Some Things to Consider as You Organize Your Digital Genealogical Files
A serious genealogist who has collected genealogical files over many years can very easily have compiled literally tens of thousands of digital files on their computer and/or storage device.
Most beginning genealogical researchers quickly learn just how many files build up within a relatively short period of time and realize that if they are to continue in this research - they will clearly need some sort of way of better organizing what could be become a chaos - if they dont organize proactively.
Quickly one realizes that just throwing all the files into a document folder or download folder - or the desktop - and with no real consistent methodology for naming files - can quickly end up with a mess that is overwhelming and very inefficient.
Having some order to and methodology for the creation of and naming of folders and mutli-level sub-folder structures within which group similar files can be a real necessity.
The below is a sample of a simple multi-level folder structure - noting that the naming and order can be unique to each individual and their preferences and how they work.
Here is one approach based primarily on the surname grouping as follows
GENEALOGY_FILES
SURNAME_ANSLEY
AUDIO_FILES
IMAGE_FILES
DOCUMENT_FILES
DATABASE_FILES
EMAIL_FILES
SURNAME_NANNEY
AUDIO_FILES
IMAGE_FILES
DOCUMENT_FILES
DATABASE_FILES
EMAIL_FILES
SURNAME_YANCEY
AUDIO_FILES
IMAGE_FILES
DOCUMENT_FILES
DATABASE_FILES
EMAIL_FILES
another apprach based on what type of file being stored could be as follows
GENEALOGY_FILES
IMAGE_FILES
SURNAME_ANSLEY
SURNAME_NANNEY
SURNAME_YANCEY
DOCUMENT_FILES
SURNAME_ANSLEY
SURNAME_NANNEY
SURNAME_YANCEY
AUDIO_FILES
SURNAME_ANSLEY
SURNAME_NANNEY
SURNAME_YANCEY
VIDEO_FILES
SURNAME_ANSLEY
SURNAME_NANNEY
SURNAME_YANCEY
DATABASE_FILES
SURNAME_ANSLEY
SURNAME_NANNEY
SURNAME_YANCEY
EMAIL_FILES
SURNAME_ANSLEY
SURNAME_NANNEY
SURNAME_YANCEY
The above examples of folder systems shows a three level folder structure -
but for a person with an extensive collection of files - the folder structure could even be deeper as needed.
The order, level and naming can be customized to meet the needs and desires of each individual.
Note that one initial folder acts as a collecting umbrella folder for all other folders - so one could copy/move the entire collection in one step if needed.
As to computer file names - simply using rather random file names - or just keeping the file names as they are received when you obtain files from others
can quickly result in a big mess of files that make it very hard to find anything. A very proactive, thoughtful and specific and consistent naming methodology can really save you loads of time - trying to track down a specific file you saved. Note that files in a computer system are normally sorted by name and thus the naming is critical - especially the first letters/words of a file name.
Here are some sample scenarios: (keeping in mind how much larger lists would be sorted based on these names)
example audio files:
Hale_John_Audio_Reunion_recording_2008.mp3
Yancey_Adam_Audio Interview.mp3
example pdf/document files:
Smith_Jane_Researcher_Shared_Research_2017.pdf
Nanney_Joe_Research_File_2009.pdf
example image files:
Nanney_Joe_Photo_of Home.jpg
Nanney_Mary_Wedding_Photo_1930.jpg
Smith_Jane_Newspaper_Article_OK_1910.jpg
example video files:
Ansley_George_Video_Interview_2009.mp4
Yancey_Brice_Funeral_Video_2001.mp4
example digital copies of books:
BOOK_Yancey_Family_History_By_Dennis_Yancey_2002.pdf
BOOK_Yancey_Family_of_America_By_John_Does_1940.pdf
Example of researcher correpsodnence files (in pdf format)
Yancey_John_Email_correspondence_2002_2010.pdf
Younts_Mary_Email_correspondence_2003_2008.pdf
Zucker_Jerry_Paper_Correspondence_1950-1980.pdf
Of special note in the above:
Spaces are replaced with underscores "_"
Names are recorded with last name first
Date ranges can be included
Key descriptors can be included
Sometimes descriptors can be included to indicate the type of file format.
Some great videos about
Folder and File Organization
Please note that many of these videos are not created specificallly as it relates to genealogy - but give you some ideas that can be applied for any subject.
also note that various of the videos below show contrasting megthods to those shown above.
There is no best method - simply come up with a plan that works for YOU.
https://www.thoughtco.com/organize-your-digital-genealogy-files-4026699
https://www.youtube.com/watch?v=JCv5XQnrpd8
https://www.youtube.com/watch?v=y-LeibeXAog
https://www.youtube.com/watch?v=rai-fEXqnJ0
Please note - contrary to some online claims
there is no single one best methodology
Use what works best for YOU!!