Perhaps I'm missing something but, in my view, there is one major flaw with this system. The Ahnentafel numbering system has meaning and when hardcoded into the UserID that meaning becomes irrelevant when doing pedigrees for someone other than the person for which the numbers were generated for in the first place. So, using a meaningless unique numbering system such as the Legacy generated RIN's is not only easier since it's automatic but it also doesn't imply meaning when none should exist. The only way to keep this system almost usable is to maintain numerous Legacy files with potentially numerous duplicate individuals across the many files; and as you say, it wouldn't take much to mess it up. And you must remember which files to update when you get new information for an individual. I am a strong believer in one Legacy file - one stop "shopping" for all my data. From there, I can extract any information I want, I can generate any report for anyone and I can extract a line to send some of the data to someone else.
_____ From: [EMAIL PROTECTED] [mailto:[EMAIL PROTECTED] On Behalf Of Loran Braught Sent: Tuesday, January 02, 2007 17:34 To: [email protected] Subject: [LegacyUG] One tested method of organizing files I am a renewed LUG participant and have not taken the time to seek archival chat about organizing our data, but a method that I have used for some years and teach at various workshops is rather successfully tested, so I will briefly share it here: First, it is based entirely upon the Ahnentafel numbering system of the universal pedigree charts. The advantages of that are 1. it is universal, 2. it shows both individual numbers (similar to but instead of RIN), and 3. it automatically identifies each person's relationship to their generation. The only drawback is that a user must insert (in the individual form of Legacy at the bottom left for User ID) for every person. For people not in the direct line (including spouses and children), Legacy will continue to insert the RIN in the sequence that you input them. How it works (refer to any pedigree chart): A. you (or the "prime" person of any family line with the desired surname) are number one. Your father is number 2, grandfather number 4, etc. B. the spouses are #2s, #4s, etc. C. children are #2cN (first child = #2c1, then 2c2, 2c3, etc.). D. anyone not in the direct line will automatically have the RIN they received upon input. Remember that you must first insert the proper unique user id for each person of the direct line, but Legacy will treat those numbers exactly that same as a RIN. Use the same numbering system to organize documents and photos. For group photos either make duplicates or file the one with the number of the oldest family member in the photo and cross-reference the others to it. These are typically in ring notebooks or albums properly protected. Notice that because the vital documents (birth, marriage, death) will all be in that one person's location, those tend to require considerable space if well documented (by their unique Ahnentafel number). For Census photocopies, file them by year then by Ahnentafel numbers. Just like photos, you have the option to either duplicate a census photocopy for each family on the same census page or cross reference them to one photocopy of the head of household's number. This notebook can also become rather large from a thorough census collection for each family. Of course, the size is adjusted with different volumes, but the more recent years will naturally have more records than the very early years of the family line. Correspondence records are also kept by the number of the "elder" of the family, then alphabetically by the name of the correspondent. Finding them is made even easier by using the notes section of the individual records that mention them with their location in the correspondence files. I maintain a collection of each USA alphabetical state (nation and province) in file cabinet drawers. When one state has particularly important counties among my data, I place folders for those typically crowded folders within a state section. Maps, county histories, cemetery locations, court house contacts, etc. go in those folders. It is easy to correlate anyone's recorded county data to the correct county folder. Finally, interview tapes are still organized by the unique ahnentafel number. When you have a tape of someone not in the Ahnentafel direct family line, use the alphabetical surnames to file them. You will soon notice that direct line people actually have two numbers (which clearly identifies them as a direct ancestor). For example if you are the second child of your parents, you have both the number 2c2 and 1. Also, you will soon realize that multiple marriages require the use of 2s1, 2s2, etc. if your father has more than one wife, and if you are the first product of the second wife, your ahnantafel numbers will be 2s2c1, but also still 1. We all soon learn to always use birth names, never mix and match children of different biological parents, and avoid mixing surname lines. If you try to merge surnames more than those related to spouses, the organization becomes very messy very quickly. Keep the Hatfields and McCoys separate with their own ahnentafel numbering. For example, I can be number one in both my father's and mother's lines (however, I tend to begin numbering with the youngest of any surname, so my mother become #1 and I become #1c1 in her surname file. She is also 2s1 in my father's surname file and I am 2c1 in that line). The fact that most of us had to sometime or another "bite the bullet" to renumber from RIN to User ID numbers is a challenge for those who already have thousands of family members (often mixed and merged, etc.). It will take some time, but then all organization plans take time to both establish and maintain. It may not be worth the change and I have no suggestion of how to improve any system that you have already established to organize (and find) your data other than bite the bullet. That is the total system. You are welcome to contact me for any specific questions. The only added comment I will share is that if we do not commit at least 10 per cent of our genealogy time to maintain our organizational plan, nothing will be satisfactory in trying to easily and quickly locate information that we struggled to collect and analyze. It is a form of "tithing" to our organizational responsibilities as we collect data like a racing magnet through a pile of nails. It is similar to finding time to trim your fingernails...just do it or things will surely soon break and can be painful. Loran Ralph Braught [EMAIL PROTECTED] (812) 535-3618 8380 N. Crestwood Pl West Terre Haute, IN 47885 Researching mostly Braught/Braucht, Bruner, Ruggles, Riley Loran Ralph Braught [EMAIL PROTECTED] (812) 535-3618 8380 N. Crestwood Pl West Terre Haute, IN 47885 Researching mostly Braught/Braucht, Bruner, Ruggles, Riley *** Give the gift of Legacy for the holidays! Order online at http://legacyfamilytree.com/Redirect/Store-Legacy.asp or call 1-800-753-3453. *** Legacy User Group guidelines can be found at: http://www.LegacyFamilyTree.com/Etiquette.asp To find past messages, please go to our searchable archives at: http://www.mail-archive.com/[email protected]/ For online technical support, please visit http://www.LegacyFamilyTree.com/Help.asp To unsubscribe please visit: http://www.LegacyFamilyTree.com/LegacyLists.asp *** Give the gift of Legacy for the holidays! Order online at http://legacyfamilytree.com/Redirect/Store-Legacy.asp or call 1-800-753-3453. *** Legacy User Group guidelines can be found at: http://www.LegacyFamilyTree.com/Etiquette.asp To find past messages, please go to our searchable archives at: http://www.mail-archive.com/[email protected]/ For online technical support, please visit http://www.LegacyFamilyTree.com/Help.asp To unsubscribe please visit: http://www.LegacyFamilyTree.com/LegacyLists.asp
