In my post about using reverse genealogy with DNA (Step 2), I told you about a tool I created to record DNA matches discovered during online collateral research.

I will share with you how I created this tool that I call a living family tracker.  The tracker lives in my Google Drive as a Google sheet. 

Here’s How

Step 1:  Create and name a new spreadsheet

  • Open the Sheets home screen at https://sheets.google.com/ 
  • Click New +.  This will create and open your new spreadsheet.
  • At the top of the page, click Untitled spreadsheet and enter a new title.
    • Surname Living Family Tracker or 
    • Surname DNA Match Tracker

Step 2:  Create column titles on line 1.  This will serve as your header row with columns.

  • Column A:  Name
  • Column B:  Cousin Type
  • Column C:  Parent
  • Column D:  Status of D or L
  • Column E:  Contacted
  • Column F:  Resource Info

Step 3:  Freeze line 1 to keep it in the same place when you need to scroll through the spreadsheet.  On the menu bar, click View > Freeze > Up to row 1.

Step 4:  Record your descendants and/or DNA matches.

  • Name:  Name of descendant (first and last)
  • Cousin Type:
  • Parent:  The name of the descendant’s parent.
    • Example:   Name is Jean.  Her cousin type is 1C1R.  Her parent would be Erin, who is your first cousin.   
  • Status D or L:  Indicate D if person named is deceased or L if person named is living.
  • Contacted:  Indicate Yes if you contacted the person named or No if you didn’t contact the person named yet.
  • Resource Info:  Indicate where you found the person named online.  You can add other comments to it like how the person is related to someone else.
    • Example for living:  23&Me & Facebook; half sister of X X.
    • Example for deceased:  GenealogyBank obit; DNA match.

In Conclusion . . .

You can create the same spreadsheet if Excel is what you’re comfortable using.  If you prefer an offline approach, creating a chart on paper will work too.  What matters is that you have a place to record your findings as you do collateral research online.