How to Organize Genealogy Records in Binders?

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Organizing a genealogy record is another word for headache. Isn’t it? It always finds ways to get messy regardless of our efforts. Well, it will not be difficult if we learn the correct methods but how to organize genealogy records in binders?

Organizing these types of records seems more than necessary. There are a few efficient methods for it. But finding the perfect one for your information can be confusing.

It’s better if you spend the necessary time choosing. You don’t want to buy and gather your supplies too early. Because you may find out midway that you don’t like it anymore.

Genealogy record is not just a bunch of head counts, large charts, or histories. These records take you on a journey toward the roots. They tell you about the predecessors and sometimes pave the way for the successors.

That’s why there’s often a tremendous amount of information to keep track of and organize. Many photos, short notes, and references are always in your workspace.

What Goes in the Genealogy Binder?

It takes time to know details about the Genealogy binder. To have the idea of organizing genealogy records in binders, knowing the genealogy record is essential. Learning about the items in the genealogy binder helps manage it. 

Every vital document of your family’s past can be in the genealogy binder. There is no specific list of areas to maintain in it. What goes inside the binder depends on the documents you want to save. 

Some of the essential documents in the genealogy binder are the following. 

  • Family members’ pictures
  • Birth certificates
  • Marriage and death certificates
  • Important letters
  • Family group sheets
  • State censuses

Do You Need Binder Dividers for Genealogy Records?

Binder dividers are essential elements in managing genealogy records. Record keepers use separators to keep the information accessible to go through and understand. Let’s see why you really need the binder dividers.

You need the binder dividers to distinguish different time zones. It can be used to separate each individual’s information. You’ll have to add enough information and value to make a section worth dividing.

You can also try separating the binder alphabetically if required. Although in most cases, it might make the record messy. So, you’ll have to decide wisely depending on your genre.

So, you can use the binder dividers in many ways in the genealogy binder. Using them can help you find the information very quickly. You will need them for your own ease of working. 

Which Filing System Is Best for Genealogy Documents?

There are quite a few systems to choose from. They are generally differentiated according to the parameters. The filling system can be by surname or by family line. By couple and by the event are another two filling systems. 

It depends mostly on your personal choice and interest. The one that portrays your record in the most beautiful, organized way is the best.


If you want to fill the genealogy documents by surname, you need to gather the records of the same surname. You can divide each surname by binder divider. 

Family Line

Genealogy documents can also be filled by the family line. You can divide all the documents associated with a particular family line. For this, you can start with four ancestral relations. 

Period/ Year

You can also fill the documents according to period or year. Dividing by period, you can either take 10 years or 50 years, as per your preference. All the documents or information should be collected in the same place together for the particular period. 


The event can be another category of the filling system. In this system, the events such as birth, marriage, death, etc., documents or information can be gathered together. 

Many other parameters can be taken as a filling system. But you have to choose which method will be best for you. 

How to Choose a Binder for Genealogy Records?

A binder for genealogy records can be of different types. Three-ring binder, archival binder, and D-ring binder can be some of them. When you choose a binder for genealogy records, you have to consider several things. Here are some essential ideas to help you choose the best binder for genealogy records

The number of pages

You should consider the number of pages needed for the records. If you want a medium size binder, you can choose a three-ring binder. It’s a common and rigid one with all the necessary supplies in a binder. But if you want a heavier one with many pages, you can choose an archival binder. This binder is for a more extensive record with many sections and pages.

Cover of the binder

You should also consider the cover for the binder. However, you should choose one that has a hard surface. Hardcovers have many advantages like they keep documents safe and straight. 

Also, hardcovers keep the binder protected from water, pests, and other forces. 


Binders are available both with and without laminates. When choosing a binder for genealogy records, you have to think about the durability and protection of the binder. 

Organizing the pages will take more time if you want a laminate binder. But the laminates will also keep the documents durable and protected. So, you must decide which you prioritize more.

Other factors

You should keep in mind some other factors, like paper inserts, dividers, plastic covers, etc., with the binder. Considering all these, you can decide which binder will suit your genealogy records. 

What Supplies Do You Need for Organizing Genealogy Documents?

Organizing genealogy documents is easy if you have all the necessary supplies. Here is a list of things you will need to organize the genealogy documents. 

  • A suitable binder
  • Plastic document protector
  • Laminates
  • Binder dividers
  • Printer
  • Pens, pencils, colored pens, and other writing tools
  • Document storage box
  • Computer, CDs, DVDs, pen-drive, or other storage devices
  • Labels

How to Organize Genealogy Records in Binders?

Finally, when organizing the genealogy records in the binder. You can follow a step-by-step process. Following the process, you will not miss any crucial documents or organizing sources. 

Step 1: Gather all the supplies

First, gather all the necessary supplies for organizing the genealogy records. You will need a binder first. Then print out all the documents or photos and gather them together. Also, collect highlighters, pens, labels, scissors, and other supplies. 

Step 2: Design the binder cover

Designing the binder is a great idea to reflect the purpose of the record. Also, it’ll help to distinguish a specific binder. You can manually create it or collect it from other sources. 

The Internet can be a rich source for choosing your desired cover design. 

Step 3: Organize the documents

Next, you need to organize the documents according to the filing system. Decide on the filling procedure and gather the papers accordingly. After fixing the filling system, add subheadings with the genre. 

Then add dividers on each fill system and label the divisions by the name of the filling system, such as surname, location, or event. 

Step 4: Add additional documents

You might have additional documents like certificates or photos. You can add them in a separate envelope and attach them to the sections. 

Step 5: Protection

Finally, you can attach laminates or plastic protectors to the binders or the pages to provide protection. This will increase the durability of the binder and the documents. Also, you can keep digital sources of these documents in computer folders for extra safety.

Tips for Organizing Genealogy Documents

Many people organize genealogy documents, but sometimes the organizing could not be more fruitful for some minor mistakes. You can follow some tips for effective organizing of the genealogy documents. 

  • Add dividers

Many organizers make binders or notebooks to collect genealogy records but don’t put dividers. For this, finding data becomes challenging. You will easily find the desired document if you add them with labels. 

  • Keep digital data

Whether you keep the documents safely or not, keeping the data digitally will help you immensely. You can only guarantee the documents’ safety sometimes, and the papers can get damaged. Digital sources will be available if you don’t find the record, and you can print out the documents when needed. 

  • Keep pictures

Though documents are more than enough, keeping pictures in the binder will always be more attractive. Family photos and photos of the grandparents and ancestors will increase the value of the genealogy documents. 

  • Keep storage box

You can only keep some blank papers, vintage papers, magazines, articles, and other sources inside a binder. A storage box can help you organize the extra materials that you will need from time to time. 

Learn How to Organize Genealogy Records in Binders:

Final Thoughts

Genealogy records can be of different types with a lot of information. Organizing the genealogy records in a binder will be convenient for your future search and data storage. You can follow various organizing methods like sectioning them by period or by surname. 

Whatever the filling system, you should choose a suitable binder that can keep all your documents safe. Also, the essential organizing supplies should be kept in a storage box. 

It will be an easy and quick task if you follow the step-by-step process to organize the genealogy records.

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