GEDCOMs & Other Genealogical Files
By: George G. Morgan

If you've been using a genealogy database software program for any length of time, you probably have been asked to share a copy of your database file with another genealogist. You may even have received requests from Web sites on the Internet or commercial software manufacturers to submit a computerized file of your genealogy research for inclusion at their Web site or on a CD- ROM.

File Types
There are a number of file types used in the exchange of genealogical information. First, be aware that every genealogy software program (GSP) has its own format in which it stores data for use by its program. As an example, the immensely popular Family Tree Maker for Windows program stores its data in files with an extension of .ftw. It stores its Family Tree Maker for DOS files with the filename extension .ftm. These proprietary formats cannot be used by other GSPs such as Reunion, Personal Ancestral File, and the host of others.

Most GSPs, however, provide you the ability to extract files so you can share data with other people. The intent is that the owner can extract information in part or in full from his or her GSP, and the recipient can import the data into his or her program and not have to re-key the data. In order to facilitate this, a common format called GEDCOM (short for GEnealogy Data COMmunication) was developed. Names, dates, places, and other information in data fields are formatted in such a way so that it can all be read from program to program.

When you decide you want to create a copy, or extract, of your database, I suggest that you refer to your user manual or to the program's Help facility. Check for information about "GEDCOM," "GEDCOM files," and/or "Exporting files." Every GSP I've examined handles the process a little differently. However, you will usually go through a procedure in which you SAVE the file and are prompted by your computer to select the file format you prefer, and perhaps a file extension too. Here are your choices:

~ If you want to share your data with someone who uses exactly the same genealogy program as yours, save the file with a file extension used by that program. For instance, if you were using Family Tree Maker for Windows and your Cousin Peter was using the same program, you could safely save your file as a Family Tree Maker file with the extension of .ftw and his GSP should be able to read it.

~ If you want to share your data with someone who does not use the same program, or if you aren't certain what they are using save your file as a GEDCOM file. The file extension will be .GED.

When you receive a GEDCOM file, you will be able to recognize it as such by its file extension. To use it in your GSP, please be sure to consult the user manual or the software's Help facility. Check for topics about "GEDCOM," "GEDCOM files," and/or "Importing files." Usually, to open and read a GEDCOM file in your GSP, you will use an option on your menu for FILE/OPEN, and then you will locate the file. Your program may or may not prompt you for any other information. Typically, though, you will be opening the file in your GSP and viewing it.

If any or all of the information in the GEDCOM file you're viewing is pertinent to your research, and you want to import it and consolidate it with your own database, please be careful! Take the following steps:

~ Make a backup copy of your own database before you import the new file data. I cannot stress this enough. If something goes wrong, you will have a pristine copy of your database. Please don't take a chance. You can never replace or re-key everything in your database.

~ Read your users' manual or Help facility before you import the file. Each GSP has specific ways or nuances about how to import data and merge it with your original database. I've heard users' stories about how the new data replaced the old data or how both sets of data were unusable after the merge.

~ Once the import is complete, select specific names and details about individuals from each of the files -- your original database and the one you imported -- and check them for accuracy. Make sure your newly consolidated database is correct. If not, replace it with the backup copy and start again.

If all went well, you now have a larger database with lots of new individuals, place names, dates, and details. Now, for the test question

What do you do with all the newly acquired data in your database?
The correct answer is, "You verify and corroborate every single detail." Never assume that someone else did all the research and did it correctly. Even if their research is documented with sources and citations, recheck every detail before you accept it as fact.

Ahnentafel files and "Tiny Tafels"
There are two other file types that I'd like to mention: Ahnentafel files and "Tiny Tafels." These are two text-based file types long used by genealogists for the exchange of information.

Ahnentafel is a German word meaning ancestor table or pedigree chart. An Ahnentafel file typically contains the type of information you find on a pedigree chart or family group sheet. It is usually formatted in such a way that it can be read by a genealogy database program that supports Ahnentafel formatted data. Since the file is a text type of file, it can be easily read by humans. This type of file is much less common than in years past. Generally speaking, GEDCOM files are much more common. However, there are still many Ahnentafel files stored in places such as the File Libraries Center in the Genealogy Forum on America Online. The public availability of such files can provide you with some additional leads in your genealogical research.

Another type of file is called the "Tiny Tafel." It is a variation of the Ahnentafel and tends to be smaller, containing only surnames, date ranges and locations. Since these files tend to be smaller than Ahnentafel and GEDCOM files, often they will be listed as simple text documents. Some, however, are quite large, and it therefore makes sense to store them as files. The Genealogy Forum on America Online has a substantial collection of "Tiny Tafels." Each contains the name of the submitter and some contact information (address, E-mail and/or telephone number). It also contains a record for each surname that the submitter is researching, and some information about the content of their file data. A typical detail record looks like this:

C514 1820:1914 CAMPBELL\County Cork, Ireland/Leslie County, Kentucky

The C514 is the Soundex code for the surname, in this case the CAMPBELLs. The numbers, 1820:1914, indicate the date ranges on the individuals in the file. Next is the surname. The information following the \ character is the place name associated with the individual(s) in 1820; the information following the / character is the place name associated with the individual(s) in 1914. In some cases the place names may be empty, indicating place name information was not available. In other cases, I've seen the ? character used to indicate that the location was in question.

In the case of "Tiny Tafel" files, please be aware that contact information is always subject to change. If you locate a file with details that are of interest to you, you may be successful in contacting the submitter for additional material. However, he or she may have moved, and/or the E-mail address and telephone numbers may no longer exist. In any event, these can be great pointers.

To Share or Not to Share?
I've been watching a somewhat heated discussion the past few weeks on the GenTips-L mailing list on the Internet. The topic is whether or not to share the contents of your genealogy database with commercial entities who add your data to CD-ROMs and then sell the CDs for profit. There are several schools of thought.

1) Some people are of the opinion that it is ethically wrong for these companies to engage in this business.

2) Some people agree with # 1, but have submitted their data to these companies and would like to receive a free CD or some price break on the CDs.

3) Some people don't care about the issues raised in #1 and # 2. They seem to be of the opinion that they are sharing their data to help other people advance the cause of their genealogical research.

4) Some people believe that, by sharing their data, other genealogists researching the same lines may encounter their data and try to make contact with them. They believe they are increasing the prospects of making contact with distant relations and obtaining additional genealogical leads.

There certainly are other viewpoints, but these are the ones I've seen most frequently expressed in the discussion. I respect each of these opinions. There are pros and cons for each. I've submitted GEDCOM files to the World Family Tree, the extensive collection built by Brøderbund and sold on CD-ROMs, and have been contacted by a number of genealogists. I've also submitted GEDCOMs to Ancestry and a few other "free access" entities. These, too, have generated contacts for me. So, from my perspective, I guess I personally agree with the fourth opinion. That doesn't mean I'm right; it just means that it works for me. And you have to do what works for you.

Sharing genealogical information from your GSP in the form of files with others and receiving the same can be a great way of obtaining important new leads. It can also cause you to question your own data and the conclusions you have drawn. It is always essential to evaluate and reevaluate the body of evidence you have compiled.

Genealogy is a wonderfully challenging puzzle. Use all the resources available to you. GEDCOMs and other files are just another great resource.