Class:
GETTING COMPLETED ORDINANCE
DATA INTO YOUR PAF DATABASE
©Copyright 2007 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 2007-08-21.
WELCOME AND SUMMARY OF PREVIOUS CLASS
- Instructors are Elder and Sister Donald R. and
Diane M. Snow of the England London Mission, Hyde Park Family History Centre
(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.
- Before
getting all the completed ordinances into your database, you should
have cleaned up and verified the genealogical data -- see Cleaning Up Your Database . You also need
to get your database cleaned up to be ready for New FamilySearch when it is
released to your Temple District.
- This class will show how to find and input
already-completed temple ordinance data before you submit names to
the temple, so you don't duplicate temple work.
OVERVIEW
OF GETTING COMPLETED
LDS ORDINANCE DATA
INTO
YOUR DATABASE
- Need to get already-completed ordinances into your
PAF database so you don't submit the names again
-
Duplicating ordinances for an individual wastes 17 man-hours and it
is now estimated that 25% of the temple name duplication is by the same person resubmitting the name due to carelessness.
- Steps in getting completed ordinance data into your
database -- These are discussed in detail below.
- Run Update My Records
- Search the Internet IGI for additional and recently
completed ordinances
- Search miscellaneous
sources
- We will illustrate these steps so you can apply them
to your own
database.
STEP
1 -- RUNNING
UPDATE MY RECORDS
- Take a backup of your verified and corrected PAF file to
a Family History Centre
and restore it
into PAF on a TempleReady-for-Windows computer.
- Take the entire file, even though you may only work
on part of it.
- Note the directory where the restored file is
located.
- Close PAF and open TRWin on the
database
- Run TempleReady for Windows/Update My Records --
TRWin version 2.0 came out in July 2002 and will be superceded by New
FamilySearch when it is released.
- Tell TRWin where to find your PAF file -- can
click on Browse to find the file or go to Edit/Options/Location of Files and
set it to go to the folder
- The Update My Records option finds completed ordinance data done before
about Mar 2000 and puts it directly into your database without you having
to type it in -- very helpful to run first
- Select 100-200 names at a time by sorting the data by
Families (click on the tab at the top), then click Ctrl-E to select
that block of 20 families, go to the bottom and click Show Next 20,
select them, etc. -- when you have 100-200 selected, click Find
Completed Ordinances
- TR organizes the data
alphabetically and searches for matches -- stops when it finds
the first possible match and asks you if
it is same person
- Options are Yes, No, and Computer Decide For Me
- If there are several possible matches, there are
numbers by the arrows in the upper right corner -- click through these and
select the one you want
- When you answer "Yes, It Is Same Person" the
program puts that ordinance data into your PAF database and goes on to
next person
- Earliest ordinance date is the effective one --
others are superfluous, but if ordinance was done at all, you don't need
to redo it -- some people keep track of the later ordinance dates so they
know and can show the latter ones when questioned about whether it is for
the same person
- Earliest baptism may not occur with the earliest endowment
or sealing to parents -- whichever one you select you get the other
ordinances completed on that one too
- The
algorithm "Computer Decide For Me" looks at
possible matches and selects the first one it decides is close enough
-- algorithm is set to err on the conservative side, i.e. it doesn't
accept a
match if not close enough, but in a few cases it does accept
incorrect matches and you won't know it until you do a "clean up" check
on the database sometime later --
- However, if you are using a large
database (1000's of names) you probably haven't verified the all anyway and
Computer Decide For Me is probably as accurate, or more so, than your
database
- You
can do
a later check on them to verify them and find the earliest
(effective) ordinances for each -- family
members could be assigned to work on this project and perhaps
someday the Church will produce a program that will do this for you
- Update My Records only
inserts ordinance
data into your
PAF database, not genealogy data, so it doesn't add middle names,
spouses, parents,
dates, or places that may be in the IGI
- To save other data you need to print it
or copy-and-paste it into a text file and enter it yourself
- PAF Insight is a program that works with the
online IIGI and does allow you to copy genealogical as well as ordinance
data -- see below
- Numbers of names to work with in Update My
Records
- By selecting blocks of names,
e.g. 100-200, you can stop
at any time, note the name you stopped with, exit TRWin, make a backup with
PAF, and come back another day and start where you left off by going to
last name you
got to and starting from that one
- If
database has less than about 3000 names, there is an
option for Select All, if you want -- go to Options/Select All
- For databases larger than about 3000
names, you can make
GEDCOM's of small blocks of RIN's by selecting "All" in the
Relationship
Filter and RIN's 1-1000 in the Data Filter -- name it something like
[Database name]-1-1000.ged and save it to the Desktop
- Run Update My Records on this GEDCOM and save the
resulting .OUP (= Ordinance Update) file
- When running Update My Records on any GEDCOM,
since it can't put the ordinance data directly into the PAF
file, it produces a new file called [Database name].OUP containing
the completed oridinances found
- Open your database in PAF 5.2, click on
File/Import TempleReady Update (that's the .OUP file), and tell it where
the .OUP file is -- PAF then updates the ordinances for those RIN's; this
uses the Unique ID numbers to recognize where the ordinances go, so it
only works on a PAF 5.2 database and for the file you made the GEDCOM
from
- Then repeat this process with a GEDCOM of RIN's
1001-2000, for example, and repeat until entire database is updated
- The resulting .OUP file when you use a GEDCOM in
Update My Records can be used to update Legacy, RootsMagic2, and other
files, as well as PAF 5.2, but for PAF 5.2 using the entire database is
easier
- Update My Records report
- Update My Records produces a report of all the
ordinances found and entered in your database -- for a large file this
may be 100's of pages long
- The Update My Records Report can be printed, but there are ways
to save it without printing it.
