PAF II -- Class 2:
ENTERING NOTES, SOURCES,
AND DOCUMENT
IMAGES
©Copyright 2006 by Donald
R. Snow
Sections of the Class Notes
Return to Don's
Class
Listings page or to the home page of Utah Valley Technology and Genealogy Group . This page was last
updated 28 Nov 2006.
WELCOME AND
SUMMARY OF PREVIOUS CLASS
- Instructors
are Donald R. and Diane M. Snow, 801-225-7123 in Provo, Utah
and 435-673-1932 in St. George, Utah (snowd@math.byu.edu,
dms34@juno.com)
- These notes with
active Internet links are posted on the
Utah Valley Technology and Genealogy Group website http://uvtagg.org
under Class Outlines, Don's Listings.
- Review of
cleaning up your database -- why and how
- How
are you doing on cleaning up your database? Don't panic
if you got lost last time, but we hope you got the vision
and will work back through the notes. Any questions?
DIFFERENCES
BETWEEN NOTES AND SOURCES
- Quotes from PAF 5 Lessons #3, Screens 1-4
- “Notes: Where you can provide stories,
descriptions,
and research notes about an individual.”
- “Sources:
Where you list the record, document, or
person from which you obtained your information. You can list
the
source for each event in a person's life.”
- Notes are biographical – sources are documentation for events
- Good reference – "Family History Documentation
Guidelines", 2nd
Edition, published Jan 2003, $12.50 from Silicon Valley PAF Users
Group,
P.O. Box 23670, San Jose, CA 95153-3670, http://www.svpafug.org
-- very
helpful booklet with lots of examples
- Without
sources and documentation your genealogy is only hearsay!
- "IN
GOD WE TRUST -- ALL OTHERS MUST HAVE SOURCES!"
ENTERING
NOTES --
BIOGRAPHICAL AND RESEARCH
- NOTES -- are biographical and/or informative and
are attached to
individuals and marriages, but not to events
- Not
the same as sources, which are documentation of where the
event data came from and can be found again
- In
the old PAF 2.31 all sources were listed in notes so you
will have to move them to sources in PAF 5.2 to be able to have it make
the
superscript numbered
references for your sources
- Examples
of notes -- timelines, schools attended, SS number,
addresses, explanations, clarifications, biographies, telephone
numbers, research notes, To Do lists
- Timelines of
a person's life are helpful -- construct free
timelines of international events and personal
events from http://www.ourtimelines.com
.
- PAF 5
Lessons on Notes and Sources, Lessons 3 -- excellent helps
- To get to notes screen, highlight the person
and click on Notes icon on Individual Edit screen or highlight person
and click on Notes icon on tool
bar
- Tags for notes
must be one "word", i.e. connected,
all in caps, and followed by a colon, e.g. BIRTH:, MARRIAGE:,
BURIAL:, TO_DO:
- To be able to see the Notes
Selector screen (listing all the
tags for that person) turn on Notes Selector in
Tools/Preferences/General
- Can modify or add new
tags, e.g. ADDRESSES:, EDUCATION:,
~SOC_SEC_NUM:, RESIDENCES:, OBITUARY:
- Tags that
are "grayed out" are only in that individual's notes and are ones
entered in the notes themselves, but not as new tags, so they won't
be in other records too
- An asterisk
"*" indicates there is a note under that tag
- Select
a tag (or double click on it) to see notes for that
tag or to enter a new note under that tag -- don't enter the tag again
or it will print twice
- Select
ALL (or double click ALL) to show all notes preceded
by their tags
- Types of
notes
- General notes -- these
always print on family group sheets when you print any notes
- "!" notes -- these start with a "!" and can be turned
on or off in Print Menu
- "~" (tilde)
notes -- these start with a tilde "~" (on keyboard
at upper left) and continue down to next blank line -- are
confidential notes and won't print on family group sheets nor GEDCOM
out, unless you tell it to in the options
-
Blank lines in notes will print as blank lines in narrative
books (see Reports), so notes may look better without blank lines,
except at ends of confidential notes
- When
printing you can select options (details later), but on
Print Menu turn on "Print Notes" to print notes other than confidential
notes
-
Notes print before the sources on family group sheets
-
Use Print/Family Groups/Preview to see how sources and notes
look when printed on family group sheets
- Several
options you can set for printing notes the way you
want -- click Options
- If you want notes to print
for children, be sure there is no
check in Notes for Parents Only.
