[Gramps-users] How to organize source data?

[tomyjon]

I used GEDCOM from PAF to load gramps and now have the chore of entering
LOTS of new/unused source data. Many of the sources have pdf or jpg images
and I plan for those to go to the gallery.

My question is how to best organize this LOTS of stuff, keep track of it, so
I can use it for furthering my research. Here is what I'm thinking of
doing. Is there a better way? What am I missing? How are you organizing
your source data?

Set up the Gallery directories in group and subdivided into years. Scan my
sources and place them into gallery.
/
/Baptism/YYYY/ etc
/Birth/YYYY/ etc
/Death
/Census
etc

Using the media file naming convention of the following.

Surname-FirstName-MiddleName-YYYYMMDD.xxx
sample
Smith-Tom-Edward-18870221.pdf/jpg <= assigned
smith-tom-edward-18870221.pdf/jpg <= NOT assigned

When entering the source, use the convention of Source title = description
title-Surname-YYYY

Use shortened descrition title = BAP for baptism christeing
DOD for date of death
DOB for date of birth
etc

sample source title
dob smith jane 1942

So when I create a source listing/report, I can see where and what I have,
and make the assignment easy to do for an individual event. Having hundreds
of sources in the source view is a bit daunting to weed through. A naming
convention would allow easy filtering to see thru the forest and find some
trees.

Thanks

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[Jérôme]

Hi,


Some types of media organisation are referenced on wiki:
http://www.gramps-project.org/wiki/index.php?title=Organise_your_files


Regards,
Jérôme

Post by tomyjon
I used GEDCOM from PAF to load gramps and now have the chore of entering
LOTS of new/unused source data. Many of the sources have pdf or jpg images
and I plan for those to go to the gallery.
My question is how to best organize this LOTS of stuff, keep track of it, so
I can use it for furthering my research. Here is what I'm thinking of
doing. Is there a better way? What am I missing? How are you organizing
your source data?
Set up the Gallery directories in group and subdivided into years. Scan my
sources and place them into gallery.
/
/Baptism/YYYY/ etc
/Birth/YYYY/ etc
/Death
/Census
etc
Using the media file naming convention of the following.
Surname-FirstName-MiddleName-YYYYMMDD.xxx
sample
Smith-Tom-Edward-18870221.pdf/jpg <= assigned
smith-tom-edward-18870221.pdf/jpg <= NOT assigned
When entering the source, use the convention of Source title = description
title-Surname-YYYY
Use shortened descrition title = BAP for baptism christeing
DOD for date of death
DOB for date of birth
etc
sample source title
dob smith jane 1942
So when I create a source listing/report, I can see where and what I have,
and make the assignment easy to do for an individual event. Having hundreds
of sources in the source view is a bit daunting to weed through. A naming
convention would allow easy filtering to see thru the forest and find some
trees.
Thanks
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[Peter G]

I'm using something similar to Jerry's system with regards to file names. So a census image will be census-year-state-county-city-w(ard)-ed(numeration)-pg

I have 3 directories under the Gramps directory for the tree I'm working on. They are sources, people and reports.  Reports is for when I generate a report in PDF that I want to share over a long period of time, mostly descendent reports for lines I'm done with for now.


People is for photos of people, and is sub-didivided by surname and if need be generation. So Gold-1 is photos of my oldest generation I have photos for (yeah, if I find older photos I'm stuck, but I don't expect to find any older generations photos). File names try to include name of people, year and bit of description. File names are a bit long, but make sense to me.


I then put each type of source into it's own directory, so source/marriage certs or source/census/US1930.


Now specific to Gramps.  Create your directory structure, then put a couple of your files in each appropriate directory with a file naming system you can make sense of. Open up gramps and in Media, add 1 file from 1 directory. Process that entire file - name it in Media, convert the path to a relative path; put in the gallery for each person (if it's a photo of them), or if it's a source put it in the gallery for the appropriate source (ie your source is US Census 1930 (Massachusetts), set up appropriate repositories, etc. 


Putting the source images in the source gallery rather than each person's gallery makes for a cleaner Narrated Web Site report. You can try it both ways early on and see what you like better.

Back in Media, go to Tools - Utilities - Media Manager. Run it to "Add images not in database".  It should find the other couple of files in the single directory you used for the first file. It should Not find any of the files in the directories you have not added media from. Then look at the list of media. The one file you fully dealt with should have a relative path such 4ef0122/sources/birth certs   The other birth cert files should be something like C:/Users/Tom/4f0122/sources/birth certs. Add by hand another file from a different source diretory and the next time you run media manager, it will scan that directory also.


This will let you import entire directories of files into the database, while the file path will let you know at a glance which files and or directories need to be cleaned up, linked up, etc.

Peter

Post by tomyjon
________________________________
I used GEDCOM from PAF to load gramps and now have the chore of entering
LOTS of new/unused source data. Many of the sources have pdf or jpg images
and I plan for those to go to the gallery.
My question is how to best organize this LOTS of stuff, keep track of it, so
I can use it for furthering my research.  Here is what I'm thinking of
doing. Is there a better way?  What am I missing?  How are you organizing
your source data?
Set up the Gallery directories in group and subdivided into years. Scan my
sources and place them into gallery.
/
/Baptism/YYYY/  etc
/Birth/YYYY/      etc
/Death
/Census
etc
Using the media file naming convention of the following.
Surname-FirstName-MiddleName-YYYYMMDD.xxx
sample
Smith-Tom-Edward-18870221.pdf/jpg <= assigned
smith-tom-edward-18870221.pdf/jpg <= NOT assigned
When entering the source, use the convention of Source title =  description
title-Surname-YYYY
Use shortened descrition title = BAP  for baptism christeing
DOD  for date of death
DOB  for date of birth
etc
sample source title
dob smith jane 1942
So when I create a source listing/report, I can see where and what I have,
and make the assignment easy to do for an individual event.  Having hundreds
of sources in the source view is a bit daunting to weed through. A naming
convention would allow easy filtering to see thru the forest and find some
trees.
Thanks

[Alex.Pfaffe]

I just went through the same process and came to the following organization.
I considered splitting documents and images but put them all together under
a Media folder since they were both developing the same hierarchy.
At the top level I have a folder for each family surname
A person is always organized by their birth surname regardless of later
marriages/name changes
A photo is always organized by the oldest family member in the picture
although it may be referenced several times by gramps for different members
in the picture. The same goes for documents, eg marriage certificates.
Within the family folder I have sub folders for each family member starting
with their birth year and given names, the family name is not kept since the
parent folder indicates this and it keeps the total path shorter. This is
so that they are easily sorted by date to pick from later. Also since given
names repeat all the time, the date is crucial so you pick the right person.
Media inside these person folders are generally named by their data and
function, eg 1922 marriage certificate.

media
+--Pfaffe
+---1905 Ludwig
+1922 MarriageCert With Maria.jpg
+1925 FamilyPicture In Wernshausen.jpg
+---1950 August
+1980 Notes.doc


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[Michael C Tiernan]

----- Original Message -----

Sent: Wednesday, January 25, 2012 11:51:12 AM

I thought I'd contribute this link:
http://genealogytools.com/toolbox/

I've been reading as much as I can and I found this link with a whole bunch of discussions about how to organize your data.

[tomyjon]

Thanks All

I will study your references and get educated

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