| Organizing Your Paper Files Using File Folders |
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Tip 1. Why do I want to color code my files?
Tip 2. What does the file box look like, and how is it set up?
Tip 3. How do I handle the pedigree line of a surname that goes back one or more generations beyond the first 5 generations?
Tip 4. What if I have two persons with the same grandparent on my pedigree lines?
Tip 5. Where do I find the information to make family file folders for the parents of my great great grandmothers?
Tip 6. How do I file children of a family other than my direct-line ancestor?
Tip 7. How do I set up Locality Files?
Tip 8. How do I keep the basic file folder system updated and useful?
Tip 1. Why do I want to color code my files?
When you fill out pedigree charts with all of your ancestors' names, the results can be rather overwhelming. How can you keep straight who all of these people are and who they were related to?
Just as it is much easier to eat a pie cut into 4 quarters, so it is easier to figure out who belongs to whom when you only have to deal with one quarter of the whole family pedigree at a time.
Click here to see a circle pedigree chart divided into 4 quarters by color.
The 4 quarters of the circle pedigree represent the ancestors
Color coding is fun, easy, and very helpful. The end result is that you will be able to quickly figure out who belongs to whom, and your frustration level will drop considerably.
To see a file box set up with colored hanging file folders and manila files of families, click here.
Note that the hanging file folders are in 4 different colors. Each one of the colors represents one of the 4 lines of your grandparents. The following table represents this box.
Sample File Box
The top of the chart represents the front of the box. Each row represents hanging file folders with their contents.
Print all the pedigree charts for that surname, starting from the first person who has that surname on your 5-generation pedigree chart.
File them in the front hanging file of that surname, together with the highlighted 5-generation pedigree chart.
Print and file extended pedigrees for all surnames that go beyond the first 5-generation pedigree chart.
If two persons on your pedigree lines prove to have the same grandparent, put a note in one of their files that says that particular line will continue in the file of the other person. From then on, just follow the one pedigree line because they will be identical. This situation happens when cousins marry.
To be sure that the grandparent really is the same for both persons, see How To Recognize Your United States Ancestor or How To Recognize Your Canadian Ancestor.
To find the parents of your great great grandmothers (numbers 17, 19, 21, 23, 25, 27, 29, and 31 on your pedigree chart), go to the set of pedigree charts you printed for each surname that extends beyond the first 5 generations, in Tip 3. Find the pedigree chart that shows the 6th generation. That pedigree chart will give you the names of the parents of your great great grandmother for that surname.
Create a family group record for each nondirect-line married child. Include his or her spouse and their children.
File the family group records of nondirect-line children in their own manila folders behind the direct line parents' folder. Note that they are not a part of the alphabetical filing system but are filed right behind their parents. Put a colored dot in the upper right hand corner of the family group records of nondirect-line children so that you can quickly see they are nondirect-line. The color of the dot should be the same as the color of the parents' line.
To see an example of a family with parents and three nondirect-line children, click here.
Separate folders for children are especially useful when tracing descendants. These folders will also be useful for keeping track of collateral relatives, if you choose to trace these lines.
As you research an area, you will find records which have information that is helpful for more than one family. Put these records in files organized by location.
When researching in the United States, Locality Files are useful for the states, counties, and sometimes the cities or towns where your ancestors lived.
In other countries, arrange Locality Files by the political divisions of that country. Some examples for various countries follow:
Brazil Canada England State Province County, when one exists County City or town City or town Parish or town
France Germany United States Old province or new department Province State County City or town City or town City or town
These examples show what to put in each file. Available records vary depending on the location.
In a state, province, or department file folder, put the following kinds of items:
In a county file folder put the following kinds of items:
In a city or town file folder, put the following kinds of items:
For further suggestions of records to search for a locality, see the Family History Library research outline for that locality; or click on Family History Library Catalog, click on Place Search, and type the name of the locality you want records from.
Arrange these folders in the Locality File box alphabetically by the names of the political subdivisions of the country you are working in. Put towns alphabetically within a county. Put counties and their towns alphabetically within a state, province, or department. Put states, provinces, or departments alphabetically within their countries.
File these documents in standard green hanging folders. These instructions give no color coding system for the Locality Files.
Once you get your basic file folder system set up, you should realize that you need to treat your filing system like a living creature. It needs to be "fed, watered, and loved!" Following are suggestions on how to do so:
1. Set up a simple "in box." Any box you have will do.
2. Work on researching one family at a time.
As you continue in this process, you will discover that step by step your genealogy research questions are being looked at, analyzed, worked through, and solved. What a satisfaction that is! Copyright 2000, by Mary E. Hill, AG, MLS (also known as Mary E.V. Hill, AG, MLS). All rights reserved. No part of this work may be translated or reproduced in any medium now known or hereinafter developed without the express written permission of the copyright holder. Printed in the U.S.A.
of your grandparents. Every one of your ancestors is related to one of your 4 grandparents. So, you can color code your pedigree by the lineages of your 4 grandparents. You should mark and file all the ancestors of one grandparent with the same color:
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Tip 2. What does the file box look like, and how is it set up?
FRONT OF THE BOX
Complete set of all your pedigree charts for all lines.
First Blue surname, in alphabetical order, with pedigree charts in a hanging folder.
First Blue surname Holding File in a hanging folder.
First Blue surname family folders in their own hanging folders.
Second Blue surname, in alphabetical order, with pedigree charts in a hanging folder.
Second Blue surname Holding File in a hanging folder.
Second Blue surname family folders in their own hanging folders.
All other blue files follow in this pattern.
First Green surname, in alphabetical order, with pedigree charts in a hanging folder.
First Green surname Holding File in a hanging folder.
First Green surname family folders in their own hanging folders.
Second Green surname, in alphabetical order, with pedigree charts in a hanging folder.
Second Green surname Holding File in a hanging folder.
Second Green surname family folders in their own hanging folders.
All other green files follow in this pattern.
Continue with surname pedigree charts and family folders for Red and Yellow surnames.
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Tip 3. How do I handle the pedigree line of a surname that goes back one or more generations beyond the first 5 generations?
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Tip 4. What if I have two persons with the same grandparent on my pedigree lines?
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Tip 5. Where do I find the information to make family file folders for the parents of my great great grandmothers?
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Tip 6. How do I file children of a family other than my direct-line ancestor?
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Tip 7. How do I set up Locality Files?
(include number)
.
index for the whole state, province, or department for the surnames you are interested in.
for the state, province, or department for the surnames you are interested in.
for the whole state, province, or department.
.
and grantee indexes for surnames you are interested in.
for certain years in the county.
records.
.
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Tip 8. How do I keep the basic file folder system updated and useful?
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[FamilySearchTM: Research Guidance
Version of Data: 11/17/2003]
