KEEPING TRACK OF YOUR OWN LIFE WITH TECHNOLOGY - DOCUMENTS
©2017 by Donald R. Snow
This page last updated 2017-01-29. Return to the Utah
Valley Technology and Genealogy Group Home Page or Don's Class
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Abstract: Old proverb: "When someone dies, an entire
library is lost." You are the one that can most easily keep track
of what has and is happening in your life. Writing an
autobiography is wonderful, but very hard to do for most of us and is
never complete. This class is the first in a series of discussions
about using technology to capture events in your life and will discuss
documents; that is, finding, compiling, scanning, labeling, and storing
these so they are findable and automatically appear in chronological
order. Later classes in the series will discuss the same thing
with photos, stories, audio, emails, etc., related to your life.
It is a fact that, if you don't leave accessible information about
yourself, in about two generations your descendants will know almost
nothing about you. The
emphasis in this class will be information about you, but, of
course, could be applied to any of your ancestors. The
notes for the class and related articles, all with active Internet
links, are on my website http://uvtagg.org/classes/dons/dons-classes.html .
WELCOME AND INTRODUCTION TO CLASS
- Instructor is Donald R. Snow ( snowd@math.byu.edu
) of Provo and St. George, Utah.
- These notes, with active Internet links and other related
articles, are posted on my website http://uvtagg.org/classes/dons/dons-classes.html
.
- Tips: (1) To put an icon on your desktop for the URL
for these notes, or any webpage, just drag the icon in front of
the address in your browser to your desktop. (2) To
open a link from here in another tab, but keep your place in these
notes, hold down the Control key while clicking the link.
- This class will discuss documents and give suggestions to
find, scan, label, organize, store, and show them.
DOCUMENTS
- Elder Boyd K. Packer suggested putting a box on the table
where you see it every day and put everything into it that you
can find about your life.
- Types of documents to consider
- Vital records -- birth certificate, marriage license,
marriage certificate
- Church certificates and documents -- blessing, baptism,
ordination, mission, Individual Ordinance Summaries,
Membership Records, directories, temple recommends
- Journals, diaries, appointment books
- School and education -- report cards, letters, transcripts,
yearbooks, news
- Programs from things you participated in -- sports, plays,
music, speaking, hobbies, vocations, avocations
- Articles -- newspapers, newsletters, magazines, books
- Portraits (not ordinary snapshots, since a different system
works better for those)
- Letters -- personal, family, missionary, Christmas
- Genealogy -- family group sheets, pedigree charts,
screenshots from FamilySearch Family Tree
- Miscellaneous -- anything else you can think of -- If in
doubt, include it.
- Might be a good idea to keep track of your spouse's and
children's items, too
- Collecting and organizing documents is a major start in
your life history and would be a real help when and if you
or someone else writes your story
- Compiling an interactive
digital collection may be better for your family
than a book now, since it is easier to reproduce
and easier for youth to read, and can be kept up
to date
- If you do
write a book, be sure to pdf it so people
can read it on screen and print it, if they
want.
- There are more details on some of the items below in other
notes and articles on my webpage.
SCANNING HARD COPY DOCUMENTS
- Scanning -- scanners are not expensive now, but FHCs have
good Lexmark scanners that scan directly to flash drives;
they are fast and name the files sequentially and you can
rename them later at home
- File formats and resolutions for scans
- Documents -- scan to pdf at 150 dpi (dots per inch)
for most text documents; use B/W unless there are
colors; if there are high quality pictures or drawings,
I use higher resolution, 300-400 dpi
- Portraits and photos -- helpful article about dpi
(dots per inch for printers or ppi = pixels per inch for
monitors) -- http://www.scanyourentirelife.com/dpi-should-be-scanning-your-paper-photographs/
-- Rule of Thumb: 250 dpi for each inch you want to
print -- Hence: to scan and print to same size use 250
dpi; to scan and print to twice the size, e.g. scan a
2x3, but print it as 4x6, scan at 2 x 250 = 500 dpi;
National Archives Recommendations report (very complete,
but complicated) is at http://www.archives.gov/preservation/technical/guidelines.pdf
-- will discuss more on resolution when we discuss
photos; for most portraits I scan at 600 dpi tif
- tif vs jpg: tif is
a "lossless" format; jpg is a "lossy"
format, i.e. it degrades each time you save
it after editing, cropping, rotating, etc.,
like a xerox of a xerox; OK to archive
jpg's, if you never edit the original; just
make copies of the original and edit those
- For Christmas card letters with portrait photos I
usually scan to pdf or tif at 400 or 600 dpi
- Bleed-through is sometimes a problem on handwritten
docs and I haven't learned how to correct it yet
ONLINE SEARCHES FOR DOCUMENTS AND INFORMATION
- Do Google and other searches for your name -- use quote
marks and various combinations; also use the Google
proximity search, e.g. "donald AROUND(2) snow" (without the
quotes); finds pages with donald and snow within 2 words of
each other, so it picks up Donald R. Snow, Snow, Donald R.,
Donald Snow, etc.
