The "Stupid-Simple" Guide to Future-Proofing Your Family History
Introduction: Why Your Digital Genealogy is at Risk
We spend decades researching, collecting, and synthesizing information, creating a priceless digital archive of family history. But hereâs the stark reality: digital files decay faster than paper.
Future-proofing your genealogy isn't just about making backups; it's about making your records immune to three critical threats:
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Digital Obsolescence: The software (and file formats) you use today won't exist in 20 years. Proprietary files become unreadable.
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Organizational Chaos: A massive folder of un-named, un-sourced documents is unusable by anyone but you.
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Archival Discontinuity: When you stop working, the lineage stops. Your records need to be immediately understandable by your children or grandchildrenâlike your 12-year-old grandson.
Our goal is simple: decouple the data from the software. We want a system so clear and robust that a non-genealogist can pick it up, understand it, and preserve it.
Section 1: The Core Philosophy â Simple-Smart Archiving
We developed what we affectionately call the "Stupid-Simple" approach, focusing on universal accessibility and maximum longevity. If a 12-year-old can instantly grasp the format and organization, you have succeeded.
Rule 1: Adopt Universal File Formats
Proprietary files (like specific genealogy software backups or outdated word processor documents) are a ticking time bomb. Migration is expensive and often imperfect.
| Record Type | Future-Proof Format | Why It Works |
|---|---|---|
| Archival Documents/Scans | TIFF or PDF/A (Archival PDF) | TIFF is lossless. PDF/A is specifically designed by ISO for long-term digital preservation. |
| Text/Narratives/Histories | Markdown (.md) or Plain Text (.txt) | Markdown is human-readable and can be instantly converted to HTML, PDF, or Word documents by any program, forever. |
| Genealogy Data Tree | GEDCOM 5.5.1 | The industry standard. Ensure your software exports to the oldest, most stable version (5.5.1). |
| Photos/Images | JPEG (for general use) or PNG/TIFF (for originals) | Stick to ubiquitous formats that require no special software. |
Rule 2: Implement the Uniform Naming Standard
File names should be instantly descriptive, searchable, and sortable without needing to open the file. Our standardized approach is based on the YYYY-MM-DD prefix.
Format Template:
YYYY-MM-DD_Surname_FirstName_EventType_Location_SourceKey.ext
| Component | Example | Notes |
|---|---|---|
| Date | 1885-05-12 | Always use ISO standard YYYY-MM-DD for perfect sorting. |
| Surname | Arden | Use the maiden name for women if applicable to the document. |
| FirstName | Margaret | Be specific. |
| Event Type | Marriage | Use simple, consistent terms: Birth, Census, Will, Deed. |
| Location | Dublin-IRL | Use the modern, standardized place name and add a country code (IRL, GBR, DEU, USA). |
| Source Key (Optional) | NAI-L27 | A short, unique identifier pointing to the specific archive/collection (e.g., National Archives Ireland, Box 27). |
Final Example:
1885-05-12_Arden_Margaret_Marriage_Dublin-IRL_NAI-L27.pdf
Section 2: Decoupling Citations from Software
A citation is useless if it's only stored inside your proprietary genealogy program. If you export the family tree, the link to the actual source document is often broken or generic.
The Self-Contained Source Document
For every narrative (like a single-page family history, an ancestral sketch, or a short biography), the complete Source List MUST be embedded directly at the bottom of the file.
This is why we love Markdown:
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Markdown Narrative: You write your history or analysis of the family line (e.g., the story of Marie Miville, referencing the documents).
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In-Text References: Use simple, bracketed references [\\[1\\]] next to the fact.
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Embedded Source List: At the very end of the .md file, you include the fully detailed, archivable citation list.
Result: The narrative and the evidence are permanently locked together in a single, simple text file. If the file survives, the citation survives.
Practical Steps for Decoupling
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Move Beyond the Link: Do not rely solely on clickable URLs. The citation must include the Archive Name, Collection, Box/Reel, and Page Number. URLs are great, but the physical location is the true long-term citation.
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The Power of the Simple Document: If you have transcribed a document (e.g., a will or land record), save the full transcription as its own .txt or .md file, using the Uniform Naming Standard. This text is the most useful thing for future researchers.
Section 3: Archival Continuity and the Legacy
This is the most crucial step: ensuring your collection is archived and someone is ready to receive it.
The 3-2-1 Backup Rule (Plus One)
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3 Copies: Keep at least three copies of your data.
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2 Different Media: Store copies on two different types of media (e.g., one on your computer, one on an external drive).
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1 Off-Site: Store one copy geographically separate (e.g., cloud storage like Dropbox/Google Drive, or a trusted relative's drive).
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PLUS ONE: The Repository: Identify a formal institution (a reputable local historical society, a national archive, or a university library) that accepts digital collections. Having a professional organization as your designated "ultimate archive" ensures long-term commitment and professional standards beyond your lifetime.
The Grandson Test
Your experience with your 12-year-old grandson confirms everything. The reason he "gets it" is because the standardized documents are:
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Visually Clean: No cluttered software UI, just clear text.
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Logically Named: The file name immediately tells the whole story (1885-05-12_Arden_Margaret_Marriage...).
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Self-Contained: The narrative, the facts, and the sources are all in the same document.
This is the ultimate measure of success for future-proofing: Can a non-expert instantly understand what they are looking at and where it came from? If the answer is yes, the legacy will survive.
Credits and Licensing
Compiled by Mark Rabideau, Opa & Professional Genealogist.
All materials licensed: CC BY-ND 4.0 by eirenicon llc.