Software Feature - Documentation
Verify - Verify - Verify
Why? --- When? --- Where? --- How?
Why?
The *why* of documentation bears little explanation. Suffice it to say that because of the variety of sources of genealogical information and the large number of genealogists who share information with each other, the need for documentation and for a STANDARD FORMAT for referencing sources has become apparent, if not essential, as we move toward the compiling of ever larger genealogical data bases of information. Bear in mind that YOU benefit as much as those with whom you share your research when you can quickly and easily re-visit sources you may have referenced years ago. There are some general guidelines for documenting sources that will identify when and how that should be done.
When?
Document as you go - i.e. immediately. In today's environment we can now inexpensively photo copy pages of books, microfilm records, microfiche, family bibles and other documents relative to research. Be sure to copy the title pages when they are present. This will provide you with most of the information you need to identify the source. Also include the book number (Dewey decimal system) and/or the film, fiche or other identifying number used for the source. For microfilm be sure to include the ITEM number. Microfilm usually has numerous "items" of filmed material only one of which may be your source. Use some sort of form that keeps track of when and where you found the source and some type of comment as to the contents of the source.
Where?
Those of us who have been doing research long before the dawn of computers and computer programs, (around the time the Pilgrims landed), have probably developed index card files or folder files kept in a file cabinet. Some have documentation written or typed on the family group sheets or pedigree charts that comprise a manual type of data base. But now, with computers, it makes good sense to computerize a documentation file. This could be in the notes area of your genealogy program or, with appropriate references, kept in a word processor file. A very few genealogy programs provide a set of records where sources can be entered and then tied to the individual they refer to. *Where* you keep your documentation will depend on your own needs and the way it is easiest for *you*.
But before you decide where to put your documentation, learn something about data base computer technology. All genealogy programs are written as data bases and they all have limitations for keeping files. So be familiar with what your software will and will not do.
How? Here are some guidelines
Enter sources in a consistent format (more later).
Use confidential information with discretion and sensitivity. I use a special tag that will not print out if I don't want it to.
List all sources you find.
Identify conflicting or missing information.
Avoid using unusual abbreviations (ex. use MA not Mass.). When you are not sure - spell it out.
Indicate where additional research is needed.
Strive to obtain original sources for each event (don't rely on "books" for truth and accuracy).
Indicate the location of lengthy documents rather than re-stating all of the info in the document (wills, pension recs. etc.). Using a word processor file is a way to do this, or indicate what file folder they are in.
Identify all researchers' contributions including your own. Use your name, not "I" or "me" when referring to yourself.
****The recommended format for documentation is the result of the recognition that standardizing documentation is one of the first steps towards that giant computer genealogy data base we all wish would magically appear so we didn't have to search in so many different places. The format consists of 8 "fields" (data base lingo). For a more complete explanation of this format consult:
PAF ver. 2.31 manual, Appendix G, Pgs 5-27 to 5-33.
PAF Documentation Guidelines, pub. by the Silicone Valley PAF Users Group.
Cite Your Sources: A Manual for Documenting Family Histories and Genealogical Records, by Richard S. Lackey. (Jackson, MS: University Press of Mississippi, 1980). It is available for $9.95 plus S&H, from Historic Resources, Inc., PO Box 329, Bountiful, UT. 84011-0329, phone: (801) 298-5446.
*** For PAF users - there is a PAF utility called "HotNotes" that will guide you in formatting your documentation. It can be downloaded from the "PC files and utils library"., It is Shareware so requires a payment.
--- For PAF 2.31 for PC Users ---
*or* others who place their sources in the NOTES area of their program -
Print character - PAF uses the "!" in front of notes that are to be printed with the family group sheets. This character is also used by PAF when preparing files for entry into AncestralFile. It is optional for PAF users and probably doesn't apply to other Genealogy software. You should be familiar with how your software identifies those notes or sources to be included in a printed family group sheet of for submission to AF.
The recommended "fields" are:The print character is followed by the TAG in capitals with no space between them. The TAG is followed by a colon and each "field" following it is separated from other "fields" with a semi-colon and finally a "." (period)
- Tag (may be omitted in GSPs with source files)
- Title
- Years Covered
- Unique Source Identification
- Specific Reference
- General Reference or Where Source Can Be Found
- Notes or Comments
GSPs that have source entry fields do not require the print character. The TAG is automatically inserted as the field identifier.
When evaluating a GSP look for a Source File or Manager. Those with Managers have several fields that guide you through entering the source in the Standard Format.
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