Digital preservation - managing your digitized or born-digital genealogy research

It’s easy to quickly accumulate an abundance of research materials. Digital records, emails, digitized photos and more! Here are a few ideas for organizing and managing the results of your hard work. Future you will thank you!

1. Folder structure. Create a logical folder hierarchy, perhaps organized by family lines, record types, date ranges, geographic locations or specific research projects. Pick a structure and use it consistently. Document your structure somewhere for easy access.

2. Consistent file naming. Develop a standardized system for naming files, including dates, surnames, and document types for easy identification and sorting. Document your file-naming scheme for easy access.

3. Regular backups + 3-2-1 rule: Implement a robust backup strategy, including cloud storage and external hard drives, to protect against data loss. Try to follow the 3-2-1 rule which suggests saving three copies on two different media with at least one copy stored off site or in a cloud-based environment. Examples of cloud storage might include Google Drive, Dropbox or even saving data in a tree hosted by Ancestry.com or FamilySearch.

4. Metadata utilization: Use file metadata to add tags, categories, and descriptions to enhance searchability and track descriptive information. Try not to imbed too much descriptive information in a file name.

5. Version control: Keep track of different versions of documents, especially for evolving research or collaborative projects. Use a file-naming scheme to indicate versions, i.e. TRH_v1, TRH_v2, etc.

6. Citation management: Use citation software like Zotero or EndNote or develop a consistent system for tracking sources for each piece of information. A research log is a good place to start.

7. Digital preservation best practices: Convert files to archival formats such as TIFF or  PDF. Regularly check older files for accessibility.

8. Research logs: Maintain detailed research logs documenting your process, findings, and future research plans.

For more information, visit the US National Archives and Records Administration - Digitizing Family Papers and Photographs.

Digital content on a laptop computer

Tobias History Research is a premier provider of history research and archives management services. With 20+ years of professional experience, founder Vicki Tobias helps clients expertly discover their history and enthusiastically share their stories. Learn more about her services.