Preserving documents - Family History & Genealogy Message Board

Re: Highlighting

hasenfuss25 — 2013-05-12 15:48:22Z

Maybe it'd be cheaper to take your docs (that are saved on a jump drive) and have them printed out at a photo copy place. Just a thought.

Re: Highlighting

steve2731 — 2013-05-12 13:07:44Z

Thank you for your suggestion. I do print them right from Ancestry, then I crop them to get rid of the black borders. Yours is actually the best idea yet, but that would still mean I would have to print all 238 pages again. I better go buy some more ink.

Steve

Re: Highlighting

hasenfuss25 — 2013-05-11 12:59:22Z

I'm guessing that you are printing these records out from images found here on A.com.
I would print out two and only highlight one of them, leaving the second one untouched. If you're afraid people won't be able to know and find the people you want them to in the document having it attached to the highlighted copy should help with that.

Re: Document Preservation & Scanning Tips?

hasenfuss25 — 2013-05-11 12:53:08Z

Don't know if you're still working on this, but thought I'd post my answer anyway.

What I do with over-sized things that won't fit on my flat-bed scanner is to take a digital photo of it. I have my camera set to it's close-up setting and I put it on a tripod (collapsible and fits in my backpack). I've used this to photograph plat book pages, as well as, other documents and photos I come across while visiting relatives and don't have access to my scanner.

Make sure you practice doing this before doing this "for real", it does take some practice and tweaking to get a good image. The biggest thing is to use the tripod though.

Highlighting

steve2731 — 2012-11-29 13:58:42Z

I scan and print all my records then put them in page protectors then in binders for safe keeping. Ancestry recently released the Canadian Voters List, and these records look like pages from a phonebook. I have highlighted many of the names to make it easier to find on the page. My question is how safe is highlighting? I want these records to be preserved long after I'm gone, will the highlighter fade with time even though they are in page protectors?

Steve

Re: Physical File Organization

jonathan761 — 2012-11-10 23:13:46Z

I think that is great, but can I give you another option, just do it alphabetically. That way, all you would have to do is label the binders with "A through F" or whatever.

Just an option.

Re: Physical File Organization

RichardPetersen76 — 2012-08-28 21:29:22Z

I would lean toward organizing my Physical the same way I have my Digital sorted. That way there's not 2 different systems to keep track of. K I S S

Re: Physical File Organization

patmob — 2012-08-27 23:01:39Z

Since my original post I've become quite organized - its a lot of work but I now know where everything is - electronic or paper.

Your plan sounds great - will definitely preserve everything but will be expensive is assume.

Re: Physical File Organization

Etyndall1117 — 2012-08-25 12:47:36Z

I'm in the same boat as you, me and wife have been working on our history for about 6 months now on Ancestry, Going to Libary, and using a few other sites. So far I've saved and scanned all my document's and files and saved them to Ancestry.com but I'm thinking I'd like to actually put together a Hard Copy File in case anything ever happens to me they will be easily accesable and can get into someone else's hands. I'm thinking I'm wanting to do binders by 5 generation trees then a seperate binder for Colleteral relatives and a seperate on for military records (this is one of the surprises I've found in tracing back I had 8 grandfathers and over 60 uncles in Civil War). I'm planning to # 1-15 on each person in tree and then start a new binder starting at the last person in each line re-numbering at person #1. Planning on using 65lb Parchment card stock and my inkjet and printing documents and Pictures on Acid Free Matte Photo Paper Hopefully will look good and last well.

Physical File Organization

patmob — 2012-07-16 14:48:57Z

Not sure if this is the right board for this question but how do people have their physical, paper files organized?

Seems like there are a lot of different options and I don't want to set something up and find out later that it's not what I had hoped so I was wondering how others are doing it.

Thoughts?

Re: How to deal with glue to reveal letter that is glued shut?

patmob — 2012-07-11 23:36:54Z

What ever happened?

