A Major Update of Keep or throw away: the challenge of genealogical documents and photos

 

Over the past few weeks, we have spent a considerable amount of time working through tens of thousands of documents and photos and trying to reduce the number of documents and photos we save to a manageable one or two boxes for my and the same number for my wife. This post is a sequel to the earlier post called "Keep or Throw Away: The Challenge of Genealogical Documents and Photos." The key to this reduction is that thousands of the original documents were scanned and now reside on three large (16 - 22 TB) hard drives. One of those essentially duplicate hard drives in addition to my main computer are also backed up to the internet on https://www.backblaze.com/. Some of the documents, such as original journals, will also be offered to the BYU Harold B. Lee Library Special Collections. 

There are still some major decisions that need to be made. The main issue deals with original photos and original handwritten letters. All the photos can be digitized, and all of the handwritten letters can also be digitized. The issue is: which of these two categories of oath should be preserved as physical documents? 

Even when we are able to make the decisions and have decided on the original physical documents to be preserved, including letters, photos, certificates, and other historical artifacts, we will still need to work through the thousands and thousands of digital files. I certainly realize that most genealogists are not confronted with either the diversity or quantity of documents that were given to me over the last, going on, 45 years. 

One of the main issues is that, over the time period that we have been accumulating these documents, I have had virtually no contact from any of my vast number of relatives asking if I have the documents and if they are available for review. One tactic my wife has used is to take piles of the documents to family gatherings and offer to let anyone at the gathering take some of the original documents. Of course, all the documents offered have already been digitized also. 

Over the next few weeks, I intend to highlight and explain some of the interesting documents I have "discovered" while working through the piles. Here is an initial. example.

 this is a graduation certificate for my grandfather, and it is about three feet square.

Stay tuned for further developments.

Computer Generated Family Trees Ignore the Heart and Soul of Genealogy

 

https://www.familysearch.org/en/search/genealogies/submissions?f.collectionId=10000130

Just because you can do something does not make it a good idea. There is no question that a computer using an AI program could examine a record and create a family tree from the record. In fact, here is an example of an AI prompt using Google Gemini to do exactly that. 

Here is the record. 

Sahuaripa (Sonora). Registro Civil

Sonoyta (Sonora). Registro Civil

Tepache (Sonora). Registro Civil

Here is a suggested prompt generated using Google Gemini. 

Act as an expert Mexican genealogist and master paleographer specializing in early colonial Spanish records. You strictly adhere to the Genealogical Proof Standard (GPS) and execute a reasonably exhaustive search methodology across Mexican archives (including Catholic parish registers, información matrimonial, civil records, notary protocols, land grants, and Inquisition/governmental administrative files).

Paleographical & Technical Directives:

• Script & Hand Analysis: Identify and adapt to specific colonial hands—including Cortesana, Procesal, Procesal encadenada, and transitional hands (16th–18th centuries).

• Contractions & Abbreviations: Systematically resolve historical abbreviations, suspension marks, and sigla. Expand abbreviated names, words, and titles in brackets [ ] within transcriptions while preserving original spellings in literal passes.

• Orthography & Phonetics: Maintain historical spelling variants (e.g., interchangeability of b/v/u, c/z/ç/s, i/y/j, silent or added h) while accurately interpreting intended proper nouns and surnames.

Transcription Conventions for Damaged or Defective Manuscripts:

Apply standard diplomatic-paleographic bracket conventions to denote document damage, ink bleed-through (traspaso de tinta), fading, or torn margins:

• [word]: Expansion of an abbreviation or scribal contraction (e.g., Fran[cis]co).

• [text?]: Conjectural or probable reading of faded, obscured, or damaged text.

• [...]: Illegible or destroyed text. Indicate approximate length when possible (e.g., [... 2-3 words]).

• [sic]: Confirmed scribal error or unusual spelling in the original manuscript.

• <text>: Text inserted by the scribe above the line (interlineado) or in the margin.

• [strikethrough] or [crossed out: text]: Text canceled or erased by the original writer.

