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Computers and Genealogy for Beginners
It is possible to use the computer in the
local library to acquire some of this information, and even to send and receive
a few e-mails. However, it does not take long to discover that it would be much
easier to have your own computer in your own home. That way, you can computerise
your family history and produce your charts and stories with far greater ease,
and in your own time.
Before getting into what a computer can do for you, a
brief review of what you already know using the traditional
"Manual Method" would
seem to be in order. In genealogy, you probably already know:
-
How to chart and record
the results of your research in generally accepted formats
-
How to
use standard charts and forms to show all of your Ancestors, Descendants,
-
Family
Groups and various Individuals.
-
How to
document all research including unsuccessful research
-
How to
document all telephone calls and interviews.
-
How
to maintain a "Research log/Action
list" to help guide your next task.
Of course, when you
acquire new information, you will need to update all of your charts, folders and
files.
Computerisation
can do all of these manual processes and more.
First, let us familiarise
you with some of the terms which are used with computers. For those of you who
already know about computers, you can skip this section.
The parts of the computer
are called its Hardware. That is: the keyboard; the mouse; the screen; the disk
drives; the electronics inside of the box and the surrounding box.
Software programs are
those that run your computer. That is:
Bios
- built in operating system - this makes the computer "go"
Os - Operating system
- program - controls the way the computer reads disks, the screen and the other
accessories such as printers, scanners, cameras etc. which in computer
terminology are called
peripherals.
-
Application programs -
-
Word processing - for
writing letters, stories, etc.
-
Spread Sheets - for
keeping up with and manipulating your data
-
base programs - similar
to spread sheets
-
Genealogy programs
RULE 1:
The Choice of hardware is usually based on the
type of software that you want to use.
What does that mean? Generally speaking, most
genealogical software is available for the IBM-compatible computers running
Windows, so if you are buying a computer just for family history research, you
would want a computer that is IBM compatible.
Of course, if you have other requirements for
your computer, or you already have a computer at home, you will buy your
software accordingly. Prices for a new computer range from around $1500 to over
$4000. The variation in cost is due to many factors, such as speed, size of
memory, and the peripherals included. It is recommended that if you are buying a
new computer it should have as a minimum:
Computer:
-
PCI
Motherboard
-
At least
166 Pentium
Processor - preferable
higher
-
Monitor Super VGA monitor - recommended the
15
" - larger
if you can afford it 2 Mb video card.
-
64MbRAM
-
CD Rom reader
-
Hard Disk Minimum 2Gb-
preferably more - photos and audio take lots of space Floppy disk drive - 3.5
inch.
Printers:
You can either buy at the bottom ($1500) and replace/upgrade in 2-3 years, again
to the bottom of the pile or Buy at the top ($4000) and replace/upgrade in 2-3
years, again to the top of the pile -depending on your needs, your wants and
your wallet.
Note, this is only the minimum. You will
probably want much more space if you have lots of information on your family.
Additionally, you will want a printer. Printers come in
three varieties: Dot Matrix, Ink Jet, and Laser,
-
Dot Matrix - 24 pin
mechanical hammer. Near Letter Quality characters. Fast, noisy, usually can
handle both continuous paper and cut sheets.
-
InkJet
Printers- quieter to use, good value for money, uses ink to form the Image;
uses cut sheets.
They are available in black and colour. (The ink may run if it gets wet.)
-
Laser Printers- the most
expensive - uses toner and heat to form the image Excellent for high
volume/high quality - single cut sheets.
The Internet - What do I need to connect to the Internet? Modem
1SP (Internet Service
Provider, Netscape/Internet Explorer Virus Program - Vet, Norton, etc.
Other items which you will probably want will be
speakers, scanner.
Zip Drive and/or Tape backup, CD Writer, digital camera.
Most of these
items will have a 2-3 year warranty on them. The actual computer should last
about five years, but will become technically obsolete in 2-3 years. That does
not mean that you need to throw it out. More than likely, by that time, you will
want to do some upgrading. But that is another topic.
IMPORTANT: Will the company be around to service the warranty? For me, I try
to choose a reputable dealer who will help me with all of the little problems
that occur when trying to learn
something very new.
Now we come to the fun part
of computers. Choosing your Software!
RULE 2: All input is aimed at
output
If the computer
application does not store the information, then you cannot retrieve and print
it. Talk to other users, read reviews, and try demonstration programs before you
make your decision to purchase a software program.
RULE 3: You will
use the output to help to communicate information to others.
The program must provide clear reports that are easily understood, are concise
and as simple as possible for the use envisaged.