- Can copy-and-paste it into Wordpad or Notepad (by
using "Paste Special" to remove the control characters) and save it as a
text file -- you may have to copy-and-paste it a piece at a time into
Wordpad or Notepad
- Can save it as an html file (Computer Science jargon
term meaning "hypertext markup language file") -- This requires a little
computer background.
- While the report is on screen it is in a
temporary file on the hard drive, in a folder with a path like
"C:\Documents and Settings\[Computer Name or User Name]\Application
Data\FamilySearch\TempleReady\Cache" and is called
IDHTM_UPDATE_RECORDS_BODY.htm -- this file can be copied and saved
elsewhere before it is deleted from that folder when you exit that
part of TR -- to copy the file, do the following
- In the Cache folder, right click on the file
name, click Copy, go to some other folder, right click and Paste, so you
have a copy in the other folder. Rename this copy something like
[Filename]-[Date as 2007-08-21]-IDHTM_UPDATE_RECORDS_BODY.htm
- This is now the entire file in html and can
be opened in any browser, e.g. Internet Explorer or Mozilla, so
it can be examined, printed, or saved as a text file from there.
- The reason for renaming it
is so that the next Update
report you save won't overwrite this one and you will know which
file and date this Update report is for.
- Update My Records recognizes all the following
words, and a few
others, in
ordinance date fields and overwrites them when it finds the dates:
- (1) Completed, (2) Done, (3) In Process, (4) Submitted (Sub),
(5) Cleared (Cle), (6) Uncleared (Unc), and (7) Pre-1970
STEP
2 -- SEARCHING THE IIGI (INTERNET INTERNATIONAL GENEALOGICAL INDEX)
- Checking the IIGI will prevent much duplication,
since it shows ordinances completed up to within a few days ago.
- Update My Records in TRWin only includes ordinances
to about Mar 2000 (even though the CD's were dated Jan 2000), so the next step
is to check the IIGI (Internet IGI = Online Ordinance Index) which has
ordinances up to a few days ago
- If you are only checking a few
names, then don't bother with the Update My Records step and go directly to the IIGI
to find all the data, since the IIGI includes all the data in TRWin, plus
the deceased LDS membership data
- There are a few ordinances in TRDOS (the old
FamilySearch CD's, that are not in the IIGI (e.g. the Holocaust victims), but
such cases are rare. If you have one of these, call the FH Department
for instructions.
