Binders Or Folders: Which Is Better For Genealogy Organization?

This time of year organization is usually at the top of everyone’s list, including genealogists. Whether you’re a newbie or a seasoned professional, you need a way to file all the documents, photos, and records you’ve found. It’s a constant challenge.

The ongoing debate between using binders or folders for document organization often leaves us wondering which is the best approach. In this blog post, I’ll explore a few pros and cons of each so you can decide which is best for you, and tell you how I organize my genealogy.

Organizing your genealogy documents takes a little bit of thought. Before you go out and purchase items for a new system, you might ask yourself these questions:

• How much storage space do I have?
• What method best applies to the way I work (or think)?
• How easily will the system be maintained?

In the end, they’re both good choices. To help you, here are some pros and cons of each.

Binders: Pros and Cons

Pros:

1. Visual Organization: Binders offer a simple, visual way to arrange documents. You can easily flip through pages, which is great if you file chronologically or want to share your research with family or friends.
2. Protection: With protective sleeves, binders keep documents from wear, tear, and damage from moisture or sunlight, preserving them for future generations.
3. Customization: Sections can be divided by families, couples, individuals, or document types, giving you a more customized and structured style.

Cons:

1. Bulkiness: As collections grow, binders can become bulky and heavy. Storing numerous binders might require a lot of space, which could be a problem.
2. Limitation in Capacity: Despite their capacity for expansion, binders can reach a limit. Overfilling can damage documents or compromise the ease of flipping through pages.

Folders: Pros and Cons

Pros:

1. Compact: Folders are generally more compact and space-efficient than binders, making them ideal for smaller storage spaces or those with limited room.
2. Accessible: Folders allow quick access to documents. They are easily labeled and can be organized in file cabinets, drawers, or boxes for efficient storage. They are also quick to grab to take with you to a repository.
3. Adaptable: Folders can be easily added or removed without worrying about the limitations of binders. This allows for the collection to grow easily.

Cons:

1. Less Protection: Unlike binders with protective sleeves, documents in folders might be more susceptible to damage from handling, spills, or climate conditions.
2. Limited Visibility: Finding specific documents within folders might require more effort compared to flipping through labeled binder pages, especially in larger collections.

Making the Choice

In the end, the choice between binders and folders depends on your preferences, available space, and the size of your genealogy collection. Some genealogists do a little of both, using binders for direct ancestors or precious documents and folders for less important records.

What I Use

I use binders for my genealogy education material. I’m a good note-taker and find that’s the best way to keep everything neat and accessible. But when it comes to keeping track of my ancestors, I’m Team Folder all the way.

I subscribe to Legacy Family Tree Webinars. Mary Hill has a wonderful presentation on her color-coded filing system. It made sense with the way my brain works and how I like to organize. If you have a subscription, you can see her in action. But she also has the information on a website you can find here.

Ancestors are filed by surname. My dad’s paternal line is blue and his maternal line is green. My mom’s paternal line is red and her maternal side is yellow. The colored folder has the surname in the left tab. Inside, the direct-line ancestors are in a file folder with a right tab, while the children are in a center tab folder. I started it this way but made a tweak. I found I only had a few pieces of paper for most of the children, so I didn’t waste a folder on them. Their documents are kept in birth order in the back of the parent’s folder.

When it comes to filing records for females, I keep them in their parent’s file folder until they marry. After marriage, they are in their husband’s folder.

Organization can also be part of your goals for the new year. I usually have a few things I’d like to improve upon. My post from last year is here.

Finally

To sum it up, both binders and folders offer advantages and drawbacks when it comes to organizing genealogy documents. There’s no one-size-fits-all solution. You may need to experiment to see which method will work best for you. Remember, the goal is not just organization, but also preserving and using the documents that make up your family’s rich history.

Genealogy tip: Both methods require an initial investment of money for materials. Think about which way works best for you so you don’t waste your money or efforts.

If you’re getting lost in the weeds of your genealogy research, I may be able to help. Set up a 30-minute no-obligation call and we can discuss your latest project.