How to File Your Data in Historical Research

Whether you are planning to write a historical novel, a nonfiction book about a historical event, or your own family tree, you will need to do research--and lots of it. You may quickly find yourself surrounded by piles of books, articles, notes and pictures if you don't set up a good filing system before you begin.

Instructions

Difficulty: Moderately Easy

Things You’ll Need:

• Photo album(s)
• Photo-protection sleeves
• Labels

Plan Your Filing System

1. Calculate how much of your material to be filed will be from online sources, how much you may type in as a document file, and how much you can scan into your computer.
2. Determine if you'll keep original research materials, such as old photos, books or letters, that need to be placed in archival-quality storage.
3. Consider that you could need two to three filing systems: one on your computer, one of original documents or hard copies and one of photos.
4. Begin organizing using the results of Steps 1 through 3.

Develop a Computer Filing System

5. Set up a folder on your computer's hard drive for your project, and give it an appropriate name. Within the folder, set up named subfolders either by kind, such as documents, photos, emails and tables, or by historical date.
6. Create subfolders within each type of subfolder for further organization. The labels will depend on your project, but may include family names, place names or years.
7. Save long documents or photo collections on CDs or flash drives. Back up your project folder at least weekly, if not daily. Keep an updated backup of the project on CD or flash drive too.
8. Use DVDs to make online films if your project requires them.
9. Design a document that lists each item in your project folder. Update it every time you enter a new item into the system.

Develop a Hard Copy Filing System

10. Separate modern documents that you've written or copied from older items that need to be archived differently.
11. Decide whether you want to use a hanging file system or store your research in large 3-ring binders. In most cases, a file system is more useful and flexible.
12. Organize your paper files like you did the computer files. The drawer or box is the project. Make hanging folders for each subcategory for which you have papers. These could include letters, legal documents, court papers, newspaper clippings and photos.
13. Make a separate system for original documents, photos and newspaper clippings that is designed to prevent damage to archival material. Buy folders, clear storage envelopes and boxes labeled as acid-free or archival quality. Organize these items with the same labeling system used in Step 3.
14. Keep materials too large to fit into folders in large manila envelopes or large archival quality boxes.
15. Ensure that all papers, documents and photos are filed. Keep a master file for all hard copies and archived materials just as you did for the computer items in Step 5 of Section 2.
16. Buy a datebook to track your meetings, an address book to track contacts and a journal for your personal notes.

Develop a Photo Filing System

17. Purchase an archival-quality photo album if you find that you have a large number of original photos.
18. Classify the photos as you did the documents. Each photo should be inside a clear plastic acid-free protection sleeve with a label that includes the date of the photo, the title of the photo and the persons or place depicted in the photo. Order them by date, name or family name, or place.
19. List each photo on a master list of photos, with all pertinent information, and update it each time you acquire and file a new photo.

Tips & Warnings

• An example of a label for a manila file might look like: Letter from A to B, Copy, March 2, 1817. It would be in a hanging folder labeled Letters.
• If you can't find archival storage material locally, go online to websites like Light Impressions and Archival Methods.
• If you find that you need to own some of the books you need for research, make a master list for your research library. Store old books in archival-quality boxes.
• Don't let papers pile up on your desk or in your office. Stray papers are easily lost, and that paper you just lost might be something you need later.

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