Organizing Your Project Files--Part Two

Writer Wednesday

Every project you begin needs to be tracked. You will have research files at the start of the process, documents while composing drafts, submission records, edits and marketing efforts. There will be many versions of the same project as it goes through editing phases. Therefore, you will need to keep track of all these versions.

There are storage needs for both hard copy and electronic records. They should mirror each other for easiest retrieval.

(Continued)
6. Save portions of larger projects in smaller files (ex. chapters) as you work. They can all be combined into one file when you need to print it.
7. If you keep more than one version of a project, include the date in the file name for quick identification.
8. Use "Print Preview" before printing to avoid mistakes.
9. Keep a copy of any version you send to a contest, agent or editor so you can refer to it later if necessary.
10. Perform daily backup of any files you edit.

Keeping Track of Research--Part Two

Writer Wednesday

There is so much research to keep track of for writing, that we had to break this into two parts. It's an important part of writing, because you never know when you will need to access the information.

Here are more tips for keeping track of research.

• If you interview someone for your project, keep a record of all names, dates, phone numbers and topics of conversation. Also note best times for contact if applicable.
• If you come across an article in a magazine, tear it out and save it, noting the publication and date on the page. There is no need to keep the entire magazine for one article.
• Keep a database (electronic or paper) for all sources you borrow. This will help you retrieve it again if you need it, and also to know what has to be returned to its owner.
• Make a notation of the URL for any pages you print from the internet. This usually prints automatically on the page--verify it for accuracy.
• Save favorite web sites in folders and subfolders according to subject. Use the same folder structure you have in your file drawers for easiest retrieval.
• Back up your favorites folders to an online service or an external hard drive.

Organizing Your Research

Writer Wednesday

While writers write about what they love, they don't always write about what they know. This means they have to do research in order to make their writing believable and accurate. Whether it's the geographical location, the clothing of a different era, or the customs of a foreign country, if the facts aren't right, the reader will be disappointed and discouraged. The writing itself may be wonderful, but too many errors, and you will probably lose that reader for life.

The solution? Lots and lots of research. Research that you need to compile and save for future reference. So then the issue becomes--what to do with all this research.

• Any research you do for a project should be kept with that project. For example, you are writing an historical set in Turn of the Century New York. Everything that you research, from geography to architecture to transportation, should be kept in a file with your chapters and synopsis.
• Separate your notes by subject. Keep costume (men's, women's and children's) notes together. Keep culinary info together. Keep society notes together, etc.
• If you copy any information from a book, copy the title page also so you can identify the source.
• When you borrow a book from the library, write down the call number in addition to the title and author so you can easily find it again if you need it.
• When you handwrite notes, keep a running page for each subject. Make sure you identify the source for each note you take.
• You may be taking notes on a variety of subjects from each source, so they will be spread over a number of pages. Create a master file of your sources, identifying them by number. When you cite the source in your notes, you'll just need to write down the number rather than the title, author, ISBN, etc.

Next week: More on organizing your Research

Keeping Track of Research

Writer Wednesday

As a writer , you know the importance of keeping track of your research. You may spend hours looking through books or surfing the internet on a particular subject. Then, when it's time to use that information in your current writing project, you need to get your fingers on it immediately. You don't want to spend another two hours looking for the notes you took or the copies you made. Thus, having organized files for your research is imperative.

Here are some basic tips to start:

1. Create a new folder, binder or file box for each project you are working on. Small projects such as magazine articles will have less notes than a larger project.

2. Save all work related to a project within that file. This would include copies you made from research books, handwritten notes you take from books or workshops, or articles you print from the internet. You should also place in there any project outlines, photos or maps associated with the project. For example, if you are writing a thriller set in Paris, you will have maps of the city streets, landmarks and transportation system.

3. For larger projects, create folders within folders. If you are writing an historical novel set in Victorian England, you will need to research clothing, food, geography, language, entertainment, carriages, etc.. Each of these should have it's own folder or section in a binder so it's easy to locate when you need it. For example, if a character is a student at Eton, you will need to know where the school is, what holidays they had, what they wore, and what they were taught--everything you need to make the book as authentic as possible.

Keeping Track of Research

Writer Wednesday

Some writers write about what they know. Some writers delve into the unknown, exploring occupations, cities, countries, and even time periods they have never experienced.

With the latter, these writers will need to do research for their books--sometimes extensive research if the plot is complicated or they have no experience whatsoever in the setting they chose for their book.

Keeping track of all this research is essential, for several reasons.