Re: Opinions of conservation methods - scrapbooking tape, etc

matthewkmiller — 2012-07-10 19:15:37Z

If it were me, I'd first scan the pieces into my computer at the highest resolution possible, in color even if its black & white. You can use software to put the pieces together digitally.

Then I'd bring the pieces to a document restorer to put it together professionally. Yes, it will cost money but in my opinion, it would be worth the cost.

Re: Diary entries and Photo Album

RichardPetersen76 — 2012-07-04 23:45:37Z

I agree with the museum idea. if the police don't have one, surely there is a historical society or similar group around. Or a state or regional law enforcement group.

Scan or photograph the pages which have family related entries, or entries related to major news stories (JFK, Challenger, etc). Then donate the actual volumes.

Re: Diary entries and Photo Album

g8ksh — 2012-06-30 13:27:55Z

Hello,

Scanning sounds a good idea, but take care not to break the spine of books by pushing flat to get a good image. A high resolution photo might be as good.

Does the Police force your father worked for have a museum or archive? they may be able to help in exchange for some of the information

Re: Massive Amount of Stuff

cyndi308 — 2012-05-14 03:22:59Z

Looks like this was moved to an appropriate forum.

You'll have to give more details.

If they are paper documents, including photos, do high quality full color scans (even if B&W). Scan both sides! If you need to keep something, put it in a plastic sheath. The kind designed for papers in notebooks or similar places.

Fabric that can get wet can be soaked in Biokleen's Bac-Out and white vinegar then hand washed.

Hard surfaces can be washed.

Cyndi

Diary entries and Photo Album

jbarbara141 — 2012-05-13 20:38:08Z

Dear All,

My late father passed away last year leaving a legacy of diary entries spanning about 40 years - together with about 10 photo albums from 1976 and onwards till late 1990s.

He was a police sergeant and, whilst most diary entries detail where he was on duty, others entail a short summary of what he did on the day.

Apart from saving the most important dates (our births, weddings, etc), I am tempted of merging the diary entries with the photo album into one family heirloom for keeps. Of course this Herculean task will make me look like a mad man to all and sundry, but especially my wife - so I ask whether you have any other preservation ideas.

So far scanning each page individually is the only crazy idea that comes to mind...

Re: Massive Amount of Stuff

JoMac53 — 2012-05-13 03:45:29Z

I don't think this is the right place for your kind of problem. I think this is for posting items that have been found and you're looking for someone related to return them to.

There might be a board somewhere for how to preserve or restore records or you could ask in a general genealogy board.

Massive Amount of Stuff

staciaksnyder1 — 2012-05-12 16:19:14Z

I think this is the right place to post this. My Grandmother did a massive amount of work on my mother's side of the genealogy. There is a whole bunch of Heirlooms in this stuff... Almost all of the items have cat urine on it. I don't know how I should document the heirlooms. Also I don't know how to get rid of the urine smell without destroying the documentation she has already done.

Re: What to do with all the artifacts?

ericllucas99 — 2012-03-13 00:23:38Z

Thanks for all the ideas. I love those freezer-ziploc bags. I put everything in there not just to keep the flood waters out, but to keep out the high- then low- then high- humidity. I prefer to pack things in winter when it is dry, to minimize the possibility of mold growth or something like that. My flash memory sticks with backups go in the ziploc bag too.

Thanks again!

Re: What to do with all the artifacts?

RichardPetersen76 — 2012-03-12 23:19:38Z

Please note that Bank and similar safe deposit boxes are NOT water-tight. If there is a flood, items in a lower-level box will get wet. If it's a bad one, anything may get wet.
Check with you home safe manufacturer on this, too.

Whenever possible, scan or photograph Cat. 1, 2, and 3. Put the files on a CD or whatever. Distribute copies. Even if Cousin Joe isn't interested in the family history, he may be willing to hold your back-up files for you. Better if he lives far away, so the same disaster doesn't get you both.

Cat. 4--You keep the things that you like or may use. Let the rest of the family take their pick. See if anything has enough value to be worth selling. Then have a yard sale or donate to a charity or thrift store.