• [damage: reason]: Explicit note explaining physical obstruction (e.g., [damage: hole in folio], [damage: heavy ink bleed], or [damage: torn margin]).

Tasks:

1. Dual Transcription & Translation:

   • Literal Diplomatic Transcription: Provide a verbatim transcription strictly preserving line breaks, original spelling, unexpanded abbreviations, and the bracketed damage conventions above.

   • Normalized Text & English Translation: Provide a modernized, expanded version alongside a precise, context-aware English translation that accounts for missing text inferred through formulaic record patterns.

2. Data & Context Extraction: Extract all explicit and implicit genealogical facts for every individual mentioned, including full names, relationships, dates, jurisdictions (doctrina, jurisdicción, parroquia), witnesses, godparents (padrinos/compadres), occupations, and social/ethnic status descriptors (casta, vecindad, originario de, titles such as Don/Doña).

3. Structured Relationship Table: Construct a clear, structured table/spreadsheet detailing the family connections established by the document with the following columns:

   • Individual's Name (Literal & Normalized)

   • Role / Position in Record (e.g., Subject, Father, Paternal Grandmother, Godparent, Witness, Notary)

   • Relationship to Subject

   • Stated/Estimated Event Date & Location

   • Casta / Status / Origin

   • Paleographic & Condition Notes (e.g., reading uncertainty due to bleed-through, reconstructed from formulaic context)

4. Genealogical & Evidence Analysis: Evaluate source reliability (primary vs. secondary), evidence type (direct vs. indirect), and information quality under the GPS. Flag name variations, conflicting evidence, or missing linkages caused by document damage, and suggest specific archival next steps (e.g., checking duplicate parish books or local notary registers).

Here is the analysis after applying the prompt:

Document Analysis: Civil Registration Death Records (Tepache, Sonora, 1941)

These entries come from a pre-printed form register of the Civil Registry (Registro Civil) in the Municipality of Tepache, State of Sonora, Mexico, dated July 1941. The script is a 20th-century modern cursive hand with standard abbreviations and minor printed form overlays.

1. Document 1: Folio 8, Acta No. 16 – Defunción de la Niña Margarita Ayón

A. Literal Diplomatic Transcription

Plaintext

Oficina del Registro Civil en Mpio Tepache, Sonora
Acta No. 16 dieciseis
Defunción de la Niña Margarita Ayón

En Mpio Tepache Sonora a las 12 Doce
horas del día 21 Veintiuno del mes de Julio del
año de mil novecientos 41 cuarenta y uno compareció en esta Oficina el
señor Ramón Ayón Y expuso que a las 17 diez
i siete horas del día de ayer 20 Veinti
un[o] [crossed out: de] [damage: printed line break overlap]
de Dolor en su domicilio de su casa
de Refugio Velarde, su hija [crossed out: Bru] Margarita Ayón
rita Ayón de raza [crossed out: g m c s] Y nacionalidad Mexi
cana de 37 días años de edad, de estado civil _____
_____ de ocupación _____ Le sobrevive
su cónyuge _____ La enfermedad causa de la defunción se
comprueba con certificado médico expedido por el señor Dr. _____
_____ Se mandó inhumar el cadáver en la fosa número _____
_____ de la clasificación de 2ª clase del panteón
de este Pueblo Fueron testigos de este registro los
señores Jesús Montaño y Manuel Enriquez
_____ el primero de 32 treinta idos años de edad, de ocupación
de Agricultor y domiciliado en este Pueblo
y el segundo de 58 cincuentaiocho años de edad, de ocupación de Agri
cultor y domiciliado en este Propio lugar quienes
manifestaron tener con el difunto el parentesco de _____
    Leída esta acta, el compareciente y testigos fueron conformes con su contenido y firmaron los
que supieron hacerlo

[Signatures]
COMPARECIENTE: Ramón Ayón
TESTIGO: Jesús Montaño
TESTIGO: Manuel Enriquez
Doy fe
EL OFICIAL DEL REGISTRO CIVIL
José G. Blanco

B. Normalized Text & English Translation

Normalized Spanish Text

Oficina del Registro Civil en Municipio Tepache, Sonora.

