[Genealogy] Ken and Martha-Data Preservation

Sat Jan 3 15:09:52 CST 2026

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** Ken and Martha: A Lesson in Data Preservation
** Full-Text Searching for 2026

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Ken and Martha: A Lesson in Data Preservation
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This has been published before, but I’m reposting as it is just as timely
as ever.

It’s 1968. Two genealogists are madly obtaining and compiling family
history information. Ken is converting all his data to punch cards.
“State-of-the-art” he says. Locals at the genealogical society brag about
how “modern” Ken is. He’s been asked to discuss his technique with several
groups. Martha insists on using her old manual, “it worked for Donald Lines
Jacobus,” she states, ignoring the blank stare she gets in return. Ken
jokes, “why Martha, you probably don’t have running water.” Martha calmly
replies “I most certainly do…packing water from the creek would take away
from time at the courthouse.”

Martha uses good paper and good ribbons, but that doesn’t matter to the
others. “Living back in the ’30s,” they say. Martha remembers using court
documents from the 1890s and the ease with which sixty years later she read
the judge’s typewritten conclusions. She smiles to herself and carries on.
After all, her research has shown she’s descended from a stubborn,
independent lot and a little ribbing won’t sway Martha.

It’s 1998. Ken and Martha have been gone for years, the society members who
lauded Ken and ribbed Martha are mostly gone, current members are largely
unaware the two former members. Ken’s heirs and Martha’s too have found
their genealogical compilations in their respective attics and have wisely
donated them to the local genealogical society. The acquisitions chairman
quickly appoints someone to inventory and catalog Martha’s typewritten
charts, forms, and histories before they are added to the society’s
collection.

The society is still trying to find someone to do the same with Ken’s
cards. The comment “why don’t we sell them as bookmarks at our annual
workshop” is initially laughed at but does generate some serious interest.
Pictures are also a part of Ken and Martha’s collection. Martha’s black and
whites have stood the test of time rather well. Some of the original stones
are gone, but Martha’s pictures remain and will be archivally preserved by
the society. Ken’s color photographs have faded and they, in addition to
his punch cards, are still awaiting a decision.

While the “old way” of doing things is not necessarily the best way (I’m
partial to running water and electricity myself), Ken and Martha’s story
makes a point about the use of technology. The blond hair in the photograph
of me at three years of age has faded. Today the photo makes me look as if
I’ve always had a receding hairline. I have a stack of 5 1/4″ floppies
sitting on my desk, gathering dust. They all contain state-of-the-art
software, and corresponding data files. The only computer I have that reads
5 1/4″ floppies sits in my garage. With a null-modem I could transfer the
files to the machine I currently use. That works today and the machine in
the garage is thirteen years old. What about fifty years from now? If I had
my “complete” genealogy on one of these disks could it be read and used in
fifty years? What if the data is readable, but the software won’t run? Will
someone have a working copy of the software?

If not, will there be any way to convert the data to a modern format? Even
if they had a machine that could read the disks, what is the chance a
machine of that age is in working order in fifty years? And what if it
needs parts? It took the auto-body shop two weeks to find parts for my
five-year old car. Obtaining parts for a fifty-year old computer is likely
to be even more problematic. That does not matter, the technical ones say.
There will be ways to convert any data format to any other data format at
that point in time. Maybe, but maybe not.

If you take a look at 30-year old genealogical magazines, there are ads for
various specialized record-keeping systems, with special charts, forms, and
numbering schemes. For how many of these can you still buy forms? Heaven
help you if Great-aunt Myrtle used one of these systems and misplaced the
manual. And in the ever-changing world of technology, whose to say which
data format or operating system will eventually win out? Ten years ago we
lived in the world of MS-DOS and every computer user (except for Mac
people!) had to enter in text commands in order to maneuver data and
software files. Ten years ago, all genealogy software was written for DOS
and windows had curtains. If Sun and others have their way, it will be
curtains for Windows. Regardless of who comes out on top, change is the
only thing that never changes.

In the rush to computerize and to digitize, it must be remembered that
relatively speaking, these technologies are in their infancy and that file
formats are still constantly changing. It’s also necessary to remember that
computers and digital technologies originated as a means of communicating
and processing information faster, not as a way to preserve information for
hundreds of years. Electronic forms of publishing and data storage should
not be abandoned. The days of paper and printing are not yet over. Remember
the phrase “paperless office?” From what I see as I look at the clutter
surrounding my desk, I realize we have a long way to go. In fact, computers
make it easier to generate reports and forms.

Computers were never meant to be archival, they were a means to process
information more quickly (at least in theory). And when a computer geek
says they “archived” something they aren’t storing if forever. They made a
backup copy in case their hard drive fails in the next few years. They are
not planning on saving a copy for the next hundred years. The school where
I work occasionally receives donations of old software. Software for
Windows 3.1 is essentially useless, especially if we are preparing students
for technologies they will encounter in the workplace. When my office was
moved from one building to another, I threw out countless old software
manuals and programs. We are not a software archives and there’s no
practical reason to retain five and six year old software.

It’s important to remember that a significant amount of the fascination
with this new technology is hype. It’s important to remember the word
“hype” is related to the word “hyper.” A hyper person is usually too
excited to be unable to focus and concentrate. Also remember that software
and hardware companies benefit from new products being put on the market
every six months and that “new” is not a synonym for “better” (my word
processor confirmed this, just in case I was not aware of it myself). It
should also be remembered that recent trends have made genealogists more of
a market than they were five or so years ago.

Make no mistake. Information technology affords genealogists opportunities
never before available. Significant amounts of data are available via
computer and communication can be greatly facilitated. In fact, the editor
of this e-zine and I have never met, never talked on the phone, never
faxed, and never U.S. mailed. Also, on my end nearly half the articles
never see a sheet of paper until the completed e-zine is e-mailed to me
when it is “published.” Let’s also remember that the greatest information
processor of all time is not archival. The human mind still has advantages
over the computer. If we are really lucky, it lasts one hundred years and
no one ever claims the brain should be used for long-term data storage.
After all, I have enough trouble remembering where I put my keys fifteen
minutes ago. Printed, typed, or written pages, once transcribed by a human,
may last for much longer if preserved correctly. As we research, compile,
and create, let’s not forget the lesson of Ken and Martha.

(c) 2011 Michael John Neill

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Michael John Neill
Genealogy Tip of the Day
http://www.genealogytipoftheday.com
PO Box 17
Henderson, IL 61439
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