PAF II -- Class 2:

ENTERING NOTES, SOURCES, AND DOCUMENT IMAGES

©Copyright 2006 by Donald R. Snow

• Welcome and Summary of Previous Class
• Differences Between Notes and Sources
• Entering Notes -- Biographical and Research
• Entering Sources -- Documentation for Events
• Entering Source Images
• Notes and Sources -- Summary
• Assignment

• 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
1. General notes -- these always print on family group sheets when you print any notes
   
2. "!" notes -- these start with a "!" and can be turned on or off in Print Menu
   
3. "~" (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
  1. 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"
    
  2. 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)
  3. 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!

1. Go through the Notes and Sources Lesson #3 in the PAF 5 Lessons on PAF/Tools/Help/Lessons.
2. Enter a note tag for someone in your database.
3. Enter a note, such as a timeline, for someone in your database.
4. Enter a source for the data for some event for a person in your database.