Acta Número 16 (dieciséis). Defunción de la niña Margarita Ayón.

En Municipio Tepache, Sonora, a las 12 (doce) horas del día 21 (veintiuno) del mes de Julio del año de mil novecientos 41 (cuarenta y uno), compareció en esta Oficina el señor Ramón Ayón, y expuso que a las 17 (diecisiete) horas del día de ayer, 20 (veintiuno) [sic: 20/veinte], falleció a causa de dolor en su domicilio de su casa [hija] de Refugio Velarde, su hija Margarita Ayón, de nacionalidad mexicana, de 37 días de edad, de estado civil [soltera], de ocupación [ninguna]. Le sobrevive su cónyuge [ninguno]. La enfermedad causa de la defunción se comprueba con certificado médico expedido por el señor Doctor [no consta]. Se mandó inhumar el cadáver en la fosa número [sin número] de la clasificación de segunda clase del panteón de este Pueblo.

Fueron testigos de este registro los señores Jesús Montaño y Manuel Enríquez, el primero de 32 (treinta y dos) años de edad, de ocupación agricultor y domiciliado en este Pueblo, y el segundo de 58 (cincuenta y ocho) años de edad, de ocupación agricultor y domiciliado en este propio lugar, quienes manifestaron tener con el difunto el parentesco de [ninguno].

Leída esta acta, el compareciente y testigos fueron conformes con su contenido y firmaron los que supieron hacerlo.

[Firmas]: Compareciente: Ramón Ayón. Testigo: Jesús Montaño. Testigo: Manuel Enríquez. Doy fe, El Oficial del Registro Civil: José G. Blanco.

English Translation

Civil Registry Office in the Municipality of Tepache, Sonora.

Record No. 16. Death of the Child Margarita Ayón.

In the Municipality of Tepache, Sonora, at 12:00 PM on the 21st day of the month of July in the year 1941, appeared in this Office Mr. Ramón Ayón, and stated that at 5:00 PM (17:00 hours) yesterday, the 20th, died of pain/colic at her home address, [child] of Refugio Velarde, his daughter Margarita Ayón, of Mexican nationality, 37 days of age, unmarried, with no occupation. No surviving spouse. The illness causing the death is certified by a medical certificate issued by Dr. [blank]. The burial of the body was ordered in an unnumbered grave of the 2nd-class category in the cemetery of this Town.

Witnesses to this registration were Messrs. Jesús Montaño and Manuel Enríquez, the first 32 years of age, by occupation a farmer, residing in this Town; and the second 58 years of age, by occupation a farmer, residing in this same place, who declared having no relationship to the deceased.

Having read this record, the declarant and witnesses agreed with its content and those who knew how signed.

[Signatures]: Declarant: Ramón Ayón. Witness: Jesús Montaño. Witness: Manuel Enríquez. Attested, The Civil Registry Official: José G. Blanco.

2. Document 2: Folio 9, Acta No. 17 – Defunción de la Niña Antonia Blanco

A. Literal Diplomatic Transcription

Plaintext

Oficina del Registro Civil en Mpio Tepache, Sonora
Acta No. 17 diecisiete
Defunción de la Niña Antonia Blanco

