A family history project can quickly turn into a mountain of papers, photos and browser tabs. A simple, consistent system saves hours of hunting for things and protects your discoveries for the future.
Choose one way to group things
There is no single correct method. What matters is that you choose one and stick to it. Popular options include:
- By surname: one folder for each family line.
- By couple: one folder for each married couple and their children.
- By record type: separate folders for certificates, census pages, photographs and so on.
Use the same arrangement for paper and digital files so they mirror each other.
Name digital files the same way every time
A clear pattern makes files easy to sort and search. One pattern that works well is:
SURNAME_Firstname_YEAR_Event_Place
- MEHTA_Kavita_1948_Birth_Pune.jpg
- CARTER_John_1901_Census_Bristol.pdf
- MEHTA_Arjun_Kavita_1970_Marriage_Mumbai.jpg
Writing the year in four digits keeps files in date order automatically.
Record your sources
A citation simply tells you where a fact came from so you, or anyone else, can find it again. A useful citation covers what the item is, who created it, when, and where it is now.
Example: Birth certificate of Kavita Mehta, 2 May 1948, Pune. Original kept by Arjun Mehta, photographed July 2026.
Keep a research log
Each time you search, note the date, what you looked for, where you looked and what you found, including "nothing". Over time the log becomes a map of your research, showing what has been covered and what is still left to explore. A simple notebook or spreadsheet works perfectly.
Use family group sheets
A family group sheet records one couple and all of their children on a single page, with dates, places and sources for each person. It is a handy way to spot gaps and to see a whole household at a glance.
Back everything up
Follow the 3-2-1 approach: keep three copies of your files, on two different kinds of storage, with one copy somewhere else, such as a cloud service or a relative's home. Years of research should never depend on a single device.