- Must register on FamilySearch.org to be able to see
ordinance data -- You need your LDS Membership Number, your confirmation date,
and an email address -- Get your Membership Number and confirmation date from
your ward clerk
-
Go to http://www.familysearch.org/, click Sign On, and
register by entering a user name, selecting a password, and entering your
email address and other data -- click on box that you are LDS and enter your
LDS membership number and confirmation date -- it will check these
against the LDS Church Membership lists
- Keep track of your user name and
password so you can log on to see the ordinance
data, as well as the genealogical data in the IIGI
- You only have to check the "I
am LDS" box when registering, since later it will recognize you from your user
name and password
-
If you forget your user name
and/or password, click "I Have Forgotten...", enter your email address, and it
will email you your user name and password -- worth
doing this once just to get a printed copy of them
- IIGI is almost complete now and includes
ordinances that deceased members did themselves while alive
-- still lacks a few "pockets" of completed ordinances, but not very many
- Ways to find which names qualify for temple
submission in your database
- Start a "TR for Windows" export with
Partial Select -- this shows at a glance names Qualified for B or E or SP,
but not SS -- can make a list of the "Qualifieds" to check in the IIGI
- Print the TempleReady Report from the
Temple Names Submission process, or the Incomplete Ordinances Lists in PAF,
or a custom report;
- Have your PAF database open in a PAF
window and the IIGI open in another window (see details below); or
-
Use PAF Insight or FamilySearcher and use their
sorting capabilities
- To print a list of names to check in the IIGI, can
use the Incomplete Ordinances report or make a custom report saved to file as
follows
- To make a Custom Report, set up the field filter
and select "Qualified for B/E/SP", and birth/christening date exists, but
doesn't contain "Abt" (so you don't work with estimated data -- this only
works if you have entered "Abt" YYYY in birth field, when you couldn't find
the exact date.)
- For the custom report set up fields for Name,
Birth/Chr Date, Birth/Chr Place, Father, Mother, Spouse, and show or print
the report in landscape, so there is one line per name -- can save this
report to file and open it in Wordpad to work on IIGI
- For Qualified for SS report, include Marriage Date,
but don't include names with "Abt" birth or marriage dates, unless you can't
find the exact dates
-
With a printed custom report
you can search the Ordinance Index by hand to find matches, print it, and then
you decide later whether it's a match
(1)
SEARCHING THE IIGI "BY HAND" AND USING ALT-S-F
- Open your PAF database in a window and the
Qualifieds list in a Wordpad window
- Show the Individual List in PAF and find and
highlight the person you want to check the ordinances for
- Hold down the Alt key and press S, then F -- this
takes you to "Search" and then opens FamilySearch.org and automatically
enters the name and searches All Resources for that person
- If not already logged on to see
LDS ordinances, log on, and go back to PAF, be sure the name is highlighted and press Alt-S-F
again
- On the right side of the screen you see a list
of the FamilySeach databases that might be that person, including the IGI regions --
click on correct region, find the name or names (if duplicated) and find the
one you want -- you may have to "Refine the Search" by typing in additional
information
- When
you have found the person, if the word Family is there, click on it to show the family
- You can either type the data into your PAF
database, or copy and paste it in, or else download a GEDCOM as
follows:
- Download the entire family in a GEDCOM from the
IIGI, save it to the Deskop, and import it into your PAF database
- On the Import Screen remove the check from Reuse
Old Deleted RIN's, so imported RIN's are always at the end of your data
- Run Match/Merge for that person by typing in the
RIN's -- you can see the RIN's, if you started from your Individual List,
at the left next to the the Match/Merge screen, or move the Match/Merge
screen out of the way, if needed
- This puts the ordinance data and entire source
citation into your PAF database, including the microfilm numbers, codes,
etc.
- You can also just copy-and-paste ordinance data
from IIGI into your PAF database, but then you have to enter the source
yourself.
- Repeat to Match/Merge the rest of the family --
all the duplicated names will be at the end of your RIN list since you
told it not to reuse deleted RIN's
- When searching IIGI "by hand", if you start in "IGI", you must
enter a region and you may miss relevant data from other regions you didn't
expect, e.g. World Misc
- Starting in "All Resources", you don't need to
enter a region and it will find matching data in all regions and you may
find data in unexpected regions, especially in WORLD MISC, which now
contains .5 million names -- the IGI staff is trying to find and correct
the places for these
- You may have to refine the search and do some
"creative searching" in the IIGI by trying initials, different spellings,
abbreviations (e.g. R. or Rchd instead of Richard) -- check NORTH AMERICA
even though marriage was elsewhere, e.g. in England or Channel Islands,
since some early ordinances in Utah temples were listed in NORTH AMERICA,
instead of where the marriage event actually occurred
- When doing any part of this at a FHC be
sure to backup up
your PAF database to take it home so you have the updated ordinance data
at home
(2)
SEARCHING THE IIGI USING FAMILYSEARCHER
- FamilySeacher is a freeware program that helps in
searching the IIGI -- author is Kevin Owen of Meridian, Idaho
- Download
it free from
http://myweb.cableone.net/kevinowen3/familysearcher.htm
- FamilySearcher only works on a GEDCOM, so you have
to make a GEDCOM of your PAF data first
- When running it on your GEDCOM, you select the
names to check in the IIGI and it does the searching and shows you the
results
- With your PAF database running in another window,
you can copy-and-paste the IIGI data into it, or else download and import a
GEDCOM with the data, including the source documentation, as discussed above
- FamilySearcher
will also do searches in all databases in
FamilySearch.org, not just the IIGI, e.g. will search Censuses,
Pedigree Research Files, and US Social Security Death Index, as well as
IIGI
(3)
SEARCHING THE IIGI USING PAF INSIGHT
- PAF Insight is a commercial program ($20), but free
to FHC's -- author is John Vilburn of Ohana Software
- Download and
purchase it from http://pafinsight.com
or
http://www.ohanasoftware.com/
- See my online notes about PAF Insight on Don's
Class
Listings page of Utah Valley Technology and Genealogy Group .