Label things. "why do we have this old table?" "Granddad made it with only a pocket-knife back in '01." If there is a note with the story, whoever eventually ends up with it will appreciate it more, hopefully.

What to do with all the artifacts?

ericllucas99 — 2012-03-11 01:39:05Z

Hi:

My Dad has accumulated quite a number of artifacts from family through the years. I have a good start on my own collection too. I'm looking for advice on what to do with all of these items that are handed down through the generations.

I have gathered in reading other threads that the items can be divided into four groups:
1) Genuine items of genealogical signficance;
2) Items of family sentimental value;
3) Items of public value;
4) Everything else;

Items in category 3 are simple - find a local genealogical organization or museum that wants them.

Items in category 2 are distributed to family members. The problem is the sentimental value of many items dissipates in time and they slowly migrate from category 2 to category 4;

Items in category 1 are critical to preserve and protect. I have a fireproof safe, but some use a safe deposit boc.

That leaves us with items in category 4. What do you do with these items?

I figure that as long as they are in reasonable condition, I can spare a few plastic totes to store sealed and protected items. I'll just hope that one of my descendants becomes fascinated with genealogy and appreciates having a few treasure totes of family goodies.

I'd love to know what you think. What do you do with family artifacts?

Thanks a bunch!

Re: Preserving a Military Uniform from WWII

ericllucas99 — 2012-03-11 01:26:01Z

Hi: I worked with the Historian of the Infantry Division my Grandfather served with during the Big One. She said the best thing to do is let the dry cleaner know what you're doing and that the item is fragile. Some dry cleaners won't take it for liability reasons. Others will take it and dry clean it by hand. When you get it back, I was told to never never never store it in a plastic suit bag. She said get one of those woven fabric suit bags that are air-permeable. She also said hang it on a hanger with large diameter arms, to spread the weight of the uniform across as large an area of the shoulders as possible. That reduces the stress on the stitching. She said it is best if the suit bag doesn't touch the uniform - suspend the uniform within the suit bag if you can. Never fold anything or it will be permanently folded. Keep it cool and out of sunlight.

Hope you've found a reasonable answer since your original post. Please let us know what you learned!

Eric

Re: Multi-Page Documents, Notecards, etc.

kk4fpk — 2012-02-15 14:55:18Z

Thank you for the kind words - my New Years resolution was and still continues to involve reorganizing my research and sources.

Yes -- 'stitching' is also an option (for cards or photos, but I wouldn't recommend it for multi-page documents). I could have sworn that I just did that to a funeral memorial card last month (but can't find it right now). The card consisted of a front, inside left, inside right, and back. I scanned each side then uploaded each image side by side into Microsoft PowerPoint. I saved the PowerPoint 'slide' as a jpg (Save As and then select other format). All four sides of the card were now one jpg.

Now you have me wondering.... where did I put that! LOL.

Re: Multi-Page Documents, Notecards, etc.

DocJavaDude — 2012-02-15 14:45:26Z

Richard, I agree about filenames -- very important, indeed.

kk4fpk, I very much like your document naming system. The titles are not only descriptive, but the addition of "1of2" identifies the component parts of the scanned documents. The same is true for the handwritten and typed example. Your system makes good sense to me.

I wonder if there is any wisdom in "stitching together" two or more image files into one when, for example, they are a single note card. I am looking at a note card that is a single piece of paper folded in half to form the notecard. There is handwriting on panels one and three. In order to capture the written message there must be two scans -- as panels one and three are on opposite sides of the paper. Since it is a single, continuous message I wonder if it would make sense to crop the scans to include only the two panels with writing and "stitch" them together into a single image file. That would keep the message together in one digital file.

This same thinking could also be applied to a photograph with writing on the reverse side -- perhaps two digital files. One of just the photograph, the other with the photograph and the writing on the back "stitched" together into a single digital file.

Thoughts?

Thanks for sharing your insights.

