About 10 years ago I added my genealogical information to FTM Version 16. A year ago I got FTM 2012 and imported my database.
I realized that my references could be in better shape and spent that last few weeks working through my Places. While they may not be technically correct, at least I have removed all duplicate places from my database, and the place name are nearly in the same format.
I would like to do the same thing for my Sources/ Citations. As I start to work on them, the first question to come up, is tagging the different records. Some of these citations are transcription of the original, I may only have the information that appears in a note. While others I may have a copy of the original document on my computer as a PDF file.
Is there a way I can flag the Source/Citation to indicate that I have an original copy on my computer?
If the original document is on my computer I can pull it up to answer questions, if not it is a trip to the original which could be many miles.
This is what the REPOsitory record is for.
Fact contains the information
Citation contains the where found in source
Source contains complete information about the source
SourceRepository contains location of source in Repository
Repository contains the location of the source
For example: A birth certificate.
Fact = Birth of person, name of parents, location of birth
Citation = detail description of information
Source = general information about certificate
SourceRepository = Index, file drawer in your home library
Repository = Your home library.
Similar this can be done for books you own, documents, recordings of interviews. Not a perfect system but this is what the general use of the tags/fields are used for.
You asked: "Is there a way I can flag the Source/Citation to indicate that I have an original copy on my computer?
This is what I do:
1) Select one of the citations for this source (people screen, right side) and double click on it.
2) Select Media tab - third from right
3) Select "ATTACH Media" (note: NOT Link Media)
4) Browse to wherever you have this media item on your hard disk (media can include text, word, pdf, jpg, html, etc.)
5) Check the box for what category it is, ie death certificate, etc.
6) Click ok.
Now... notice that an icon will appear for duplicate of that citation - it kind of looks like a brown camera.
That icon is the visual signal that you have the item in your FTM Media folder and you can look at it by double clicking on the citation, then double click the image, then if you wish you can click on the "edit" screen to bring it up in another program. (ie word in excel, text in notepad, jpg in Windows Photo Gallery, whatever.)
Note that I strongly suggest you always ATTACH the media to the citation - which makes a copy from wherever it is in your hard disk and places it in your FTM Media Folder. As time goes on and you want to move your FTM files to a new computer, or you decide to clean up your documents folder, you may inadvertently move stuff and FTM won't find it when you need it - if you use the link option.
This is also how you can move your paper copies of docs into your FTM file via a scanner.
Ok, I thought I understood the FTM referencing system.
When I go to Sources, I am presented three panes. The left pane is titled Source Groups. The middle pane is titled Source Citations, and the right pane is title Source Citation Information. I can find the Repositories by clicking any Source in the left pane and selecting the Repository from the window in the middle of the Source Information page.
I could not find a SourceRepository as mentioned by kj_norway.
What am I missing?
Because of speed issue with FTM and some stability issues I have concerns about linking or placing media into the FTM file. Some of the census documents are as much as 2mb. My FTM file is 10mb. so it would not take many census reports to have a gigabite FTM file. There for was looking for something like a fact that could be attached to a fact that would provide the information.
As I remember repositories are like library, etc. sources are like books and citations are like paragraphs from the book. I am simple minded and don't want to make it so I can not find anything.
In GEDCOM Terms it is the CALN tag which is the call number.
To access the Source and the SourceRepository, right click on the source in the left pane that lists sources. Perform an "Edit", then look for the field called "Call Number". You can put the file path here if you like.
EDIT: In general you are correct:
REPOsitory is a library or any place that maintains/holds information.
SourceRepository is the way to find the source at that Reository, i.e. Catalog or Call Number
Source is a book, or a document, or whatever
Citation aka SourceCitation. is the page or location of the specific information with in the source.
First, re the idea of images and FTM performance. FTM does not include media in its database for the reasons you are concerned about. FTM keeps its images in a separate folder which is only accessed if you wish to take a look at the item. Otherwise all that is in the database is a link to the image.
Secondly, if you decide to link images from FTM to wherever on your hard disk they are located, you risk future problems. Five or ten years from now, you may have forgotten about some of these images being linked and moved them, or worse, deleted them, or had a hard disk crash and recovered the FTM file and not the images. I strongly recommend you ATTACH your images (including .txt and doc and pdf file) into FTM so that a copy is placed in the FTM media folder.
Thirdly, your file is small enough that any performance reduction that exists shouldn't be noticed at all.
You access the media tab in the Source Workplace by double clicking on a citation. Once you have the media item in the Media Folder for one citation - you would link to it after that point with other citations.
Secondly, re repositories. The repository for items you might have in your possession, is where you, or another researcher, can get the item. Since most items can be, and are, accessible via going to the source - there is no need to show yourself as the repository. That would be intended for such things as you have the only copy (or original) of a letter sent by your 3xg great granddad to 3xg grandma.
For example, one place where a birth certificate might be obtained is the Board of Health of whatever state. Using that board of health as the source already divulges the repository. There is no need to repeat it in the "repository" box. Also, common, or standard, books don't need a repository (eg Savage's New England Dictionary or The Great Migration or etc.)
Remember that info in the repository box is printed in the reference note for your citation - so you want it to be as brief as possible - or omitted if it is self-evident by the name of the source (ie OhioOn-LineVitalStatistics.com or whatever).
As silverfox3280 says you should attach the certificate to the source. Some attach it to the citation, but personally the citation image should hold a detailed image of the information not the entire certificate. But this is my standard that I've used both in the library work I do and at the Genealogy Center where I volunteer.
You said:"The repository for items you might have in your possession, is where you, or another researcher, can get the item."
This would be true IF you knew where others could find them in public collections, but if you have a copy of a newspaper article where the newspaper does not exist and you know of no archive where THIS article/issue can be found you should enter yourself as the repository. Yes you could guess that it was some where at the Library of Congress but you would not be sure and you could not complete the "Call Number" for its actual location. Some people ( myself as well) have a nice collection of self published books (by other people) and documents that are used as sources.
You said:"Using that board of health as the source already divulges the repository. There is no need to repeat it in the "repository" box. Also, common, or standard, books don't need a repository (eg Savage's New England Dictionary or The Great Migration or etc.)"
Wrong... (Maybe the dictionary would be Yes) But just because you think a book is common does not mean anyone else does. I have plenty of source books that can be found in any GOOD Norwegian Genealogy library, but newbies don't know that it is my job to tell them. As far as the "Board of Health" being the source you are mistaking, the source is the certificate and the place you found the certificate was the "Board of Health" which is placed in the Repository Record.