Genealogists have many options to choose from when deciding how to organize their records. It’s really a matter of personal preference. Some common methods include:

• Organizing by surname
• Organizing by couple
• Organizing with an eight folder file structure (one folder for each set of great-grandparents)

I organize the majority of my records by couple. This system results in a need for more file folders, but I find my records quickly and do not need to cross-reference or make multiple copies of records. For example, using the surname method requires a researcher to decide which surname file to put a marriage record in, or it requires them to make two copies, one for each file. Below I outline the organizational systems I use to make both my paper and electronic records easy to find.

Filing & Organization of Paper Records

To organize my paper records by couple, here’s a list of the office supplies that I use:

• Filing cabinet or file storage crates
• Hanging file folders
• Red file folders*
• Blue file folders*
• Folder labels
• Sharpies
• Family group sheets
• Genealogy source checklist
• Acid-free sheet protectors
• 3-ring binders

*Note: I color code my files. Blue folders are for paternal ancestors, and red folders are for maternal ancestors.

Each of my direct ancestors is assigned a number. This is particularly helpful when you have more than one ancestor with the same name. For example, there are at least three generations of John Bensons in my maternal line. To assign the numbers, I use the Ahnantafel numbering system. Fore more details on this numbering system, read Kimberly Powell’s blog post, Ahnantafel: Genealogical Numbering System. To find an ancestor’s assigned number quickly, create a chart that lists them alphabetically by surname, with their assigned number next to their name.

After a number has been assigned, I label a folder for each couple with the assigned numbers and names, always using the woman’s maiden name.

Within these folders I place the following items:

1. Family group sheet. These forms can be downloaded at Ancestry.com: https://www.ancestry.com/cs/charts-and-forms.
2. A genealogy source checklist for each person in the folder. I created my own checklist which is available by signing up for my e-newsletter at www.LindseysHistories.com.
3. Copies of records I have for each person in the folder. Note, only copies of records should be stored in these files. Original records should be protected and handled as infrequently as possible. I place my original records in acid-free sheet protectors, then place them in a 3-ring binder. I arrange documents in these binders in the order of the numbers assigned to my ancestors. For example, an original letter written by my paternal grandfather, who is #4, are placed in the binder before records from his father, who is #8. If I have multiple records for the same person, they are placed in chronological order.

I mark each record copy with an assigned number in one of the top corners.

The record copy is placed in the folder in the order of its assigned number. On the back of the family group sheet, I list each record in order of its corresponding number, citing each record as completely as possible. Here is an excellent online guide to citing genealogical sources: https://www.genealogy.com/articles/research/19_wylie.html. Each folder is placed in a hanging folder within the filing cabinet in the order of the numbers assigned to the couple in each folder.

Filing & Organization of Electronic Records

I always scan a copy of every paper record I have, but I do not print a paper copy of all my digital records. Some researchers recommend always printing out hard copies of records, but I like to keep my paper files to a minimum and try to reduce my use of expensive printer ink. These electronic files are arranged similarly to the way my paper files are: each couple has a folder, and the folders are labeled beginning with the numbers assigned to the couple, followed by their names.

Example: 20-21 William Carson & Mary Link

I have a template folder that I duplicate each time I create a new couple’s folder. Within this template folder are the following sub-folders:

• Baptism & Church
• Birth
• Census
• Children’s Records
• City Directories
• DNA
• Forms (research logs, research plans, timelines, reports, etc.)
• Immigration
• Journals, Letters, Memoirs
• Marriage & Divorce
• Military
• Miscellaneous
• Newspapers
• Obituaries, Death & Cemetery
• Photos
• Property, Tax & Court
• Published Genealogies & Local Histories (Such as a published town or county history)
• Wills & Probate

Not all of these folders are relevant to each ancestor, so if I have nothing to put in the folder, I delete it to reduce clutter. You should name your files succinctly, but also name them clearly so it’s obvious what the record is without having to open it. Don’t forget to back-up your files! Purchasing a cloud back-up system that will automatically back-up your files periodically is a very good investment.

You may need to try several different methods and add your own personal touches before settling on a system that’s a good fit for you. For more information about this and other methods of organizing your research, I recommend Organizing your Family History Search by Sharon DeBartolo Carmack.