Re: Multi-Page Documents, Notecards, etc.

kk4fpk — 2012-02-15 13:00:48Z

Multiple page documents I //usually// scan in pdf form so it's one document (front, back, info, mult pages, etc). However, lately, for 2-pg marriage licenses that I have been entering into FTM2009, I have been naming them like this:

Source: Illinois, Moultrie County, Marriage License, Jacob Weger & Mary E. Dunkin.

Attachments:
18760803 - Weger&Dunkin (Marriage License) [1of2]
18760803 - Weger&Dunkin (Marriage License) [2of2]

also, I have a death record for one ancestry that has a hand-written version and typed version. Same info, just two documents.

Source: Illinois, Department of Public Health - Division of Vital Statistics, Standard Certificate of Death, Marvin Dale Abbott.

Attachments:
19350202 - Abbott, Marvin (Standard Certificate of Death) [hand-written]
19350202 - Abbott, Marvin (Standard Certificate of Death) [typed]

I also have a marriage license from Mexico. One is the original photo copy from my grandparents (1947), and the other is a new certified copy (2005).

Source: Mexico, State of Morelos, Villa of Tlaltizapan, Acta de Matrimonio, Tommy Clark and Doris June Criswell.

Attachments:
19470127 - Clark&Criswell (Marriage License) [1947v 1of2]
19470127 - Clark&Criswell (Marriage License) [1947v 2of2]
19470127 - Clark&Criswell (Marriage License) [2005v]

Now I do have a full copy of my grandfather's medical records (120 pages) and I have those in a single pdf file.

Re: Multi-Page Documents, Notecards, etc.

RichardPetersen76 — 2012-02-14 05:20:41Z

I don't know about a standard, but when I am scanning something, I try to always give it a good descriptive file name. If you have multiple pages or photos all connected, put them in their own folder, also with a descriptive name. That way if for some reason you don't go back to finish the project, someone else will know what it is. I have a lot of photos un-captioned, but the file and folder names tell most of the story.

Multi-Page Documents, Notecards, etc.

DocJavaDude — 2012-02-13 17:46:17Z

I'm looking for some "standards" or "best practices" when it comes to scanning and digitally archiving certain kids of artifacts. Here are some examples:

1. A folded notecard with writing on more than one page/panel (e.g. writing on the outside and inside).

2. A letter in which a photograph has been included, and the photo is referenced in the letter with important identifying or contextual information.

3. A photograph with important information written on the back side.

4. A multi-Page document.

When scanning these items for digital archiving as well as use in Family Tree Maker, how should multiple pages or related pages be "joined" or "connected"? Can or should they be digitally joined into a single digital file? How would that be done? Should the file names indicate their relationship, but keep the scanned pages as separate files? Should an entire notecard be scanned, or just the panels with writing on them?

There are many other examples and questions I could pose, but I am hoping someone can direct me to some "best practices" or standards for these kids of document and photograph digitization and archiving projects.

Thanks for your help!

--Jeff

Re: To keep original documents?

BryanMehn — 2012-02-08 10:39:03Z

If you can tell that the photos belong to the area, such as cabinet cards with place names, then the historical societies will probably take them as well. I know the local historical society will take them and has a collection of them. Sometimes people will look through unknown photos.

As for yearbooks, I donated those as well to the historical society, I would think that most schools have copies of their own yearbooks, I know that mine did. I bought a number of them at used books stores and donated them.

Re: To keep original documents?

VictoriaJZ — 2012-02-08 01:05:22Z

Thanks much - right now I'm sorting things by type and once that's done will contact the places -- i.e. my father's WWII things can go to the state's Gold Star museum for the 168th infantry - and I'll check around for others....I dont' want to have things end up in trash or ebay or non caring places.

Next Q tho - what about photographs of people in family who you do not know? I know we can try to figure it out thru resources here but what if we just hit a dead end?

Re: To keep original documents?

hughes1115 — 2012-02-07 23:38:12Z

Yes, I have donated several photographs to the local historical society and some in different states. I have contacted some schools to see if they would like old school yearbooks and class photos. I have scanned everything and have several back up copies... so at least there is that.

Re: To keep original documents?

kk4fpk — 2012-02-07 22:48:20Z

Agreed.