RULE 4: The
program should be easy to learn and "friendly" to use.
RULE 5: Your choice of family history program is
dependent on what you most want to get out of your family history research and
the data stored during the next year of two. For example, you may only want to
produce descendant charts, or ancestor charts or a family book. Or you may want
to use your computer as an easily accessible filing
system. Make your choice based on what YOU want to do.
RULE 6: Make sure the program has
GEDCOM
export and import.
GEDCOM is Genealogical
Data Communications Standards. Most of the programs have this
standard now.
RULE 7: Make your
own notes about how to use your computer and software applications. RULE 8:
Talk to and regularly network with others.
Which genealogical
package should I select? There are many good packages on the market. Below are a
few which have many supporters in GUM. All of the programs mentioned can do all
of the manual tasks we have learned in genealogy and more.
For Windows users:
For
Macintosh
Users:
For
DOS Users:
Most of these programs now give you the
facility to integrate photos, audio, and other media with your family history.
When you are viewing the programs note how
they handle the Data Entry and Editing for:
-
Individuals
-
Marriages
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Linkages - (linking from
parents to children - this is the reverse of linking the child to their
parents - the computer programs do this automatically
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Charts and Reports:
Ancestor Chart, Descendant Chart, Family Group Sheet, Individual Detail Sheet
Other Lists, Individual Detail Sheet Other Lists, Keep track of Sources,
Individual Lists, Marriage Notes, Event references, Notes
Additionally, if
you are using many of the Windows and Mac programs, you have the facility to
create Web Pages. You can then upload these pages to the Web, giving you more
opportunity to communicate with others interested in your same line.
Once you have
selected a program that you want to use, start simply. There are many decisions
that you will want to make regarding your "output". One person recently
recommended that you start with three generations to get used to your program.
That is you, your spouse, your children and you and your spouse's parents. After
you have entered the information on these three generations, you can see how all
of the various reports work for the program that you have selected.
It won't take you
long to see that you need to standardise your data entry. That means if you
capitalise one surname, you should capitalise all of them. Decide how you wish
to enter dates so that it is the same with each entry. It looks much tidier on
charts and reports rather than seeing one.
Standardise
the way you enter place names.
This may seem
tedious at first, but you will find that if you start simply, and enter your
data consistently, you will have a finished product that will be much more
pleasing to you.
As you enter your data, you should get into the
habit of entering the source of your material. For the first three generations,
this is relatively easy. You may wonder why people have such a fetish about
sources. If you are an experienced family historian, you will know that there is
often conflicting information about various family members. By citing your
sources, you can recall where you saw the information and little by little, you
will be able to determine how accurate the source might be. Yes, even primary
sources can be wrong.
Once you have started with your program, and have learned
the basics, you will probably want to start adding more data. There are now many
wonderful sources available. CD ROMs,
Internet pages, and On-Line Databases just to name a few, will be open to your
perusal in your home. As you use them, don't forget to document the source.
Extract all of the material as you never know what you might need for the
future. Use your word processor to keep a "to do"
list. Use the label making facility to make address labels for your next Family
Day!
And of course,
now that you are on-line, with your own e-mail address, you can communicate with
fellow researchers. You can share your materials, and query new sources. But
this is beyond the pale of this article.
Sadly, when you have done all of the above - you do not
have an "instant
book"
You will need
to recycle through this again and again, as the computer and its fancy charts
will
show you the gaps in your research!
This brings us to Rule 9, which is probably the
most important.
RULE
9: Back Up Your Data
BACK UP YOUR DATA
Conclusion:
If you follow
the points outlined in this presentation, then you will be on your way to
mastering your computer and utilising its benefits to help organise your family
history research. You will be able to record information, prepare charts,
research and correspond with much greater ease.
Of course, this does not mean that you don't
need the "Hand-written Method" - you do! However, computers take a lot of the
drudgery out of life.
Indexing:
Don't
forget! With your computer, you can now assist with the many indexing projects
which have made research so much easier for all of us. For example, ask John
Nathan about the AGCI
Project - this is the Australian Genealogical Computing Index. The
G.F.H.S. is indexing
many of our holdings for input into AGCI.
This
article was designed for people who are beginners in Computers and Genealogy. It
was originally done as a Powerpoint
display, which was prepared by Ken Mclnnes.
It is not an "in-depth" talk on either Computers or
Genealogy, but rather, an overview on both subjects. Doubtless, there are many
who are more knowledgeable on both subjects than I am
Beth
Davies, Victorian GUM.
(Contributed by John NATHAN)
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