This is Not Your Grandma s Genealogy: Making the Switch from Paper to Electronic Record-Keeping

Transcription

1 This is Not Your Grandma s Genealogy: Making the Switch from Paper to Electronic Record-Keeping 2006, 2014 J. W. Hibben (no audio or video recording permitted without prior authorization) Prepared and Presented by Jean Wilcox Hibben PhD, MA, CG sm Riverside, California; <jean@circlemending.org> < CG & Certified Genealogist are service marks of the Board for Certification of Genealogists, used under license, and the board name is registered in the US Patent & Trademark Office SOME HELPFUL TERMS: GEDCOM: GEnealogical Data COMmunications In order of size: KB (KiloBytes), MB (MegaBytes), GB (GigaBytes), TB (TeraBytes) Drive: the devices that run the data-saving media USB port: Universal Serial Bus access point where drives and other peripherals (extra equipment) plug in Decisions Pros 1. Easy revisions Adding, deleting, changing things on a computerized form makes the same adjustment on all relating forms for the person/family/event 2. Minimal storage needs (everything can fit on small discs) Entire genealogy can fit on a single disk or flash drive 3. Ease in transferring data Information found on an Internet form (census record, WWII document, etc.) can be saved on the same computer Personal documents and photos can be scanned and saved on the computer and even linked to the genealogy program Data from a microfilm can be saved on a disk or flash drive and then transferred to your personal computer 4. Ease in giving copies to others Even if a family member does not use the same genealogy program as you, most programs support GEDCOM files, allowing you to export your genealogy to the universal GEDCOM form and then save it to a disk and give to the family member or even send it via attachment no photocopying! 5. Images/writing can be enlarged/enhanced If you can t read a document, images can be altered so that hard to read information becomes legible 6. Having entire genealogy at fingertips helps one see what is missing Empty spaces are easy to see on a computer screen 7. No fading ink While forms and documents fade over time, the digital format allows you to print out clear forms and documents at will

2 Cons 1. Time consuming initial transfer of data Learning how to operate the computer is necessary in order to use it for the genealogy program Typing every entry can be a lengthy process 2. Need to learn new skills While you don t need to learn every aspect of computer use, it is necessary to have a basic understanding of the machine in order to do the record transfer 3. Expensive equipment and computer programs The initial monetary outlay can be costly and the various programs that are available also add up. 4. Computers crash One never knows when a computer will lose data, hence the need for regular and frequent backups Digital records on disk can become corrupted, hence the need for more than one backup copy Budget 1. Computer costs vary significantly 2. Most stores have good deals on models that are being phased out Shop around: Watch for advertised specials and rebate offers (some combine store & manufacturer rebates for a nice savings); note which stores will match deals offered by other stores 3. Talk about your needs & expectations to friends, family, & colleagues who are computer literate 4. Consider attending a computer show Take someone with you who is computer savvy and check store prices first Keep in mind: some computer show prices are good at the show only Depending on what you are looking for, a computer can be affordable... it s all the add-ons that will cost (printer, scanner, software, additional memory, and other items)... Pace your purchases to fit your budget and immediate needs! Equipment 1. Computer: Laptop, netbook, tablet, or Desktop? DESKTOP ADVANTAGES Ergonomic designs on the mouse/track ball and keyboard can make long hours on the computer virtually painless (and better for the body) Size makes it less likely to be stolen Add-ons (external hard drive, camera, speakers,??) can be less cumbersome to attach and use than with a laptop Screen size is almost limitless (monitors come in all sizes) Easier than a laptop for 2, 3, or even more people to see the screen at the same time

3 LAPTOP ADVANTAGES Portable can be used virtually anywhere, with or without electrical hookup (battery can last for 3 or more hours) - use anywhere inside (or outside) the home - take to the library or family history center to record research on the spot, even copy documents right to your computer - access outside, such as in a cemetery If used also as the home computer, it uses much less space than a desktop - standard peripherals printer, scanner can be hooked up to a laptop as easily as to a desktop - fold up & set aside to use the same desk/table surface for other things NETBOOK ADVANTAGES - affordable - long battery life - light weight - easy to transport - internal Internet hookup standard NETBOOK DISADVANTAGES - no disc drive (for CDs) - some don t have all the ports that might be needed - keyboard is 93% the size of a laptop s - screen size is much smaller and may negatively affect picture resolution or ability to view full web pages TABLET ADVANTAGES - affordable - long battery life - light weight - easy to transport - internal Internet hookup available - operable on Cell Phone system TABLET DISADVANTAGES - no disc drive (for CDs) - some don t have all the ports that might be needed - any keyboard must be external - screen size problems of netbook - most don t run same software as your computer OVERALL DISADVANTAGES OF COMPUTERS Unlike paper records, computers sometimes crash (hence the need to backup records frequently). If repair is needed, getting the desktop to service is more than cumbersome! (Laptops, and other small units, if under warranty, usually need to be shipped back for repair) The size and portability of laptops and other small machines make them hot prospects for thieves (in any public and many private places); cable locks are available for a minimal fee, but they only work when they are engaged and not all portable devices have portals for the locks!

