- They’ve tried folders.
- They’ve tried binders.
- They’ve tried software.
- They’ve tried starting over more than once.
First: Organization Is About Retrieval, Not Perfection
Before we talk about tools or notebooks, I want to reset expectations.
A good genealogy organization system has one job: help you find what you need, when you need it. That’s it.
It does not need to:
- Look pretty
- Be finished
- Match someone else’s system
- Handle your entire tree all at once
If your system helps you pick up a project after six months and know exactly where you left off, it’s working.
Step One: An Indexing System That Ties Everything Together
The foundation of my system is an index for each of my family tree books. Every research item (documents, notes, photos, correspondence) gets indexed into a special folder on my computer, and that folder is then backed up to hard drives and cloud storage for safekeeping.
When I add a document to my files or notes to a notebook, I add a corresponding entry to my index. Usually, that means uploading finished pages or a research notes page that talks about what I'm working on. That way, I never have to rely on memory alone to remember where something is. This is especially important if you research in bursts, take breaks, or work on multiple families at once.
Step Two: Separate “Storage” From “Thinking”
One of the biggest mistakes I see is trying to make software do everything.
Genealogy software is excellent for:
- Storing conclusions
- Linking families
- Generating charts and reports
It is not great for:
- Thinking through problems
- Reviewing evidence
- Seeing patterns over time
That’s why I use Family Tree Notebooks alongside my digital files AND any software or websites I'm using to hold family tree information. My brain has to turn on to "eat" the information and digest it.
Step Three: Use Family Tree Notebooks as Your Active Research Space
I treat my notebooks as working research hubs, not archives.
Each notebook is organized around a specific group of people and follows the same structure every time. Each person gets an index number. Grouping pages with the same index number together creates "ancestor chapters" which hold everything you have for that person.
Along with the polished storytelling and record pages I make, I include:
- Research goals
- Timelines
- Source notes
- Document summaries
- Research logs
- Open questions
This consistency is key. When every notebook is organized the same way, I don’t waste mental energy figuring out where to put things or where to find them later.
If I step away from a project and come back months later, I can flip through a notebook and immediately see:
- What I was trying to solve
- What I already checked
- What still needs attention
REMEMBER: you don't have to share every page you create. When you pass your work on to family members or another audience, you can pick and choose what you share. Don't keep yourself from using the pages to your full advantage because you're trying to keep things pretty and neat.
Step Four: Keep Digital Files Simple and Predictable
For digital files, I keep things boring on purpose.
I use:
- Clear file names (surname, record type, date, location)
- A consistent folder structure
- The same rules every time
The goal is no guessing. If I find a document on my computer, I should be able to tell what it is without opening it. And if I’m looking for something specific, I should know exactly where to look. Your index ties these digital files back to your notebooks, so everything stays connected.
Step Five: Log Your Research (Even When You Find Nothing)
Research logs are one of the most underrated tools in genealogy.
Every time you search (successful or not), you record:
- What you searched
- Where you searched
- When you searched
- What you found (or didn’t)
This prevents duplicated effort and helps you see patterns over time. It also gives you confidence that you didn’t “miss something” when you really just hit a dead end for now. In my system, research logs live inside my indexed folders and connect back to notebooks through my index.
Step Six: Work in Small, Contained Projects
You do not need to organize your entire genealogy all at once. In fact, you shouldn’t.
Start with one family tree of direct ancestors from a single person through their 4th great-grandparents. That's 127 people. Set up the system for that project. Use it. Adjust it. Let it prove itself. Once it works in one place, it becomes easy to replicate elsewhere with a new (or continuing) group of people.
The Real Goal
The real goal isn’t perfectly organized files.
The real goal is being able to:
- Sit down
- Open a notebook
- Know what to do next
If your system gets you there, it’s working.
If you want help building that kind of system, that’s exactly what Family Tree Notebooks were designed for.