Archival Adventures: My Approach to Organizing NARA Images

Have you ever wondered how to organize nearly 2,000 archival images from a genealogy research trip? That’s exactly what I’ve been up to this week as I’ve started to process the images from my trip to the National Archives and Records Administration (NARA). I want to share my journey and some lessons learned that might help you in your future archival adventures.

Learning on the Go

My NARA trip was a valuable learning experience, and here are a couple of key takeaways:

• Scanning Pull Slips: My research consultant, Sandy Rumble of Rumble Soft, shared a fantastic tip that transformed my approach: scan each pull slip at the start of a new file. This simple yet effective strategy has been a game-changer, allowing me to quickly identify the beginning of each file. Initially, I scanned them in black and white. But, thanks to a suggestion from Brian Reinhart of Civil War Records on the second day, I switched to color scans. Most pull slips we use are green, so scanning them in color made it even easier to distinguish the start of a new file! (See the image below.)
• Understanding Scanner Settings: On the first day, I accidentally set the scanner correctly, which was a happy accident. It assigned a number to the first image (the pull slip) and then sequentially numbered the subsequent images (e.g., “001,” “002,” etc.). However, I couldn’t replicate this setting for the rest of my trip, so the images were just numbered sequentially throughout the day. This inconsistency was a lesson in the importance of understanding your equipment!

Post-Trip Organization: Turning Chaos into Order

Once back, I faced the challenge of organizing these images. Here’s my approach:

• Renaming Files for Clarity: I began by renaming each file with the associated individual’s name. For example, “1010202314035” became “1010202314035 William H Bennett.” This method not only simplifies the process of locating specific files later but also instantly tells me which person’s folder the file belongs to. (See image above.)
• Creating Individual Folders: I created folders for each individual, labeled with the surname first (e.g., “Bennett, William H”). All related images, including the pull slip, were moved into these folders. This method is not only neat but also efficient for future additions.
• Integrating with Existing Research: These newly organized files will be integrated into my existing surname-based research files, enhancing my overall collection.

Analyzing, Sharing, and Organizing NARA Genealogical Finds

Now that I’ve finished renaming and sorting the images, here are my planned next steps:

• Genealogical Analysis: I plan to examine all the documents, identifying and extracting any genealogical relevant information. This data will then be added to my master tree on Ancestry which I periodically back up to RootsMagic.
• Widespread Sharing of Images: It’s important to me that the information I uncover is accessible to others. To achieve this, I intend to distribute the images across three platforms:
  • Ancestry: I’ll attach the images to the correct individuals in my tree, filling in some of the details of their lives.
  • FamilySearch’s Family Tree: By adding images to this platform, I aim to contribute to this useful community resource, making the information available to other researchers and family historians.
  • WikiTree: I’ll also upload images to WikiTree, attaching them to relevant profiles. I will also add the new information under the “biography” section and citations under “sources.”
• Consolidating into Surname-Based Research Files: The final step in my process will be to transfer these images from my “NARA Scanned Images” folder into the existing surname-based research files. This step is crucial as it ensures that all documents and images related to a specific surname are organized in one place. It greatly simplifies future research, allowing me to easily locate and reference any record I need.

This comprehensive approach ensures that the documents I’ve gathered are not only well-organized and integrated into my personal research but also shared with the wider genealogy community.

Your Turn

Now I’d love to hear from you! How do you tackle organizing the images and information gathered from your research trips? I’m particularly curious about any strategies or tools you’ve found effective.

If you have suggestions on how I might more efficiently handle my collection of 2,000 images, I’m all ears! Perhaps there are things I could have done differently at NARA to streamline the process?

Also, I’ve never added images to FamilySearch and WikiTree. If you’ve had experience with this, do you have any tips for me? Although it seems like a significant amount of work, I recognize the value of contributing to these sites which I have found useful. What are your thoughts?