- Eliminate some extraneous hits by adding search terms like
genealogy, Utah, pdf, doc, index, ged, and -[term] --
"-[term]" removes hits that contain that term
- Search online book collections such as FamilySearch,
Google, Internet Archive, library collections, newspaper
websites, genealogy collections
- For school information try school and school district
websites; for yearbooks try websites like http://www.classmates.com/
- Use http://ourtimelines.com
for bar-graph picture of events during your life -- can
include up to 10 personal events for the timelines, as well
- Include references when you do screenshots or downloads,
so you know where they came from
SCREENSHOTS OF ONLINE DOCUMENTS
- Many free screenshot programs, but few do scrolling
windows -- FastStoneCapture does -- last free version was
5.3 and is available from several websites, e.g. http://www.aplusfreeware.com/categories/mmedia/FastStoneCapture.html
; can get latest shareware version (works better, but costs
about $20) from -- http://www.faststone.org/index.htm
- Capture all or part of the screen or the entire scrolling
window and save the file with a name so you know what it is
-- see below
LABELING FILES
- Goal in naming files is so you, or anyone else, can find
what you are looking for easily and without having to open
the file
- Will show you my file naming system -- you have 255
characters, including the path to the file, plus the
3-character file extension
- Example:
ManwaringDiane(Snow)(1934-2012)-2012-10-13-Death-Obituary-SaltLakeDeseretNews--Ancestry-com--2014-04-10.pdf
- Using the woman's maiden name is standard in genealogy and
allows all files pertaining to her to sort together
- Including married name in parentheses helps in
identification at a glance
- Including birth and death years makes it so time period is
clear and distinguishes people with same name, so no need
for Jr. or Sr., unless that really is part of the name
- Event dates after the name in International Date Format
YYYY-MM-DD make the files automatically sort chronologically
for the person and give a timeline of their life -- Event
dates put anywhere else in the file name makes them not sort
chronologically when alphabetized
- Event keywords allow finding and sorting by event, but
still chronologically; suggested keywords - Birth, Marriage,
Death, News, LDS, Doc, School, Education, Census, Letter,
Medical, Directory, Portrait, Military, Talk, Audio, etc. --
can use as many as you want
- If file pertains to entire life of the person, I put
keywords like History, Bio, Genealogy, and Pedigree after
the name, but before
the event date, so these still sort with the person, but
after the chronological files
- My practice of not leaving spaces in file names is since
some programs put other characters in empty spaces and make
them harder to read
- Naming files this way makes them jump to where they belong
automatically in an alphabetized list without having to move
them there -- See EVERYTHING below
- Can keep files in separate individual or surname folders,
but even with storing all files in one folder, they still
alphabetize together and in order
- Portraits named this way sort in chronological order --
snapshots would too, but there would probably be too many,
so I use a different system for them
USING "EVERYTHING" TO FIND AND SORT FILES
- Best program I have found to find files
anywhere on your computer is
EVERYTHING -- freeware from https://www.voidtools.com/
- Works fast, finds all resulting files anywhere on your
computer for the search terms you enter; shows them in
alphabetical order or can sort in other ways
- Has various settings of how you want it to work
- EVERYTHING also makes file maintenance much easier for
renaming, moving, copying, deleting, etc. -- extremely
useful program and free
- Examples
of using my system for searching and
showing files with EVERYTHING
CONCLUSIONS
- Our memories get duller as we get older, so start as
soon as possible; only
you can tell the full story of your own life.
- I hope you got a few helpful
ideas from all of this; will discuss related
topics in other classes