En Mpio Tepache, Sonora a las 18 dieciocho
horas del día 26 Veintiseis del mes de Julio del
año de mil novecientos 41 cuarenta y uno compareció en esta Oficina el
señor Loreto Blanco Y expuso que a las 17 diez
i siete horas del día de ayer 25 Veinti
cinco fallecio a causa
de Vaso y Dolor en su domicilio de este Pueblo
Su hija legítima la niña Mar
garita [crossed out: Ayón] de raza [crossed out: g m c s] Y nacionalidad Mexi
cana de 40 días de años de edad, de estado civil _____
_____ de ocupación _____ Le sobrevive
su cónyuge _____ La enfermedad causa de la defunción se
comprueba con certificado médico expedido por el señor Dr. _____
_____ Se mandó inhumar el cadáver en la fosa número _____
_____ de la clasificación de 2ª clase del panteón
de este Pueblo Fueron testigos de este registro los
señores Juan Moreno y Francisco Montaño
_____ el primero de 27 Veintisiete años de edad, de ocupación
de Labrador y domiciliado en este Pueblo
y el segundo de 31 Treinta i uno años de edad, de ocupación de Agri
cultor y domiciliado en este lugar quienes
manifestaron tener con el difunto el parentesco de _____
    Leída esta acta, el compareciente y testigos fueron conformes con su contenido y firmaron los
que supieron hacerlo.

[Signatures]
COMPARECIENTE: Loreto Blanco
TESTIGO: Juan Moreno
TESTIGO: Francisco Montaño
Doy fe
EL OFICIAL DEL REGISTRO CIVIL
José G. Blanco

B. Normalized Text & English Translation

Normalized Spanish Text

Oficina del Registro Civil en Municipio Tepache, Sonora.

Acta Número 17 (diecisiete). Defunción de la niña Antonia Blanco.

En Municipio Tepache, Sonora, a las 18 (dieciocho) horas del día 26 (veintiséis) del mes de Julio del año de mil novecientos 41 (cuarenta y uno), compareció en esta Oficina el señor Loreto Blanco, y expuso que a las 17 (diecisiete) horas del día de ayer, 25 (veinticinco), falleció a causa de vaso y dolor en su domicilio de este Pueblo, su hija legítima la niña Antonia Blanco [erróneamente asentado como "Margarita" y corregido en el título del acta], de nacionalidad mexicana, de 40 días de edad, de estado civil [soltera], de ocupación [ninguna]. Le sobrevive su cónyuge [ninguno]. La enfermedad causa de la defunción se comprueba con certificado médico expedido por el señor Doctor [no consta]. Se mandó inhumar el cadáver en la fosa número [sin número] de la clasificación de segunda clase del panteón de este Pueblo.

Fueron testigos de este registro los señores Juan Moreno y Francisco Montaño, el primero de 27 (veintisiete) años de edad, de ocupación labrador y domiciliado en este Pueblo, y el segundo de 31 (treinta y uno) años de edad, de ocupación agricultor y domiciliado en este lugar, quienes manifestaron tener con el difunto el parentesco de [ninguno].

Leída esta acta, el compareciente y testigos fueron conformes con su contenido y firmaron los que supieron hacerlo.

[Firmas]: Compareciente: Loreto Blanco. Testigo: Juan Moreno. Testigo: Francisco Montaño. Doy fe, El Oficial del Registro Civil: José G. Blanco.

English Translation

Civil Registry Office in the Municipality of Tepache, Sonora.

Record No. 17. Death of the Child Antonia Blanco.

In the Municipality of Tepache, Sonora, at 6:00 PM (18:00 hours) on the 26th day of the month of July in the year 1941, appeared in this Office Mr. Loreto Blanco, and stated that at 5:00 PM (17:00 hours) yesterday, the 25th, died of "vaso y dolor" (spleen/abdominal ailment) at her home address in this Town, his legitimate daughter, the child Antonia Blanco [erroneously filled as "Margarita" in the body text before cross-out; title establishes Antonia Blanco], of Mexican nationality, 40 days of age, unmarried, with no occupation. No surviving spouse. Cause of death verified by medical certificate issued by Dr. [blank]. The burial was ordered in a 2nd-class grave in the cemetery of this Town.

Witnesses were Messrs. Juan Moreno and Francisco Montaño, the first 27 years of age, worker/farmer, residing in this Town; the second 31 years of age, farmer, residing in this place, who stated they have no relationship to the deceased.

Having read this record, the declarant and witnesses agreed with its content and signed.

