Tips & Hints
The Importance of Accuracy and Charting in Genealogy
©1997, Lawrence M. Hamilton
The old how to do genealogy books all stated that you should capitalize the last, or surname. They also said that you should put your dates (1 July 1897) as day (01), month (Jul), year (1897), which meant that you should not punctuate anything in the dates. The reason for this is to keep others, as well as yourself, from reading errors into your information. These books also said that you should properly list locations of all events. This is all good, common sense information, but you would be amazed at the number of people that cannot remember the basics.
Many times the question has been asked, "Should I use a computer for my genealogy?" The answer is, "A computer is only a tool that can make it easier to manage your information." It must of course be remembered that a computer can do no more with your information that what you put into it. Many older computer systems have a 286 or 386 processor that work fine with ‘DOS’ based programs, but the newer computers are 486 or Pentium, operate under the Windows95 system, which is graphical, and to take advantage of this, you should give serious consideration to Family Origins by Parson’s Technologies; Family Tree Maker by Broderbund and all of its CD technology, or any other program that you feel comfortable with. Whatever choice you make, be sure that you can easily change place name lists so you will not have multiple versions of the same location.
Many individuals have used Personal Ancestral File or ‘PAF’ from the Mormon church as their genealogy program. The latest version will begin shipping in July 1997, but will still be ‘DOS’ based. The flyer states it will allow longer names and more information, but after once using a graphical or Windows based program, it is unlikely that you will want to go backwards.
If you decide to go to a computer to help with your genealogical recording, you must change your thinking on how to enter names for your records. Do not put anything in all capitals, as this will cause future references to this name or place to be capitalized. Your program can be set to automatically capitalize last or surnames when printing. Given and middle names should be entered exactly, without initials. This helps others to know who is who, and they can then be more helpful in the exchange of information.
How many realize that a township listing in a census record is not a town, but a political description of an area containing thirty-six (36) sections of land? All townships begin on the Northeast part as section one, go West for six sections, drop down to the next section and then go back to the East, and repeat this until there are six sections long by six sections deep. Townships can, and do, go between counties, so it is important that townships always list the county of reference, and in what state. As a matter of record, the section sixteen (16) was always set aside as the ‘school section.' If you share your information with others, will they know what area you have referenced if you just state a township and state? It is highly unlikely, so be specific.
Old books and genealogy programs said to not bother with adding county after a name, but it is extremely important to do so to help others know for certain that you are talking about the same reference points. Do not use any abbreviations that are not readily known to others. You can even forget what you have used in the past. How many times have you shared information, only to find that you do not know if the reference was to a city or county, or possibly both? In your own programs or information, how many different spellings do you have for the same city, county and state? Some programs allow you to fairly easily change and merge information so it will all be the same, but there are also instances where you would rather keep your different usage, rather than take the time to make changes.
If you plan to submit your information to a local or national genealogical society, it makes things much easier if the submitter follows the prescribed formats, so that information can be readily imported into their files. Your friends and family members will also appreciate your following the formats.
We have talked about how you want to maintain your records, and should now cover how to begin your quest. We recommend the use of four generation pedigree or ancestor charts to begin recording your information, as there is much more room on the form to write. You should always begin your chart with yourself or a child, then proceed back to your earliest known ancestor for each family listed. Fill in all known dates and places (if a date is unknown, use a circa or about date, and a probable place, as you are the only one that knows this information). Ask your parents, grandparents or other relatives to help fill in any blanks. Remember that each generation doubles, and the father or even numbered person always goes on top on the pedigree, and the mother or odd numbered person always goes on the lower line. This makes it much easier for all interested parties to follow lineage’s.
After preparing your pedigree or ancestor chart, you should fill out a ‘Family Group Sheet’ for all individuals listed on the pedigree. On this chart, list all children of a marriage, with their dates and places of events, and never list the married name of a female on these charts, as that tends to confuse. A woman that was born Mary Ann Doe, is always ‘Mary Ann Doe’ for genealogical purposes, no matter how many times she may marry. If we remember to do this, we will never loose track of a woman’s maiden name. No matter how many times an individual may marry, a new ‘Family Group Sheet’ is required for each marriage and family.
