A quarterly newsletter is issued in January, April, July, and October. The group members contribute the articles for the newsletter.

January 2006 Issue 46 Includes the following article:

Merging Databases

Perhaps you started with several files, one for each branch of the family, and now you want to merge them all together.

Before doing anything it is wise to back up your data, that way if something goes wrong you can go back to the start – frustrating perhaps but not drastic!

If you have a file for each branch of the family then you may create duplicate individuals as you import.

Preparation

Start by determining which file will become your main file. When I first started using PAF I had a file for each of my grandparents. After having to print some pedigree charts for my children for a school project I realized that this system would not work for me. I choose one file as the main file and imported all other files into that.

Step 1

Check the data in all files. This is extremely important if the file you are importing has come from another source. Check for consistency of data entry and methods you have used. This includes they way you have entered places, sources, notes etc.

I have always been particular about place names and how I entered them so when I received a file from a distant relative that had some information I wanted I first spent time preparing the new file to conform to my data entry rules.

It was time consuming but worthwhile. I also ran ‘Possible Record Problem’ reports and checked the accuracy of the data.

If you are simply merging multiple files that you have created then this step should be very simple.

Step 2

Open the files that you have decided will be merged into your new ‘main’ database. Go to the File Menu and choose Export. Select your options, (see figure 1) you will want to include all information and you will be taking it to a PAF file.

If this file has come from someone else you might decide to export a ‘partial’ file. If this is the case click on ‘Partial’ and the ‘Select’ button. The ‘Select Individuals’ screen will open (see figure 2).

Choose those names you want to export and combine with the ‘Export Filter’ (figure 3). Then click the ‘Select button. By looking at the ‘Selected’ totals you will know how many individuals have been selected.

Depending on the relationship filter you select you may see another screen with more options (see figure 4). If required you can make another selection from this file or make separate GEDCOMs for each group you want to export. When you have finished click OK.

You will be returned to the export screen and the total of individuals selected will be shown. Click Export. You will now be prompted for a file name and destination to save the file. Once these choices are made the file will be exported and saved to that destination.

If you are going to extract more files do this before starting the import process.

Importing Files

To import the files open your ‘main’ database. Go the File Menu and choose Import. Select the file you want to import and then the Import Options screen will appear.

Make your selections and click OK. The file will then be imported.

Repeat the process until all files you have created are imported into your ‘main’ database. When you have completed all imports backup your new file.

Match and Merge

It is possible that you have now created duplicate individuals. To do Match and Merge go to Tools Menu and select Match & Merge.

Select your options. It may also be worthwhile looking at the Advances Options.

Once you have selected all your options click OK. And you will now see the Merge screen (figure 7). Click ‘Next Match’ and start the process of reviewing names the computer has selected. When you find a match click on ‘Merge’. Repeat until completed.

When you have completed merging individuals repeat the process with marriage information.

Take care when merging, I once merged a grandfather and grandson and had a perpetuating family tree continuing on forever.

Once the process is complete backup again and then run possible record problems.

NOTE: When backing up like this through this process do not overwrite your previous backup. Keep them separate and you can always return to a point of the process if you experience difficulties.

This process is relatively simple and will leave you with a main file to work on instead of numerous smaller family lines. My database comprises my fathers family, my mother’s family, my two stepfather’s families and my husbands family. It is a complete record for my children.