Tag Archives: Spreadsheet

Writing Tip: “Touch it Once” Citations

Genealogy Writing Tips, ,

Genealogical writing can be daunting. There are a lot of moving pieces you have to keep in mind each step of the way. This post is going to address just one of those moving parts: CITATIONS.

Do you find citations time consuming? You may find that they stop you from making much progress, or that you just don’t write at all because they are intimidating and/or confusing. This is a tip for applying the “touch it once” principle to citations.1 If you follow the “touch it once” principle, citations can take up much less of your time.

The “touch it once” principle is a time-saving technique established by efficiency experts generally pertaining to the tasks that enter your life on a daily basis. Take an email for example. Typically, we go through our email and if one is particularly hard or time-consuming, we think “I’ll get to that later.” Then one of two things usually happens. It gets lost down your list of emails never to be seen again, or you come back to it later, read it for the second time and again say to yourself, “I’ll get to it later.” It’s the re-reading and redoing that wastes a lot of time.

Let’s look at this from a citation angle. As genealogists, there are a couple of different types. There’s the one who doesn’t do citations at all, or captures a vague title or URL. There’s the one who collects all of the information that may be needed for a citation and determines to “work on it later.” And there’s the one who crafts the citation, every semicolon, waypoint, and accessed date, right then and there.

I’m not perfect. But I’m here to tell you that as I’ve done this genealogy-thing over the years, I’ve learned from my mistakes. I’ve learned from having to redo things more than twice, and I’ve gotten into the habit of being that last person. I would guess that about 85% of the time, I craft the full citation right then and there. The other 15%, I collect what I think I’ll need and I’ll “work on it later.”

But my “touch it once” tip has one more step. Where do you store that citation once you’ve made it? That is up to you, but I encourage you to store it in a place that is easy to find, easily accessible (stored in the cloud perhaps), and in a system that makes sense to you.

My system utilizes a spreadsheet. I have each crafted citation in its own cell. Over the years, I have accumulated so many citations that I have developed a tagging system. I also capture the surnames involved and a geographic location.

masterfootnotes

As you can see from the screenshot, not every citation is in full EE style.2 This is because some of these I created back when I was a “baby genealogist.” But you can also see some symbols (***) that indicate to me that I’ve checked it against EE and it is more or less up to standard. There are names and initials in purple font in front of each citation. I use that for sorting purposes. Some citation formats don’t begin with something useful for sorting for these purposes and so I came up with this system. I also added the columns for location and surnames. The spreadsheet can be sorted by any column. You can utilize the “find” function to search for a particular word.

As we all know, the “way” we do things change over time. A lot of this has to do with new technology, digitization vs. film, for example. When I began, waypoints were not a thing. Now I find they are quite useful in certain types of citations. Many of these citations will need to be reworked a little bit as things in our industry change. But for the most part, I have a “touch it once” system. Now, when I’m writing an article, entering information into my database, writing a blog post, or anything where I need the citation, all I have to do is cut and paste. No more recreating the citation.

Another thing I do that helps me with citations comes from Standard #8, “Separation Safeguards,” in Genealogy Standards.3 I make sure that somewhere on the face of a document (whether or not I intend to print it), I also affix in a text box, the citation for that source. You can do this by putting the image in a word processor or by annotating images with software like Acrobat, Mac Preview, or Photoshop Elements. Then, if there is some breakdown in my system, at least there is a copy of that citation on that record image.

Like I said, this is a system that works for me. But it also has evolved over time and I go fix some of those old citation styles as I need to. The biggest message here is to not let citations stand in the way of your genealogical writing.

1. “The basic idea behind “touch it once” is that whenever you get an incoming task in front of you, you decide right away what to do with it.” From Zachary Sexton, “The ‘Touch it Once” Principle That Will Skyrocket Your Personal Efficiency,” AsianEfficiency (http://www.asianefficiency.com/mindsets/touch-it-once-productivity-principle/ : viewed 15 January 2019). ↩

2. Mills, Elizabeth Shown. Evidence Explained. Baltimore: Genealogical Publishing Co., 2017. ↩

3. Board for Certification of Genealogists. Genealogy Standards. Nashville: Ancestry, 2014. ↩

Preparing for a Research Trip – Research Logs

Research Trips, ,

A vital piece to a serious genealogist’s research, whether you travel far or stick to online and local sources, is a research log. There are several great templates online you can locate through Google searches. There are some available at Ancestry and Family Search. A research log helps you avoid duplicating work and can be a great assistant when it comes to write source citations.

There are several ways to create a research log. Here are a few ideas:

  • tables
  • spreadsheets
  • word processing document
  • paper forms – Although I try to be as paperless as possible, sometimes paper is your best option. I always enter the data eventually into my spreadsheet so that I can use “find” and “search” functions to locate specific items.

Within the document you might want to have several columns to keep track of the following (or create your own):

  • date
  • repository
  • who (specifically or the surname) you are hoping to find
  • record sets (call numbers or other identifiers to make it easy to locate)
  • an open column for making notes
  • a cell for recording the proper source citation (this can be used to later cut and paste into your articles, software, onto digital documents, and so forth, cutting down on some tedious work in the future)

Below is a terribly small example of what I’m describing:

2013-09-26 10.33.01 am

You want to be sure to include enough information in this log to at least know where you’ve looked. This log is something you can add to every time you do more research, simply add a new date.

Your log can be as extensive or as simple as you want. If you use a spreadsheet, it can be as wide as you’d like, no paper size limitations! Spreadsheets also have the advantage of having “sheets” within the same document. [If you are using Excel, there are tabs for sheets at the bottom toward the left. If you are using Mac Pages, they are in the navigator on the left side of the screen.] You can have one document for each surname and then within, each sheet can be for a different repository where you’ve researched for that surname. Or you can create a system of your own. The important thing is that you create one, use it, add to it and check back before you do more research so you don’t duplicate what you’ve already done.

I mentioned before that I had ordered the same obituary 3 times. I have now put it in my research log, documenting that the lady (with the same name as my ancestor) is not mine. Giant bold letters now say “DO NOT ORDER THIS DOCUMENT AGAIN!!!” But the trick for me is to consult my log before I do it! I tend to think I’ll remember, but obviously, three obituaries later, I have some memory issues.