Showing posts with label Organization. Show all posts
Showing posts with label Organization. Show all posts

Monday, August 17, 2009

File Organization - Filenameing Convention - Individuals

Among the Genealogy Blogging community, there have been a number of Bloggers talking about 'Getting Organized". There have also been a couple of PodCasts talking about the same topic.

Please see my earlier Blog on this topic: This link will bring up any blog entries that I have posted on Organization.

In my first post on this topic, I talked about what file naming convention I used in a specifc file. I have given this some serious thought, but in a more generic, not file specific file naming.

In the Family Tree Maker program, all Images are, by default, are stored in a Media Folder based on the File Name of the family file.

For example: The family file is located in:

My Documents\Family Tree Maker\MasterFile.FTM

The Media Items are in:

My Documents\Family Tree Maker\MasterFile Media

Here is what the filenames look like using Windows Explorer:

Figure 220

This JPG files are a results of a Web Merge.

There is no meaningful information in the names of these files. For example, the second filename on that list is:


Figure 221

It is a Registration Report. Looking at the Image with any photo editor doesn't really say what time of Registration Report it is. Of interest, for entry into Family Tree Maker is his Occupation.

So, looking at the Files, external to the Family Tree Maker is of little help.

The view within the Family Tree Maker is a little clearer:

Figure 222

From the People Workspace, Person tab, selecting the Occupation FACT, Farmer in 1918 (signature line on 2nd page) there is a Source Citation Image of this World War I Registration Report.

Figure 222 shows the Source-Citation information, the Filename and the Location of the file. That agrees with what is seen in Figure 220.

The task here is to have the ability to look externally to Family Tree Maker and Internally to Family Tree Maker to know what image is.

The format of Filenames that is under consideration is:


The Surname followed by an Underscore, followed by the Firstname, followed by the Middlename (if appropriate), followed by a Dash and Year, followed by a Dash and the Event.

In this case:


In the External view, all images for Joseph Wilson Worrell will be sorted together with Windows Explorer, then sotret by Year, followed by the Event. For sorting purposes, the plan is to keep an individuals images together, then by years. The Event sorting isn't that important for this user at this time.

Will have another blog post on other types of Records.

Tuesday, June 16, 2009

Getting Files Organized

After listening to Family History Made Easy, Episode 32, a podcast Genealogical Hard Drive Organization by Lisa Louise Cook, I patiently waited for her next Podcast. There was no disappointment with Episode 33, Hard Drive Organization Part 2.

Having a recent Hard Drive issue, I realized that over time, I had my genealogy information all over my C: Drive, Several CD's of information, and a number of Folders on a new External Drive. Over time, we each may have our own way to organize our information and over that time we may figure out to organize differently. That we me.

After listening to Liza, I wanted to see how her suggestion would work with a Family Tree Maker Version 2009 might look at how we store our Genealogy information and Family Tree Maker program information.

The suggestion that Lisa made was to have a Genealogy folder created. So, I have, under My Documents, a folder called Genealogy. Actually, I already had one, but the next step was from Lisa. I have found that with Vista, the My Documents folder is Documents (no My). That will be reflected below.

: below you will see \..\ to indicate information that may be specific to you, especially with Vista


Now, I maintain four (4) very separate family lines, so I have each of those four lines as a subfolder of Genealogy.

C:\..\Documents\Genealogy\Byberry (where this line arrived in the US)

C:\..\Documents\Genealogy\Dunblaen (an AKA for this line)

C:\..\Documents\Genealogy\Nicholas (a line that came into the US about 1649 in New England)

C:\..\Documents\Genealogy\CaptJohn (my line)

I have also done for a friend.

C:\..\Documents\Genealogy\Deats (for this blog)

Some other researchers, have for years, understand these names. Lisa is more specific of how she has her files, this i just my implementation of her Podcast and show notes.

For more details to Expand these folders, please read her show notes. I have.

Now to the Family Tree Maker program.

If Family Tree Maker was installed by default, Family Files would be stored in:

C:\..\Documents\Family Tree Maker\

Each of the four (4) lines mentioned above, there are four different Family Files, each with a specific filename.

With Version 2008 and 2009, the program will create a
media folder for storage of any images that are included in the Family File. The change in 2008 and 2009 is that the images are NOT included in the Family File, but are linked to the file in the media folder. If a Web Merge is done, as talked about earlier, any Media (image) of the web merge will be saved in this folder.

So far, my Family File is in the Family Tree Maker folder and amy images are saved in a subfolder.

C:\..\Documents\Family Tree Maker\Nicholas-Media\

Going back to this entry in the blog:
Family Tree Maker 2009 - Web Search #1, Figure 15, you will see a way [1] to view the images from What wasn't in that blog was the when that Images is displayed, to look at in more detail, I SAVE that image as a PDF file and need a place to store it.

This is where Lisa fits into the picture again. That PDF file would be saved in:


The filenaming that I use is
YearFamilyLocation. Since it is a Census Record, census isn't in the filename. Seeing that there may be other families in that location at that time, the naming convention, for this example, that I use is:


Year if four characters

Surname and Head of Housefold forename
Town County

The use of Upper case and Lower case helps seperete the information.

For me, this process and filing does a couple of things.

1 - When my automatic Back Up application backs up the Document folder and sub-folders, ALL if the information is backed up

2 - Can easily locate an Image without opening the Family Tree Maker program

3 - Have an extra "copy" of the image

The same image can be seen directly from within the Family Tree Maker program.

Another entry here will expand on filenaming within the program.

There will also be an entry in this blog about handling of images / photographs both within Family Tree Maker and the organization within the hard drive.

Please leave any comments on how YOU organize your files.

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