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Merging Family Files - Best Practices (Summary)


Database Management Notes - Simplified Version

by Joseph V. Leavitt, WALF Database Manager



Merging a Database into Your Master File - Preliminary Steps Using Legacy Family Tree


1. Import the received file into a new empty database.
2. Compare the database with the master file to determine possible courses of action.
3. Get the part that is being extracted into a new working database.  
4. Find duplicates and merge within the new working database.
5. Make notes regarding given names that have middle letter capitalization.  Change all names to mixed case.  Then, use the Name List and the Master Surname List to fix names that still need a change in the mixed case format.  Correct other name format errors, such as names or titles in the wrong fields.

 

6. Make a backup of the file, and perform all file maintenance options.
7. Make a list of those with multiple parents, and make changes as necessary.
8. Make a list of those with multiple spouses, and make changes as necessary.
9. Make a list of those with unknown spouses, and make changes as necessary.
10. Make a list of records with bad dates, and make changes as necessary.
11. Make a backup, and fix location names in the Master Location List.
12. Print a PDF report of potential problems.  Make corrections as needed.
13. If a global source was included in the original file received, edit it to include all information about the submitter.  Otherwise, create a new source citation to be used when importing this database into the master file.
14. Clear all user ID's.
15. Perform the "Advanced Set Living" operation. 
16. Prepare the master file for the merge by backing it up and refreshing the list of trees.  Make a note of the number of trees listed and the number of individuals in each tree.  Also, perform file maintenance options. 
     - Now you can merge the working (super clean) database into your master file - 


After the Database Merge Operation - Postliminary Steps


1. Check all families where merging was done to be sure there are not left-over duplicate children or spouses who were missed by the Merge utility.
2. Refresh the list of trees.  Make a note of any differences in these numbers to those that were seen in the tree list of the original master file, and respond accordingly.

 

3. Backup the data, and perform file maintenance options.  Consider making another backup on CD
4. Delete or save all old working files and intermediate databases.
5. Thank the submitter, and provide copies of new information.
6. Consider updating the online database.


For the detailed explanation of each step, see Merging Family Files - Best Practices.


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