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Getting Organized Online

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Explaining research steps taken; Listing Sources searched; ... in general, and genealogy records in particular. ... E-Paper at genealogy conference lectures ... – PowerPoint PPT presentation

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Title: Getting Organized Online


1
Getting Organized Online
  • NGS2001
  • Session S-240
  • Beau Sharbrough

2
www.sharbrough.net
  • Is the location for the syllabus material for
    this class. The author mailed his materials to
    Oregon instead of Washington DC as instructed.
    The instructions were very clear.

3
Note to self
  • read the conference materials more carefully in
    the future.

4
Note to self
  • dont forget to turn off your cell phone.

5
Organization is quantitative.
  • That means that there are diminishing marginal
    returns.
  • That cost-benefit considerations are appropriate.
  • That the choice of how much to invest is personal.

6
Avis Bus to MCI
Southwest
Vanguard
KC Airport (MCI)
Avis
B
A
C
American
7
Dont miss your plane
  • By basing your choices on the actions of others

8
Dont let someone else decide
  • How much time you should spend on the bus.
  • How much time you should spend filing.
  • How much time you should spend filing emails.

9
How organized you areisnt a meaningful phrase.
  • Its not you its the processes.
  • Its the effectiveness of your plans.
  • Its your honesty with yourself.

10
You must choose
  • the life you want.

11
Getting Organized Online
  • Beau Sharbrough

12
Scope of Lecture
  • Not simply discussing the internet
  • Not simply discussing storage of documents
  • Organize your office based on YOUR purposes
  • Organize your functions based on YOUR goals

13
Lecture outline
  • Wheres the Pain?
  • Office functions
  • In office
  • Out of office
  • Organization Basics
  • Computer Organization
  • General
  • Drive Catalog
  • Your GCP Report Card
  • Clooz
  • Computer Records
  • eMail
  • Images
  • Your notes and docs
  • Doc Naming
  • MS Word find
  • Scheduling Prioritizing

14
GLOSSARY
  • Folder
  • Sub-folder
  • Fragmentation / Defragmentation
  • Catalog
  • Group Sheets / Family Folders / Pedigree Charts
  • Research Notes, copies and documents
  • Logs Research, Correspondence, Documents

15
Wheres the Pain?
  • People change things for their own reasons.
  • If it aint broke, dont fix it.
  • Focus on the difference in being busy and being
    effective.
  • Do you spend time looking for documents?
  • Why is organization a problem for people?
  • How can machines help?

16
Organization means
  • Choosing goals.
  • For each goal, identifying functions.
  • For each function, identifying processes.
  • For each process, identifying .
  • Resource requirements
  • Input / process / output
  • Task frequency

17
Examples of GOALS
  • Write a story about the life and times of
    Jonathan Sharbrough.
  • Write a Sharbrough family history.
  • Achieve certification in research.
  • Serve a term as secretary of the family
    association.

18
General Outline of Outputs UGA 1975
  • Explaining research steps taken
  • Listing Sources searched
  • Giving citations of documents supporting your
    oral or written compilation and,
  • Obtaining and presenting all essential
    information to allow others  to carry on further
    research, at your suggestion, without unnecessary
    duplication of research already performed by you
    or from sources known to you.

19
Other related activities
  • Obtain a fundamental knowledge of
  • the history,
  • legal statutes,
  • social customs, 
  • religion, 
  • geography, and
  • perhaps language acquisition for the area of the
    ancestry involved. 

20
Other related activities
  • This in turn will generally obtain, with the aid
    of select genealogical guides and books, a
    good working knowledge of
  • pertinent genealogical record sources,
  • their content and availability (with the
    concurrent understanding of their relative
    genealogical value),
  • to achieve the goal of  establishing a correct
    pedigree.

21
Examples of FUNCTIONS
  • Receiving mail
  • Filing reference materials
  • Meeting preparation / planning
  • Record Searching
  • Record Analysis

22
Examples of PROCESSES
  • For reviewing documents
  • Scan it
  • Transcribe it
  • Extract the information from it
  • Enter that into your research program
  • Send mail about it to colleague
  • File it.

23
For any process that you do less than once every
10 days
  • Write out step by step instructions
  • Start with what you need to have before you
    start.
  • Put them into a folder or notebook of procedures
  • Use a copy of that procedure as the checklist
    each time you perform that process
  • Check things off as you do them
  • File it with the document when youre done

24
For any process that you do more often than every
10 days
  • Just work through the stack

25
Office Functions in office
  • Paper Correspondence
  • Vital Records review
  • eMail
  • Phone calls
  • Printing pedigrees
  • Copying documents
  • Viewing online sources

26
Office Functions out of office
  • Library research
  • Courthouse research
  • Interviews
  • Gravestone photo / transcription
  • Society meeting

27
Organization Basics
  • Various notes about organization in general, and
    genealogy records in particular.

28
Org Basics Archives and KM
29
Get it Together Major Organization
30
Computer Organization
  • General
  • Drive Catalog
  • Your GCP report card
  • Clooz

31
Your records
32
Computer Records
  • eMail
  • Images
  • Your notes and docs
  • Doc Naming
  • MS Word Find

33
Your Genealogy Computer Program (GCP)
  • At least visit Bill Mumfords site.
  • It looks like the next slide.

34
Bill Mumfords Report Card
35
Myra Gormley has a good place for beginners
  • She quotes the inimitable Bill Dollarhide about
    organization, including the key points of
  • Assigning a unique number to each document
  • Controlling the sheet size
  • Keeping an index handy.

