I apologize in advance as this may get a bit confusing. And I know it will get LONG. I am looking for some general guidelines or methods to processing data, sources, etc. My mind is going in all different directions trying to figure out a method or system for documenting data and sources and when to add what…
I have my data entered into a database from family publications that were given to me – some with extensive research done by other family members. But I really have no organization or system to processing all this. And I haven’t really done anything WITH the data – mostly just entered it. Since I was entering from a family history book – I did not originally enter any sources. I have then gone in and added documents from Ancestry but am now wanting to go back and clean it up.
I already have much of my family history given to me – so this is more about finding documents and attaching sources and not so much doing the research (although it’s always good to verify). Anyway, I’m mostly trying to clean up what I already have and looking for a good method to do so.
So for starters – is there some good way to track WHO you have gone through and cleaned up vs who is still yet to be cleaned up? As everyone is already entered into the database. I mostly use RootsMagic as my main database, but I have a partial copy of my tree on Ancestry that I have been using for searching and finding documents – which I do plan to eventually put into RM… but that whole process is another issue! Mainly I’m looking for how to clean up the data I have, how to keep track, and where and how and which sources and data to attach, etc.
If you have an ancestor, for example, who is listed as Jim Jones in one census, James in another, J Jones in another, also other sources may have different variation on the name… birth cert may have his full name, while death docs may have first, middle initial, last, etc…do you list all those as alternate names - citing and linking to the source where it was used (also to show how they were listed in each document)?
Or would you just attach the various censuses, for example, but not use them as a source for the name and not list the various names; but using them as a source, maybe, for where they lived? And only showing his full legal name as the data you have for name?
Do you only use the alternate name field if it was a very different name they went by (name change, nickname, etc) – and of course listing a source for that as well?
I guess it boils down to when do you add data from a particular document to your tree if it varies slightly from what you have, but is basically the same info…. And when do you use a document as a source of data, vs just adding the document – or maybe using the document as a source for some data, but not all data…
Or are there particular documents you only use as sources for particular pieces of data?
Or some documents you don’t use as sources at all, but just attach them to your tree because they’re interesting to have… or use them as a source for something like residence or military service; but not as a source for name or birthdate?
Especially if you have sources for those things from other documents?
What if a date (or name) is listed incorrectly on 1 document (sometimes it was just transcribed incorrectly; others the original document may be incorrect), and correctly on others… do you even add the incorrect date, link it to the document, and say that it’s incorrect… or do you just keep the correct date, and when you add the other document just add a note saying they have the date incorrect?
I’ve had a few cases where the transcribed or indexed name is just plain wrong. And did make it a bit difficult at first to find my ancestor. In those cases, would you just add a note stating how they show on that document? Or would you just ignore the incorrect version now that you have the document?
How much data do you add or link to a source, just because it’s on the document – to show what was there? Or when do you ignore data on a document that is wrong, but still attach the document and use as a source for other things? Or maybe don’t use it as a source but attach it anyway- all this of course assumes you have other data to corroborate what you’re calling “right” or “wrong” to indicate its still the same person…
I hope you understand what I’m trying to get at? Seems like there are so many things going on and I’m not sure the best way to approach it. I’m sure I said the same thing a few different ways in my attempt to get this out…
But I’m trying to get a handle on a method to be consistent and have as accurate data as I can, citing any sources I can, without the data file getting too “messy” or unnecessary information…
Also what about locations… it seems like the general format for a location (in the United States) is Country, State, County, City… but not all documents list all that information… some list only 2-3 pieces… so if you have the full 4-piece location in your data… do you link sources to it that only list 2-3 pieces? Or do only use a source for location that has all 4? Or what amount of interpreting do you do… if you know the city/state – you can pretty much figure out that it’s USA and what county (in most cases, anyway)… so just wondering how you handle this?
I guess all these questions also sort of point at another question or idea… is your data file on a particular individual basically the facts you have determined to be true… with as much backup supporting evidence as you can find…. (not necessarily every piece of data you find on every document)? Even while some of that evidence may have parts incorrect or parts missing… you add whatever data is true and correct (as best you can tell)…. And link to the various sources to show this… whereby ignoring any data in those sources that is incorrect? And listing alternates only if you’re unsure or there could be some question… or in the case of names, things like name change or alternate name they went by, etc…
If you have full name on one document; and everything else is either a version of this or was transcribed incorrectly, for example… would you list only 1 source for the name? or would you list all the sources that have the name correct? Only if they’re the full name? Or even if they leave out middle name, for example, or just use middle initial, etc… as long as it’s all correct, would you add them all as sources for the one name?