Organizing Genealogy Research

Genealogy research can be rewarding, but it also generates a massive amount of documents, files, and notes—both on paper and online. Without a thoughtful system for organizing what you find, you risk losing track of valuable information. This step-by-step guide will help you establish (or refine) an organized workflow for your genealogy research, allowing you to easily access documents and keep your family history projects running smoothly.

Research your ancestors on MyHeritage

Take Inventory of What You Already Have

Before you implement a new organizational system, you need a clear picture of all your documents. This includes:

Paper documents: Vital records (birth, marriage, death certificates), census printouts, newspaper clippings, family letters, photographs, etc.
Digital documents: Scans or digital copies of records, downloaded census forms, PDFs of historical documents, genealogy software files, photographs saved on your computer or cloud, and any other digital media (videos, audio recordings).

Create a simple list or spreadsheet to track each source (e.g., birth certificate of John Smith, 1890 census for Anna Brown). Write down where the document or file currently lives (e.g., in a folder in your desk, in your “Documents” folder on your computer, etc.). This initial inventory may be time-consuming if you have a large collection, but it’s an essential first step in building your system.

Develop a Filing Structure for Paper Documents

Having a consistent filing system ensures you can quickly find any physical document. While there are many possible filing methods, here are two common approaches:

By Surname

Use a dedicated file folder or binder for each primary surname in your family tree (e.g., Smith, Brown, Johnson).
Within each surname folder, sort documents by record type (e.g., birth certificates, marriage certificates, death certificates, census records, military records).
For couples, keep the wife’s documents under her maiden name, labeling the folder with her maiden surname.

By Family Group

Create a file folder or binder for each nuclear family: parents and their children.
Place all documents related to that family unit (birth certificates, census printouts, photos) together.
Cross-reference individuals who appear in multiple family groups (e.g., a child’s file is also in the parents’ file) to avoid confusion.

Tip: Label folders or binders clearly on the spine so they can be easily identified on a shelf. Use acid-free materials for delicate and historic documents when possible.

Label and Index Each Document

An index or log for your paper files can save you time down the road. Consider these steps:

Use consistent naming: On physical documents, write a small, discrete label or note (preferably using a pencil or archival-safe pen) indicating the name of the person, record date, and record type.
Record essential details in a master index: In a spreadsheet or notebook, list the document’s name, date, individual(s) involved, and where it is physically stored (e.g., “Smith Family Binder, Section A, Birth Records”).

When it’s time to locate a specific certificate, you’ll know exactly where to look.

Scan and Digitize Important Documents

Whether you prefer working with paper copies or are open to going fully digital, scanning your most important and frequently referenced documents has multiple benefits:

Creates a digital backup in case of loss or damage to the original
Allows quick sharing with family members and fellow researchers
Makes it possible to integrate your documents into genealogy software or online trees

When scanning:

Use at least 300 dpi resolution to capture enough detail.
Save files in a long-term preservation format, such as TIFF (for master copies) or PDF. Many genealogists also keep a JPEG version for easy sharing.
Label each digital file consistently (see next section).

Establish a Consistent Digital Filing System

A clear, descriptive file naming convention will help you retrieve files easily. For example:

Digital file names

SURNAME_FirstName_MiddleName_BirthRecord_Year
SMITH_John_C_BirthRecord_1850

Digital folder names

Genealogy Research
- SMITH Family
  - Birth Records
  - Marriage Records
  - Death Records
  - Census
- BROWN Family
  - Birth Records
  - Marriage Records
  - Death Records
  - Census
- Photos

You might choose to organize folders by surname, by record type, or by family group—the same approaches you use for paper files. Whatever method you choose, apply it consistently. For example, you might have a folder structure like this:

Within each subfolder, your files would have standardized names such as SMITH_John_1890Census.pdf.

Back Up Your Digital Files

To protect your research from accidental loss (e.g., hard drive failures, malware, natural disasters), maintain multiple backups:

External hard drive: Keep a copy of your genealogy folder on a portable hard drive stored in a secure location.
Cloud storage: Services like Dropbox, Google Drive, OneDrive, or specialized genealogy sites (e.g., FamilySearch) can provide an additional layer of safety.
Offsite or “Cold” Storage: Periodically create a backup copy on an external drive or USB flash drive and store it away from your primary residence (e.g., a safety deposit box or a trusted family member’s home).

Regularly schedule backups (e.g., once a month or after a major research session) so you don’t lose recent findings.

Use Genealogy Software or Online Platforms

Genealogy software (such as MyHeritage) is an excellent tool for managing family trees and attaching digital documents. Benefits include:

Centralized database: Keep track of each individual and family, recording relationships, dates, and stories.
Source citations: Link each fact to the relevant source document, ensuring you know exactly where the information came from.
Reports and charts: Generate pedigree charts, family group sheets, and narrative reports.
Syncing and collaboration: Some programs sync with major genealogy websites (e.g., Ancestry, MyHeritage, FamilySearch) and allow sharing with others.

Maintain Proper Source Citations

Citations are the backbone of credible genealogy research. When you cite a record, you keep track of:

Who created it (the author or issuing authority)
What type of record it is (e.g., birth certificate, census enumeration)
Where it can be found (archive, digital repository, website URL)
When it was created (date of the event)

Use a standard citation style (e.g., Evidence Explained by Elizabeth Shown Mills) to ensure your sources remain understandable. This also helps other researchers trace your steps if you share or publish your work.

Create a Research Log

A research log is an essential companion to your organizational system. At minimum, include:

Date of research: When you looked for the record
Research goal or question: The specific question you’re trying to answer (e.g., “Find the maiden name of John Smith’s wife”).
Sources consulted: Whether you checked an online database, visited a repository, or wrote to a government office.
Findings (or lack thereof): Record references and any relevant details that you discovered or if you came up empty-handed.

Keeping a research log prevents repeating searches and ensures you don’t overlook important leads or sources.

Schedule Regular Maintenance

Even the best system needs ongoing attention. Schedule time (quarterly or semi-annually) to:

Purge duplicates: Remove duplicate photocopies, outdated printouts, or redundant digital files.
Update citations: Ensure new sources are properly cited, and any outdated references are corrected.
Refine organization: Tweak your folders and naming conventions if you find they’re no longer practical.
Revisit backups: Confirm your backups are current, intact, and restorable.

A little routine maintenance makes your system sustainable and saves you time in the long run.

Conclusion

Genealogy research is a continually evolving journey, and maintaining a clear organizational system is crucial to preserving your family history. By sorting paper records into logical binders or folders, employing a consistent naming system for digital files, maintaining thorough citations, and regularly backing everything up, you’ll ensure your findings are secure and accessible for years to come.

As your research grows, your system may evolve—feel free to adapt these tips to suit your personal workflow and preferences. With an organized foundation in place, you can dive deeper into your ancestors’ stories, confident you can always find the documents you need, when you need them. Happy researching!

Explore more about organizing genealogy research

Genealogy tips: Organizing family history research on the MyHeritage Blog
How To Organize Your Personal Genealogy Research - Legacy Tree Genealogists
Organize Your Family History
Organizing Your Research - Cyndi's List