You have now prepared basic information to pursue your family search. By checking your charts, you will know if an error has been made that will cause you to believe a son is the father, etc. A person listed as Jr., Jun., or Junior, is not necessarily named after a father, but could have been given that designation to distinguish him from an older person in the neighborhood of the same name. This would also be a good time to ask your elders to please record their remembrances of their family history and relatives. The person may, or may not be able to write the information for you, but if you can get them to use a recorder, as things come to mind, you will have a more complete history.
Your basic charts have been prepared and checked, you have your elders working on recollections of the family, and you are now ready to do further research at courthouses, libraries, etc. We recommend that you obtain birth and death certificates for all individuals that you possibly can, and marriage license information can be most beneficial. Your next step should be to check for wills, probate records, obituaries, church and funeral home records.
The basic records have been checked or ordered, and you wish to further your research at the nearest genealogical library. Start with the most recent census (1920), find your ancestors that will be listed in that census, and record exactly what was written for each individual. Names may be misspelled, but do not correct them - you may wish to make a note to yourself about the error, but it may not have been an actual error. Each census from 1880 to 1920 will give at least the state of an individual's birth, and ages are given since 1850. Don’t be surprised if men and or women lose age as they get older. This is one reason that you want to know all children in a family, as they will help you decided whether or not this is really your family. Beginning in 1880, the census is SOUNDEXED or Miracoded, except in 1880 there had to be a child ten (10) years or younger in the household - for this census, you may have to read a complete county to find your family, and this is recommended to check the SOUNDEX information.
In 1850, the census finally became a viable tool for the researcher, as everyone in a household was listed with age, sex, and place of birth, and this continued until through the 1870 census. Unfortunately, the 1890 census was mostly destroyed in a fire. For census years' 1830-1840, only the head of household, and ages of males and females in a household are listed by age groups. 1790-1820 census’s are not much better, but having ages of persons from the 1850 census and later make it easier to decipher who may be your family. If using an index, either a book or a CD-ROM, always check five to ten pages either side of an indexed person, as you may find someone that was missed in the index, and that person may actually be a relative that has not been found. Also check for other related families close to where you find yours, as they may be in-laws or other relatives.
Your next step is to check for family histories in county history books. Remember that families paid to have this information printed, so there is sure to be embellishment of facts. This is a good place to help you find earlier references to your families, so be sure to make copies and note where the information came from. If you are using a computer genealogy program, this can become one of your cited sources.
Another source of information is your local ‘Family History Library’ of the LDS church. If you are using the ‘IGI’ for your information, always consider this information as suspect, as no one in the organization has the time to check each piece of information submitted. This is, however, a good starting place to help you find information on your own. If you go to a ‘Family History Center,' learn to use their computer so you can download information that may help you find your family. Most of their computerized information may be downloaded to disk, and then imported into your genealogy program.
Consider taking a picnic lunch and going to cemeteries. Find and photograph all headstones of your families, and the quiet surroundings make for an enjoyable visit with your spouse or others that go with you, and when hungry, you can eat in the car, or even spread a blanket to sit on.
You have now gathered substantial information, and it is time to re-check all charts for accuracy, and if you have decided to computerize your information, it is time to begin entry of this information and source materials. One very good thing about computers is you never have to re-type or write a page of information that may have changed. Just change the information in the computer and have it print a new page or pages for you.
I heartily recommend that you print a copy of your information, and check for accuracy of the input information. Did you have finger failure, or mistype a date? This is easily done, especially if you are getting tired. You have now double-checked your information, and before turning off your computer, make sure that you make a backup copy of all your information. You can save yourself much time and frustration by doing regular backups before turning off the computer.
You have been requested to share your information with a relative or society, so be sure to include all notes and sources for the benefit of those with whom you are sharing. They need to know where your information came from so duplication of efforts will not happen.
Should other organizations find this information to be beneficial for their organization, please feel free to copy for your publication, with proper credit given to the author. For comments, suggestions, or information requests, direct same to Larry Hamilton, 215 SW 20th Terrace, Oak Grove, MO 64075. We have, use and are familiar with several genealogy programs and will gladly assist in your making a selection. Larry is editor of The Connector and historian for the Hamilton National Genealogical Society, Inc.