The one thing that drives me nuts is seeing family history items on Ebay and at local flea markets! Make sure you pass it on to someone that finds it interesting and NOT valuable.

Re: To keep original documents?

BryanMehn — 2012-02-07 22:07:03Z

That really depends on what you have, what you want to keep, and what you want to donate. You would also need to talk to the local historical society or library.

There are some things I'm sure places would like, original wills, diplomas, letters, diaries, and the like I'm sure most would take. I don't really think they would like things like report cards or things that only one person would normally be interested in.

Unless you get a descendant that is really interested then leaving it to someone else might be tough. I don't know of anyone in my family that will want the things that I have.

The best bet is to call around, or go see them, and ask what they may or may not want. They will tell you. Be prepared that they might not want everything and if you do give them some things they might give it to another society.

Re: To keep original documents?

VictoriaJZ — 2012-02-07 17:14:47Z

Excellent Q and one I am dealing with as well. I can see keeping originals of records or memorabilia for descendants and others to enjoy in the future = but what if they aren't so inclined or what if there is no one to leave such to - or if we have duplicate originals ?

Can/should one donate them to a local or state historical society? Public Library? Where would be a good reliable repository of documents that really cannot be maintained in the home?

Re: To keep original documents?

hughes1115 — 2012-01-26 22:52:05Z

I think I'm going to follow your lead and display some of the items and rotate them. Maybe this will interest other family members to want some of these items when I'm gone.

Re: To keep original documents?

kk4fpk — 2012-01-26 16:02:49Z

I keep family memorabilia as well. In fact, we have a curio cabinet displaying some of our most interesting pieces. We rotate items every so often. It's great when other family members come over and comment on all the cool stuff.

We're the "family repository" for our family both for memorabilia and family history records.

Hopefully we won't appear on an episode of Hoarders - LOL.

Re: To keep original documents?

Dr_Fred — 2012-01-23 11:35:03Z

Richard, I agree that not everything can be kept or is of equal value. The scanned will, report cards, etc. are as useful as the originals to add to the known personal history and attributes of the people involved. Was a person a straight A student? A math whiz? Was part of an estate left to a favorite organization? Was a family member conspicuously left out of a will? Copies of these documents can give a rich sense of who a person was -- at least as interesting as simply birth/marriage/death dates.

Some memorabilia though can be important to retain for posterity. I would highly value the original ticket stubs from a famous world series attended by an ancestor or train tickets from an important family relocation.

Re: To keep original documents?

hughes1115 — 2012-01-22 16:19:49Z

Yes, you are right, but is half my problem. I know all these people and I want the world to know them too. I guess I need to make two boxes. Thanks!

Re: To keep original documents?

RichardPetersen76 — 2012-01-22 15:29:40Z

To hughes1115: It sounds like you need to sort out the genealogical stuff from the pure memorabilia. A lot of that stuff is nice to have, but once anyone who actually knew the person is gone, it doesn't mean as much.

Re: To keep original documents?

hughes1115 — 2012-01-21 00:37:10Z

Thanks for all the ideas. I guess I'm just a wee bit overwhelmed, as I have inherited tons of stuff from my father. I have childhood report cards, mortage papers, wills, etc. I have scanned everything and backed up stuff on DVD's. I just now need to weed through all the papers.

Re: To keep original documents?

kk4fpk — 2012-01-17 05:41:14Z

Sorry, I had "acid-free" sheet protectors on my mind from another project. I use standard plastic sheet protectors that you can buy at Office Depot or Office Max.

The reason I keep hard-copies is because it cost me money in the first place to get (either from the County Clerk or online from Ancestry when I had a subscription).

I am a self-proclaimed hoarder of family history items, so it may be overkill.

Re: To keep original documents?

BryanMehn — 2012-01-13 16:44:40Z

It seems to me that unless you have the only copy of something then keeping all of the extras is just too much. Things like marriage licenses, census records and the like are things you can find again. I do keep digital records, and I keep them backed up, but to keep paper copies, and to keep them in expensive acid free sleeves seems like a bit of over kill.