- PAF Insight only runs on PAF databases, not
GEDCOM's.
- Does many things besides searching the IIGI, e.g.
repairs database problems that PAF can't correct, renumbers RIN's, includes
a better Match/Merge program, allows comparing two databases to see the
differences and merge in what you want, etc.
- Brings all the possible matches from the IIGI into
your computer and lets you see the differences without you having to
go back to the IIGI to see them -- highlights the differences and allows
you to decide what you want to bring into your database, including data other
than temple data, but it has many options and you need to be careful
using it
- Finds many "hits" in the IIGI that people haven't
been able to find before
- Incorporates selected data directly into your PAF
database without you having to enter it or import a GEDCOM
- Allows you to select parts of different IIGI
records, e.g. can get earliest baptism, earliest endowment, etc., even if
these don't occur in the same IIGI record
- Brings into the
Baptism Source the complete text from the IIGI
record, e.g. whether it is an Extracted Record or Submitted by a Member
or from Deceased Membership File, etc.
STEP
3 --
MISCELLANEOUS PLACES TO LOOK FOR COMPLETED ORDINANCES
-
Some reasons you might not find completed ordinances in IIGI and where
to
look next when you suspect they may be done and you
don't want to
duplicate them
-
The IGI only contains information on deceased persons; notify Family History
Department
if you find anyone who is still alive in the IGI,
so they can remove
them.
-
Also remember that each person's ordinances duplicated costs 17 man-hours, so it's
worthwhile to check
further
-
Data is almost complete now in the IIGI, but there are still
some "pockets" or
gaps
-
Children Born in the
Covenant (BIC) won't be in
the IGI since they didn't need the sealing ordinance -- If the
parents
were LDS, be sure to check the parents' sealing date before
submitting children for
sealing.
-
The
data on persons receiving ordinances while alive, but data hasn't been entered into
IIGI
yet -- some is still missing -- updates for deceased members are
entered twice a
year
- Some deceased membership records can be checked in FHL on film, but
the films cannot be sent to FHC's
-
Ordinance was removed from IIGI, e.g. the Holocaust Victims --
contact Family History
Department
-
Sometimes helps to search secondary sources for temple data
-- see, for
example
-
Electronic searches -- Ancestral File in a FHC may
have ordinances (Go to a FHC to search the AF, since the Internet AF
contains no ordinances.); Pedigree Resource Files; GEDCOM's from
Ancestry.com, My Trees.com, Rootsweb, and elsewhere; and Susan
Easton-Black's Early Church Membership File (on CD's from Ancestry and
in the Nauvoo Databank - see my notes about the Nauvoo Databank on
http://www.uvtagg.org
)
-
Hard copy/microfilm searches -- Temple Index
Bureau file, Temple Archive
Sheets, temple records on microfilm
(you need a temple recommend
to see these); Patron Files, 4- and 5-Generation Family Group Sheets; Susan Easton-Black
Early
Church Membership File (on 95 microfiche #6031596 -- many FHC's have
this set of
fiche)
-
Can call
the
Deceased LDS Membership Records Office in SLC 1-(801)-240-3500 and they may give
you information over the
phone
ASSIGNMENT
- Run Update My Records from TRWin on your database,
or a part of it, to find some completed ordinance data.
- Register and go online to search the IIGI by using
the Alt-S-F method.
- Search the IIGI for a name by using FamilySearcher.
- Search the IIGI for a name by
using PAF Insight.
Return to Don's
Class
Listings page or to the home page of Utah Valley Technology and Genealogy Group .