4 When connecting peripherals to a laptop, the array of cables can be awkward and hazardous. The touch pad and straight, flat keyboard & wrist rest on the laptop are often uncomfortable for long-term use. Life expectancy of discs is limited some say only 5 years! (It s a good idea to have all records photos, genealogy program, documents, etc. on more than one medium and to make new copies frequently in case a disc gets corrupted.) 2. Printer: Laser or Ink-jet? LASER Minimum cost, about $125 (for black ink only) Color: in the multi-hundreds of $$ Infrequent need to change toner cartridge (about $120) Drum needs to be replaced every 20,000 copies Copies: about 2 each INK-JET Minimum cost, about $50* Frequent cartridge changes (at least 2 one black, one color; costs from $20-$45 each)* Ink is not permanent (may fade; will run if water spills on it) Copies: cost is slightly higher than laser, varies by printer brand *Note: cheaper printers usually have costlier ink; beware of cheap ink not recommended by the manufacturer they can void your printer warranty 3. Scanner: Flatbed, Handheld, or Single Sheet Feed? Handheld: very portable... Can be used in libraries & other repositories with minimal hassle; requires a steady hand for even scanning (except for the FlipPal ) Flatbed: most can take both books and objects; scan family artifacts as well as documents. Some are thin enough to be portable & will run on the laptop s power (no extra power cord); some can be large and space-consuming Single-sheet-feed: costs less & takes less room, but useless for copying pages of books Note: Digital cameras (even camera-phones) can be a reasonable, affordable, and even comparable alternative to scanners (always be sure to check scans before leaving the document or photo) 4. Hand-held devises: Smart phones Of course these little gadgets require the user to be sure the battery is charged, but they are well worth the hassle Many genealogy programs have smart phone versions, but there are also independent companies that manufacture genealogy programs that accept GEDCOMs (both free and for a small fee) Stored data can be beamed from one user to another Names, dates, contact data, place information and more can be kept at your fingertips, with even GPS, wifi &/or bluetooth option available (sometimes as added apps ; some built-in)

5 CAMERA/SMART PHONES are often restricted from court houses and archives. A cell phone can be a lifeline in case of an accident in an out of the way cemetery (though there may not be a good signal, it s still a good idea never to venture into a cemetery alone without a cell phone). Always exercise cell phone courtesy, especially in public locations such as libraries, repositories, and restaurants 5. Storage Media: CD, Flash-drive, Memory stick, External hard drive, or Cloud memory? COMPACT DISC (CD-ROM) space: 700 MB, long life in removable format but some estimates are as little as 3 to 5 years; be sure to diligently transfer data stored on CDs. Data can be easily transferred to the hard drive, but transferring the other direction requires the information to be burned to the CD Many programs also require the disc to be finalized, taking additional time Data cannot be added to, subtracted from, or changed on the disc (information on the disc is called a read only file, so if information must be changed, it has to be copied to the hard drive, altered in that location and then copied to a new disc or, if using a rewritable disc, to the old one rewritables are less stable than the one-time use discs) CD Drives are becoming less and less common in computers... the storage is corruptible FLASH/JUMP/THUMB DRIVE space: various, from 512 MB to?? GB (increasing constantly); limited life (estimates vary, plan on about 200 uses/data transfers) Data can be transferred the way it can to and from internal computer storage with a simple drag and drop Alterations can be made on the drive Some flash/jump drives can be locked so that data cannot be removed or altered (making them read only files), but can also be unlocked for free transfer MEMORY STICK space: 32 MB to?? GB; limited life; somewhat fragile EXTERNAL HARD DRIVE space: various the most stable and long-lasting life The hard drive on your computer can have more memory added to it so it can be expanded with external devices, with almost unlimited size (500+ GB). The external hard drive plugs into the computer (to the USB drive) and data transfers with simple copy and paste command or drag and drop maneuver CLOUD MEMORY space: potentially unlimited (costs vary from free to??) Transfer (upload and download) as with any files on the computer or to devices listed above Data can be shared among different devices (smart phone, laptop, tablet, etc.) and, if designated, shared among different people Security must be on-line to access; guarded with passcodes BACKUP ALL FILES ON AT LEAST ONE OF THESE MEDIA ANY TIME YOU ADD OR CHANGE INFORMATION!!

6 What to do with the Papers or, rather, What NOT to do with the Papers... Puppy training Fuel for stove Paper airplanes Recycling center Wall paper (well... maybe) Lining for birdcage Paper cutouts Confetti source Scratch paper Information on FREE smart phone apps can be accessed at < Click on Living Legacy Project and scroll down to link on for Free Smart Phone Apps INSTEAD: File them. They may well be needed for information you forgot to transfer or to replace data lost in a computer crash (if you failed to make a backup copy). They are your check point the place where you began your electronic record-keeping. Technology provides us with devices to help us be more efficient genealogists... embrace the forms that you feel comfortable using and advance at your own speed. DISCLAIMER: The material presented in this program was current as of the end of 2014; there is no guarantee that changes in the technology will not or have not occurred any time after that date. Predictions about advancements in this field are as hard as choosing winning lottery numbers!