As I said, anything that's original and not found somewhere else, letters, photos and such, do need to be scanned and protected. Things that I can get photo copies I don't keep after I scan them as I don't want to have too much clutter.

Re: To keep original documents?

kk4fpk — 2012-01-12 15:19:06Z

I keep all of the documents that I find. After scanning them into both pdf and jpg versions, I place the hard copies in acid-free page protectors and put them in a binder in alphabetical order by last name (maiden for females).

Of course, my one binder has turned into many, so I have VOL-1, VOL-2, etc.

Re: Document Preservation & Scanning Tips?

kk4fpk — 2012-01-12 15:16:23Z

I agree with RichardPetersen76 - check with any local printing companies and/or graphics companies. I had a couple over-sized college diplomas that I wanted scanned and a local company did it for free (pdf and jpg).

Re: Family Bibles

reipoddarkfyre — 2011-12-24 14:19:13Z

I've a similar situation, just received my great great grandmother's bible (published in 1890) from my dad's cousin and I'm looking to preserve it as best I can within reason. I was going to go the route of acid free box but the dimensions of the book leave me scratching my head; do they make boxes for books this large? The book measures 4.5 to 5 inches thick and is rather large with metal clasps. See attached photos.

What would be some ways I could keep this monster safe?

Thanks!

Re: Document Preservation & Scanning Tips?

RichardPetersen76 — 2011-10-23 17:57:51Z

For scanning large documents, you might see if there is a blueprint or other graphics company in your area. They often have larger-sized equipment. I was able to get an over-sized military award certificate scanned and put on a CD-Rom for only a few dollars.

Re: Document Preservation & Scanning Tips?

BryanMehn — 2011-10-18 02:03:19Z

For scanning you can try and do it in pieces, some scanners will allow you to do it in a few different pieces and then merge them together. You could also find the software to do the same thing. It may not come out perfect, but it would be better then nothing.

To preserve it you would want a piece of plastic sheeting that is acid free. You can find them on the internet and such at places like Gaylord. It will be expensive for one item, but it will at least preserve it better then it is now. You might also want to talk to the archivist at the local historical society or library.

Re: Family Bibles

cclement142 — 2011-10-06 12:49:14Z

I was assuming that most people wouldn't be able to get acid free paper or polyester bags, in which case a regular plastic bag would work fine. As long as the paper and box the box are placed in are acid free then it will be fine. The bags for books that are used in museums aren't necessarily easy to come by in a regular store and that is why I suggested a plastic bag. However ideally you would want to have it in acid free paper and an acid free box.

Re: Family Bibles

mi2early — 2011-10-06 12:41:19Z

I'm not sure about the plastic bag. According to the US Library of Congress,

"An excellent way to protect fragile books is with a box that is custom made to the dimensions of the book. Books with dry flaking leather covers can be wrapped in paper or polyester jackets to keep the fragments and dirt from transferring to hands, adjoining books and the rest of the pages."

See http://www.loc.gov/preservation/care/books.html for the entire article.

There is also useful advice from Ancestry at http://www.ancestry.com/learn/library/article.aspx?article=8...

Re: Family Bibles

cclement150 — 2011-10-06 02:40:47Z

It should be placed in a plastic bag of some sort so that you don't touch it with your hands when you move it. It should also be kept in a cool, dark place as heat and direct light can damage it. If possible you should keep it in a room that is around 75 degrees and with a humidity of around 45. You should also wear cotton gloves when handeling it.
This is of course only if you wish to really protect it as this is what museum standards are.

Document Preservation & Scanning Tips?

namssob1 — 2011-10-05 17:57:53Z

I have a very old deed original (1849) that looks like a torn up copy of the declaration of independence. I would guess 85% of it is still legible and restorable, but it does have some tears and gaping holes in parts of it.

1) How do I get it scanned in? It's large - about 16x16, and obviously won't fit on my flatbed scanner.

2) How do I preserve it, physically, so it won't become further damaged?

Thanks!