First, if an editor or agent questions any content in your manuscript, you will have supporting documentation. Second, you may write something one day, then months later when editing, decide you want to look into that subject further. Third, if you decide to do a sequel to the book, you will need to reference this research again.

Keeping accurate records is a must. Look for specific ideas on how to do this,next week.

March 12 is Genealogy Day

Tips for Conducting Searches

Gathering and finding information can be a daunting task. When you start going back on your family tree, there are families with eight, nine, ten children, and sometimes more. Sons may marry someone with the same name as a sister. Brothers may marry sisters from another family. After a while, you begin wondering who your family members really are. Here are some search tips to help you keep your facts straight:

• Talk with as many family members as possible to get any hints or facts than you can.


• Compare what you learned from family members with what you find on the internet.


• Look at old family photographs and identify the people and their relationship to you.


• Consider your source on the internet--is it an historically reliable site?


• Even Ancestry.com contains errors--it's all in how the handwriting is determined.


• Connect with others who are researching the same family members.


• Print out and compare any historical documents that you can.


• Use additional sources such as cemetery, church and school records.


• Document sources for your information in case you have to check facts at a later date.


• Use the library for access to archives


• Research your family's coat of arms to identify its origin


• Find whatever free sites you can for conducting your search, as it can be extensive!

Finally--have fun! Who knows what or who you may find at the top of your family tree. We're still looking for that princess my husband's uncle told stories about. Is he royalty?

March 12 is Genealogy Day

Part Two

How to Store Your Research

File Cabinets and File Folders--Place all papers in folders, then into a file box or filing cabinet. Use different colors for different categories. For example, if you sorted by surname, then each surname would have a different color folder or label.

Binders--Create a binder for each major category, then use dividers within the binders to separate further. For example, the surname "Jones" would have its own binder. Inside, create a tab for "England", "California" and "Pennsylvania." Or tabs for "David", "Martha", "Thomas" etc. If you don't want to damage any documents, place them in page protectors before filing. If you use page protectors, use extra deep tabs so they stick out past the page protectors.

Computer Discs, CDs, DVDs--You can create the same file structure on a computer as you can with folders. Scan your documents and save them in the appropriate folder. Label them as you would your folders. If you have both hard copies and electronic copies, use the exact same headings on the files so they match up.

Genealogy Software--Invest in a program such as Family Tree Maker, or use a free online service like Ancestry.com. It will take time to enter all the information, but you will be able to view and print family trees or pedigree information and share it with others.

You will probably find that a combination of these will be best. Some documents will scan well, some will not. And it's always good to keep backup copies of your files.

March 12 is Genealogy Day
Part One--Organizing Your Research

There has been a growing interest in researching ancestors to discover who we are and where we come from. Perhaps we are hoping for a link to someone famous, or a member of royalty. Perhaps we want to know our family health history. Or maybe you are adopted and want to research your biological family.

Whatever the reason, the internet provides a wonderful opportunity for performing this research. Years ago, any requests for birth certificates, death certificates or marriage records had to be done in writing. You also had to be very specific with your request, providing more than just a surname and approximate date.
 
Online databases make today's searches quick and easy. Sometimes with as little information as a surname and state, you can find a list of possible family members. Of course, the more common the name, the more results you'll have to weed through. If you are searching for "John Smith" who was born in Chicago sometime in the early 1900s, your results will be much lengthier than if you were searching the surname "Pulaski."
 
With this wealth of information also comes a wealth of papers. Once you find census records or a birth certificate online, you'll want to print it. Depending on the size of your family, you can end up with hundreds of pieces of paper. You will need to keep them organized in order to be able to reference them again. There is no one "right" way to organize your papers. It all depends on what you are comfortable with. Below are some suggestions for storing all your documenation.
 
Organizing Your Research

By Surname--Create a file for every surname that appears in your family tree.

By Couple or Family--Group papers together by family unit.  Every mother/father/offspring will have their own folder. If the offspring have families of their own, a new folder is created.

By Family Line--Group members by following a family line.  This may be a grandparent, or whatever level you decide. 

By Event--This method groups like documents together.  All birth records, death records, marriage certificates, wills, etc., would have their own folder. 

Once your papers are sorted into these large categories, you can further sort them into more detailed categories.
 
By Location--For each surname, further divide into city or state, or country of residence. 

By Record Type--Separate all birth certificates, for example, or military records.

By Individual--Perhaps you began with surname.  You can then create another interior file for each person with that surname.