36
Organizing that genealogy clutter Gormley on
Dollarhide
37
Mary E Hill
  • Organizing Your Genealogy Using Computers
  • FamilySearch site
  • The most specific suggestions for organizing your
    information that I have found on the Net.

38
FamilySearch Organizing using Computers Mary
E Hill
39
Hill organizing Images and eMail
40
Organizational Overview
Your office
Your paper records
Your computer records
41
Decisions.
  • Decide whether to file by document type or by
    family.
  • Decide when you want to call it another family.
  • These are personal decisions, but you will want
    to be consistent.

42
Folders.
  • Contrary to popular belief, you cant have too
    many folders. You can make too many of the same
    ones, though.

43
Most people use one of these approaches
  • Make a folder for each family
  • Make folders for states / counties
  • Make folders for record repositories
  • Your choice is personal.
  • As long as youre consistent.

44
Forms.
  • There are a number of forms that you will want to
    learn about right away. Here are a few
  • group sheets,
  • census forms,
  • Pedigree charts
  • Register reports

45
Logs.
  • You may not choose to use them all, but you
    should know about
  • research logs,
  • correspondence logs, and
  • other activity lists.

46
Your computer
47
Things to organize
  • Decisions, folder structure, forms.
  • Naming Conventions.
  • Programs to stay organized. Examples from Clooz.

Clo z
48
Heres a look at the folders on my laptop.
49
Cataloging programs
  • These are programs that supplement the File
    Search capabilities of your computers operating
    system.
  • I dont use any.
  • You can find them at www.google.com by searching
    on catalog program
  • There was a local search engine from Alta Vista
    in 1997 that I couldnt make work and that is now
    withdrawn.

50
Windows FindFast
  • It builds index files
  • Its managed from the Windows Control Panel.
  • Its not always installed. Have your CDs ready.
  • There are indexes by keywords and categories.

51
FILE/OPEN in MS Office applications
  • Including Word, Excel, PowerPoint
  • Find by Category
  • Find by date
  • Find by keywords

52
Naming Conventions
  • Unique names? (repeatable in other folders)
  • Related to
  • Families ex. Sharbrough Land Records
  • Projects ex. Census OH82
  • Apply to
  • Folders ex. NGS2001
  • Image files Church Fresco
  • Word Docs Jonathan Sharbrough Will
  • Spreadsheets Littrell Census Comparison

53
Clooz main screen
54
Clooz census screen
55
Your world
56
Computer records organization
  • Internet sites for forms and software
  • Organizing your browser bookmarks
  • Organizing your email folders

57
Internet forms sites
  • Cyndi has a lot of forms links -www.cyndislist.com
    /supplies.htm
  • Judith Haller has forms on her site -
    www.io.com/jhaller/forms/forms.html

58
Browser Bookmarks
  • Use your browsers bookmarks (Netscape) or
    favorites (Internet Explorer)
  • Make a web page for links

59
Before you can be perfect, you have to be
better.
60
eMail
  • Did you know that you have to file email just
    like any other documents?
  • Schedule time to file your email.
  • Keep a to-do list handy, and add to it as you
    file.

61
A example of email folders
  • Heres how theyre organized on my laptop.
  • Notice that I have broken them into different
    files. Im just trying not to put all my eggs
    into one basket.

62
Another kind of organization
63
Carry your addresses
64
appointments
65
eMails
66
and your genealogy
67
and your spreadsheets
68
and your documents
69
and your databases
70
and your to-do lists
71
Scheduling and Prioritizing
72
Office Functions Receive Letter
Mail the reply
Your Office
  • Write replies
  • Log in correspondence log
  • Extract into records
  • Scan

Receive Letter from Relative
File the letter
73
Office Functions
Output
Your Office
Queue
Queue
Input
  • process

Queue
Store
Long Store
Short Store
74
Schedules
  • Queue everything
  • Schedule time to empty the queues
  • If it isnt scheduled, it wont get done
  • Be honest with yourself about schedules

75
Organizational Overview
Your office
Your paper records
Your computer records
76
Marshall Cook, "Ten Ways to Create a Healthy
To-Do List"
  • Dont put too much on it.
  • Put some air in it.
  • List possibilities, not imperatives.
  • Dont carve the list on stone tablets.
  • Order creatively.
  • Break the boulders into pebbles.
  • Schedule breaks, goofs, time-out time, and little
    rewards.
  • Schedule for long-range as well as short-range
    goals.
  • Be ready to abandon the list.
  • You dont have to make a list at all.

77
Stay out of the box
  • Youre going to need it for papers.

78
Whats in the future?
  • Smart Agents
  • An intelligent online researcher
  • A correspondence assistant
  • Filing and retrieval assistants
  • Smart Environments
  • Foraging support in dynamic websites
  • E-Paper at genealogy conference lectures
  • More opportunity for people to do what they do
    better than machines.

79
Useful Links
  • http//www.ancestry.com/library/view/columns/toget
    her/d_p_1_archive.asp
  • http//www.mumford.ab.ca/reportcard/scardfrm.htm
  • www.sharbrough.net
  • http//www.familysearch.org/Eng/Search/RG/frameset
    _rg.asp?DestG1AidGidLidSidDidJuris1E
    ventYearGlossSubTabEntryGuideALL_RefD
    oc_-_Organizing_with_Computers.ASP
  • www.clooz.com
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