Along Those Lines . . .
Five Tips to Save Your Time and Effort
by George G. Morgan
One of my friends has, I think, purchased every organizational self-help book that's been printed since 1980. He literally has a five-shelf bookcase of them! Have they helped him? Well, perhaps a bit. However, there are "extra" books stacked on the shelves in front of those that are filed vertically. His home office is in a state, too. He no longer has stacks of loose papers in pile on the floor; he's now separated them by subject area and has placed them in plastic storage bins with covers. There are probably 12 or 15 of those now stacked in his office. And so I would say that he is making progress. (By the way, this person is not me!)
I'm always looking for new ways to save time, effort, and money. And while I am never quite caught up with my filing, I sincerely do try to stay on top of it. Can you identify? In " Along Those Lines . . ." this week, I want to share five of my favorite ways to save yourself time and effort in your genealogical research.
Tip One: Use Pre-Punched Printer Paper
One way to save a little genealogy filing time is to maintain a supply of printer paper that is already three-hole-punched. When you plan to print materials that will be filed in binders, simply swap the paper supply to the three-hole punched stock and print your documents. This simple act can save time and the aggravation of having to punch holes and clean up the confetti residue.
This paper is available from most office supply stores and usually costs about the same as un-punched paper. Of course, be watchful to purchase acid-free paper stock or order the paper from the office supply company's website. Shipping is fast and, if you order a minimum dollar amount of supplies (which is easy to do!), delivery to your home or office is free.
Tip Two: Photocopy the Source Citations Too!
Whenever I visit a library or archive, I know that the printed materials I find must always be identified with a source citation. I've made my own format for citations up, using Elizabeth Shown Mills' definitive book, Evidence! Citation and Analysis for the Family Historian, as a guide.
For example, I've made a sheet of paper in my word processor with the following information for books:
- Author: _________________, _________________.
- Title: ____________________________________________________________.
- Edition: _________ (if appropriate).
- Printing location: ________________________________________.
- Publishing Company: _______________________________________.
- Year: ________.
- Repository: _______________________________________________________.
- Date Accessed: _____________________.
I put this format on a page in my word processor, and then I copy and paste it three or four times down the page, allowing a little additional blank space between them. I print several copies of the document and then use my paper cutter to slice strips with these little mini-forms. I store them in a #10 envelope in my briefcase or laptop case. When it comes time to photocopy pages or documents, I neatly print the citation information and place it at one end of the first document page and lay the material to be copied on top so that the citation information will also be photocopied. (You may do this on every separate page too, especially if the printed source refers to multiple ancestors or collateral lines.) 
The Fun Stuff for Genealogists website (www.funstuffforgenealogists.com) sells "Cite Your Sources" Sticky-Notes, a similar pre-printed item. These are sold in a three-pack (150 sheets) for $4.95. The only drawbacks I see in these are that they are too large to do the same job as my little photocopy form, and librarians and archivists emphatically do not want patrons to attach adhesive "sticky-notes" to original documents. These can be used, of course, when you complete one and stick it to your photocopy.
Tip Three: Shop Back-to-School Sales and Closeouts
Office supplies are some of the largest expenditures you will make on your genealogical passion. The end of the school year is when many closeout items are placed on sale by office supply stores and other merchants. However, the competition among these same vendors for the back-to-school dollars makes July and August a prime time to start shopping for bargains on paper, pens, pencils, lined pads, file folders, binders, utility storage boxes, computer disks, and many other items--sometimes including printer ink cartridges. Office supply stores also promote some furniture items, computers, printers, and other electronics. Watch the ads in your newspapers and check your nearest office supply stores' websites.
Another way to save money is to join the office supply store "loyalty card" programs. Staples and Office Depot are among those that offer such programs. Produce your card at the checkout register, have it scanned, and pretty soon you'll receive a rewards coupon that can save you some real money on your next purchase.
Tip Four: Label Group Photos Using Tracing Paper
Use tissue or onionskin typing paper to outline the head and shoulders of all the people in group photographs. Then, number each head, and use your word processor to type up a list of each person, in numerical order. You can cut this to fit beneath the outlines, lay or tape it to the tissue paper and photocopy (or scan) the tissue paper onto plain white, acid-free paper, and store it with the photograph. You now have an index to all the people in the photograph.
Tip Five: Take an Office Supply Kit on Research Trips
Several years ago, I purchased a plastic utility box at a dollar discount store. It has a secure lid and two levels of compartments (one removable) inside. I fill this with office supplies and take it with me on research trips. The supplies include: plastic-covered paper clips (small and large), rubber bands, a miniature stapler, a staple remover, pencils and erasers, change for the photocopy machine, sticky-notes and sticky-flags for use on my own materials, a small roll of tape, and even a tiny pair of scissors. I've never been stopped at a library or archives, but I certainly pack the kit in my luggage if I am flying these days. Be sure to label the kit with your name and address or enclose your business card.
Use Your Noggin!
There are countless ways to save time and effort with your genealogical work. You just have to consider what things cause you a hassle and what things could be done faster by using another method or tool. Try the five tips above and then devise some for yourself!
Happy Hunting!
George
Visit George's website at http://ahaseminars.com/atl for information about speaking engagements.
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