- Check Start
Notes on First Page so it starts printing
notes immediately after the children's data to save paper
and not have large blank gaps
- Can set other
Printing Preferences, e.g. temporarily
turn off LDS ordinances
- Can also Print-to-File
so you have a text file of the the
family group sheet and can then email it, use it in word processor, etc.
- Multimedia, e.g. photos, audio, and video
clips, are entered
differently -- will discuss in later class
ENTERING
SOURCES -- DOCUMENTATION FOR
EVENTS
- SOURCES are to document the events in the life of
an individual
- Events include birth, christening,
marriage, death, burial,
LDS ordinances, and additional added Events such as Military Service,
Census, etc.
- Sources print on family group sheets
as footnotes after the
notes -- see the superscripts by the events on the
family group sheet that refer to the source list at end
- Advantages to entering sources in
PAF is that you only have to
enter a source once and PAF does all the footnoting for you in any
record that uses that source
- Also, you can edit,
change address or telephone, etc., and
you only
need to change it one time and it is correct for all records citing it
- Three parts to a source
- Title – go to Source List and select an existing one, or else
click New, enter the new source and repository, and then select it for
the source needed
- Give titles to the
sources so they alphabetize where you
will think to look for them -- really important when you have hundreds
of sources
- Two possible ways to categorize
sources
so they alphabetize where you can find them:
- (1)
Geographically, e.g. start with place, e.g.
California -- Birth Certificate (all the California sources alphabetize
together)
- (2) Type of record, e.g.
start with type, e.g.
Birth Certificate -- California (all birth certificate sources
alphabetize together)
- Enter
information on the general source in Comments, e.g.
"Book is very rare and is falling apart"
- Repository – where the actual source is located, preferably a
library or archive, including address and telephone, and not just your
home, so someone else could find it
- Can
enter a new one or select a repository already entered,
e.g. Family History Library (address and telephone is automatically
included, if entered before)
- Citation
– the specific details of page, date, quotation
- Enter
any comments about the citation, its actual text, and
even a scanned image (see below)
- Can “memorize”
the citation (and the entire source) and use
it elsewhere by clicking on the icon in
lower right side of screen
- To use the memorized
source elsewhere, go to the
person's record, click on Add Source/Use Memorized Source Citation
- Or to copy just the citation click on the "clipboard" in
the lower
right
- Good examples and models are found
in PAF 5 Lessons 3, Screens 7-15
- Can
get a list of all records citing a particular source by
Print/Lists/Sources Cited -- can Preview it on screen before printing it
- Can Merge Duplicate Sources and Repositories -- under
Tools/Merge
Duplicate Sources and Repositories -- but they have
to be spelled exactly the same, so you may have to edit one so it
matches the other to get them to merge
ENTERING
SOURCE IMAGES
- To enter a source image you need a picture of the
source saved as
an graphics file, e.g., a .jpg, .bmp, etc., file
- You
can get a graphics file by using a scanner, digital camera,
or Internet
- From the Internet you can get a
graphics image of a source by the
following:
- (1) If the image
on screen is a graphics image, put the
cursor on the picture, right click and from the menu select Save Image
As, locate the folder you keep your images in (e.g. PAF5/Images), give
it a name you will recognize later, and click Save; or
- (2)
If the image on screen is text or graphics, Press
PrtScrn to capture the screen to clipboard, open MS Paint or PBrush
(usually in Programs\Accessories folder), click Edit/Paste to
get image from the clipboard into the graphics program -- then save
file in your Images folder as a .bmp, .jpg, etc., with a name you will
recognize later,
e.g. SnowDonaldRay-BirthCertificate -- Capturing the screen with
Alt-PrtScrn captures only the "active" window
- With
the image file saved in your Images folder, open your PAF
source, click on Image/Attach/File and give the path
and name of the image
- Click on View
to see what it will look like in PAF
- When an
image is included in a source there is an asterisk
"*" by Image, i.e.*Image
NOTES
AND
SOURCES -- SUMMARY
- Notes are biographical or research and are
attached to a person
or marriage
- Sources are documentation
of events and are attached to an event
-- can include images of documents
- Without notes
and documentation your genealogy is only hearsay!
ASSIGNMENT
#2
- Go through the Notes and Sources Lesson #3 in the
PAF 5 Lessons on PAF/Tools/Help/Lessons.
- Enter
a note tag for someone in your database.
- Enter a
note, such
as a timeline, for someone in your database.
- Enter
a source for the data for some event for a person in your
database.
Return to Don's
Class
Listings page or to the home page of Utah Valley Technology and Genealogy Group .