Filing System to Organize Genealogy Papers
Family Folders for Genealogical Charts, Documents, To-Do Lists
Aug 13, 2009
There are many filing systems to organize genealogical papers, the most common being folders, binders, and computer software. Information can be sorted alphabetically or chronologically, by family or by location. Each method has its pros and cons, but colored family folders are an easy, visual way to keep information at a genealogist's fingertips.
What is a Family Folder
A family folder is a colored manila folder that holds papers and documents pertaining to a couple and their children. It provides an easily accessed place to look up details for this family and to take along when doing new research.
Genealogists will likely store the information in a genealogy computer program as well, doing their main research from the computer, but the folder system makes it simple to spread information out and study it all at the same time, as well as being quick and easy to grab for a trip to the library or archives.
Materials for Family Folder Filing System
The list of materials needed is simple, and can be found at any discount store or office supply store:
- Hanging file folders – may be color coded, but not necessary
- Manila folders in five colors, either fifth-cut or third-cut
- File box or file cabinet with ridges for hanging folders
Optional:
- Highlighters
- Colored markers
- Portable file box
Organizing the Family Folders
There are many ways of color-coding family folders for easy reference. One way is as follows:
- Print a 4- or 5-generation pedigree chart, starting with yourself.
- Using markers matching the five different colors of the manila folders, highlight or circle yourself, your parents and your grandparents in color A (blue, for example); Highlight each of the four sets of great-grandparents in colors B, C, D & E (green, orange, yellow, red). This method groups recent generations together in one color, leaving the other four colors to designate the main family lines going further back. Click on illustration below to enlarge it.
- Make a blue folder for each "recent" couple. Write their names on the tab: John Smith/Mary Jones. Put these in generation order (yourself, parents, grandparents, grandparents) in a hanging folder and place in the file box or file cabinet.
- Make a green folder for each couple in your paternal grandfather's line, beginning with his parents. Label with the couple's names, but for clarity, also include a birth year in case names are repeated. These family folders may be organized alphabetically by husband's name, or chronologically by generation. Place them in another hanging folder, directly behind the blue folders.
- Repeat the process for the ancestors of your paternal grandmother, maternal grandfather, and maternal grandmother, using the remaining three colors. Each color set will have its own hanging folder.
- Tip: these colors may be substituted for whatever colors are easily available in local areas, of course.
- Tip: genealogists who would rather group grandparents in their ancestral line instead of with "recent" couples may place them in the appropriate colored folder.
What Goes In a Genealogical Family Folder?
The quick answer of what to include in a family folder is "everything pertaining to that family." The more specific answer is to include:
- A pedigree chart for both the husband and wife.
- A family group sheet showing them as the parents.
- Copies of vital records (birth, marriage, death certificates).
- Copies of census records.
- Copies of any other genealogical records (military, land, tax, etc.)
- Local and national maps pertaining to where the family lived at that particular time. Modern maps of the area can also be helpful.
- A genealogical timeline of the couple's life.
- Research log, including notes of findings.
- Copies of correspondence, either by email, internet message board, or postal mail.
- To-Do list for future research, including a list of questions and ideas of future research possibilities.
- Optional: family group sheets for children who are not in the direct line of ancestors. They can be given their own folders later if more research requires it.
Color-coded family folders are easily created and easily maintained. Genealogists find them immensely useful to tame and organize the sometimes-overwhelming stack of papers. If file folders don't appeal, read How to Organize Genealogy with Binders for an alternative.
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