Structuring Your Genealogical Research

How to take all those facts and turn them into amazing pieces of fiction (& nonfiction)

Mar 11, 2025

Turning genealogical research into a compelling novel requires more than just gathering names and dates. It's about finding the stories hidden in historical records and shaping them into a narrative that engages readers. If you didn't have a chance to join me on February 27 with GenStack Coterie, or you did and are looking for more, this post is for you!

Through researching our Family History or History in general, we all have stumbled upon stories that caused us to pause and want to know more.

History is riddled with incredible stories that no one knows about – for numerous reasons – which is why it's always a good idea to WRITE IT YOURSELF!

Creative nonfiction or Historical Fiction – weaving genealogical research into a short story or a novel to share all those wonderful stories we've found is a fun and exciting way to combine a love of historical research and creative writing.

If you are new to this Substack and want to know more about me – head here. Otherwise, let's get started!!

Before you can craft a rich, immersive tale, you need to structure your research to make it useful for creative writing.

In this post, I'll give an overview of organizing your genealogical research effectively, the best filing systems and software, and how structured research can lead to stronger storytelling.

“Begin at the Beginning.” ~ Lewis Carol

In Alice's Adventures in Wonderland, the story's inciting incident is when little Alice sees the White Rabbit, and she goes down the rabbit hole!

With writing creative nonfiction and historical fiction – our inciting incident is RESEARCH.

Gathering and Categorizing Your Research

Before you can tell a great story, you need to gather the right materials. Genealogical research often involves a mix of primary and secondary sources, including:

Vital Records – Birth, marriage, and death certificates
Census Records – Snapshots of family life every 10 years (except most the 1890 US Federal Census)
Newspaper Archives – Obituaries, announcements, and local news
Military Records – Service details, draft cards, and pension files
Land and Probate Records – Property transactions and wills
Diaries, Letters, and Oral Histories – Personal accounts that add depth

While our ancestor’s aren’t only Birth, Marriage, and Death records – vital records are imperative to help build your initial timeline. And I don’t mean your narrative timeline – I mean the timeline of your Protagonist’s life – OR – at least the time period your story takes place.

Vital Records are the perfect starting place because they provide dates. Dates are key to researching, verifying, and nailing down the timeline of your story (short story, novel, novella, etc.)

When considering what resources are available for you to conduct your research, don't believe the only worthwhile resources online have a paywall. While many online Genealogical databases cost money, there are alternatives – you just need to know where to look.

There are myriad ways to research your family history for free or cheap. Sites like FamilySearch and the National Archives are great places to begin. But ALWAYS remember to check with your local library. Many libraries offer access to Ancestry, 3Fold, and other sites. All you need is a library card.

But let's assume we already have all of our research, or at least we’ve begun researching.

What's next?

Continuing with our Alice in Wonderland analogy, we will continue into Wonderland, meeting our new, strange, and fantastical friends. We will build a file on each of these characters, searching for the same documents listed above.

Depending on the story you have decided to write, you will likely have more than the protagonist.

When writing creative nonfiction, each person must be researched individually, which helps you determine who they were when they were alive.

With so many people in the mix, it becomes imperative to keep your research organized. There are different ways to do this, but one that works the best (for me) is to:

Organizing by Category

Rather than storing everything in one place, categorize your research:

By Individual – A file (physical or digital) for each ancestor
By Family Unit – Organizing documents by household
By Timeline – Creating a chronological record of events
By Source Type – Keeping separate folders for census records, newspapers, etc.

A well-organized system makes it easier to cross-reference materials and spot gaps in your research. But it is also vital to remember that we all organize differently. So, don't be afraid to play around and figure out what organizational style works for you.

Create a Family History Binder with an index and a list of exactly what sources you have, where you found them, and where you have them stored (all places they are stored: online/hard drive/filing cabinet, etc.)

This index and list will make it easier to locate when you are writing your first draft.

Our writing process will always differ from others. Maybe, when we start out, we can copy the style and system of another writer or author – but over time, we will learn what works for us.

Maybe you already have a system setup that works for you. If not, here are some options:

Using Filing Systems and Software for Efficiency

As I stated above, genealogical research can quickly become overwhelming. The more characters/ancestors you have in your novel, the more documents pile up. Implementing a system for storing and retrieving information will save time and frustration.

Physical Organization

If you prefer paper records, use:

Binders with Dividers – One for each family line
File Folders – Labeled by surname, location, or record type
Index Cards – For quick reference notes on key facts

Digital Organization

For those who prefer a digital approach, try:

Genealogy Software:
- RootsMagic – Tracks family trees and sources
- Legacy Family Tree – Ideal for in-depth research organization
- Family Tree Maker – Syncs with Ancestry.com
Cloud Storage:
- Google Drive or Dropbox for storing scanned documents
- Evernote, Google Keep or OneNote for organizing notes and clipping research
Research Logs:
- Keep a simple spreadsheet with columns for:
  - Date of research
  - Source consulted
  - Notes on findings
  - Next steps

A clear system ensures that when you’re ready to write, you aren’t sifting through scattered files trying to remember where you found a key detail.

Advice: Regardless of how you decide to organize your research, always back it up.

If you store it primarily online, also save it to a flash drive.

If you store it on paper, keep multiple copies and/or scan it into a computer.

Turning Research into Storytelling

A structured research system doesn’t just make genealogical research easier to navigate—it also makes your writing stronger.

Here’s how:

Finding the Narrative Arc

Once you have a clear timeline of events, patterns start to emerge.

For example:

A great-grandfather’s multiple cross-country moves might reveal a deeper story of resilience and reinvention.
A mother who lost multiple children in infancy might provide insight into maternal grief in a particular era.
A brother who enlisted in a war while another stayed home could suggest family conflict.

Adding Depth Through Context

Having well-organized research allows you to weave historical events seamlessly into your novel.

If your ancestor lived in Manhattan, New York City, New York, in 1910, your structured notes would remind you to research the garment strikes (the Uprising of 20,000 and the Great Revolt of 1910) and their impact.

How Organization Improves Storytelling

Imagine you’re writing about an ancestor who immigrated to the United States in the 1900s. If your research is scattered, you may only know that they arrived in New York and lived in tenement housing.

But if you’ve structured your research properly, you might have:

Ship passenger lists showing the exact date of arrival
Newspaper articles about what was happening in NYC when they arrived
Census records detailing their first job and living conditions
Newspaper articles about labor strikes they might have witnessed
Personal letters describing their struggles and dreams

With this information organized at your fingertips, you can craft a vivid, immersive story rather than a generic historical backdrop.

The Power of Structured Research

The key to transforming genealogy into compelling storytelling lies in organization. A well-structured system makes research more efficient and provides the foundation for deeper, richer narratives.

Time to Work!

Take one ancestor from your research and organize their story using the abovementioned methods. Then, write a short scene based on their life—focusing on storytelling rather than facts.

If you would like feedback, share part of your scene in the comments below – allowing me and others to offer constructive criticism.

Classes:

April 8th: From Research to Novel via Allen County Library Genealogy Center - 11:00am PST; 12:00pm MNT; 1:00pm Central; 2:00pm EST

April 30th: 90-minute From Research to Novel webinar via Zoom. (Tickets go on sale March 17th. Subscribe to learn more!)