[Signatures]: Declarant: Loreto Blanco. Witness: Juan Moreno. Witness: Francisco Montaño. Attested, Civil Registry Official: José G. Blanco.

3. Structured Relationship & Extract Table

Individual's Name (Literal / Normalized)	Role / Position in Record	Relationship to Subject	Stated/Estimated Event Date & Location	Casta / Status / Origin	Paleographic & Condition Notes
Margarita Ayón	Deceased Subject	Self	Died 20 Jul 1941 in Tepache, Sonora	Infant / Mexican / 37 days old	Name written across line split (Bru- / rita Ayón crossed out and corrected to Margarita Ayón).
Ramón Ayón	Declarant / Informant	Father	Recorded 21 Jul 1941 in Tepache, Sonora	Adult / Resident of Tepache	Father of deceased infant; signed the record.
Refugio Velarde	Mentioned Household Member	Mother (Probable)	Resident of Tepache, Sonora	Adult / Resident	Form states: "en su domicilio de su casa de Refugio Velarde, su hija..." indicating mother or female head of household.
Jesús Montaño	Witness	None stated	21 Jul 1941, Tepache	Age 32 / Agricultor / Local resident	Signed as witness.
Manuel Enriquez / Manuel Enríquez	Witness	None stated	21 Jul 1941, Tepache	Age 58 / Agricultor / Local resident	Signed as witness.
José G. Blanco	Civil Registrar	Official (Oficial del Registro Civil)	21 Jul 1941 & 26 Jul 1941, Tepache	Official	Signed both records.
Antonia Blanco	Deceased Subject	Self	Died 25 Jul 1941 in Tepache, Sonora	Infant / Mexican / 40 days old	Record title lists Antonia Blanco; scribe accidentally wrote Margarita Ayón on line 9 due to copying error from prior record, then crossed it out.
Loreto Blanco	Declarant / Informant	Father	Recorded 26 Jul 1941 in Tepache, Sonora	Adult / Resident of Tepache	Father of deceased infant; signed the record.
Juan Moreno	Witness	None stated	26 Jul 1941, Tepache	Age 27 / Labrador / Local resident	Signed as witness.
Francisco Montaño	Witness	None stated	26 Jul 1941, Tepache	Age 31 / Agricultor / Local resident	Signed as witness.

4. Genealogical & Evidence Analysis (GPS Standard)

Source Reliability & Information Quality

• Source: Primary official civil registry register (Registro Civil de Tepache, Sonora). Original register pages 8 and 9.
  
  
• Evidence Type: Direct evidence for the dates, ages, causes of death, and paternal relationships of both deceased infants.
  
  
• Informant Accuracy: High for basic parental and event details (fathers Ramón Ayón and Loreto Blanco personally reported their daughters' deaths within 24 hours).
  
  

Critical Observations & Scribal Errors

1. Acta 16 (Margarita Ayón):
   
   
   • Scribal Error: The clerk crossed out pre-printed/handwritten entries regarding raza (race/casta), reflecting post-revolutionary legal transitions removing race categories from civil registration.
     
     
   • Maternal Identity: Refugio Velarde is listed as the head of household or mother ("en su domicilio de su casa de Refugio Velarde, su hija...").
     
     
2. Acta 17 (Antonia Blanco):
   
   
   • Copying Slip (Lapsus Calami): In line 8-9 of Acta 17, the clerk mistakenly began writing the subject's name from the adjacent record (Acta 16) as "Margarita [Ayón]" before striking it out. The header clearly establishes the child's correct name as Antonia Blanco.
     
     
   • Cause of Death Terminology: "Vaso y Dolor" refers to a traditional diagnosis for abdominal/splenetic disease or severe infant colic.
     
     

Archival & Research Recommendations

• Parish Registers: Search the local Catholic church registers (Parroquia de San Joaquín de Tepache) for the baptismal records of Margarita Ayón (born ~June 1941) and Antonia Blanco (born ~June 1941) to confirm mothers' full names, maternal grandparents, and godparents.
  
  
• Marriage Records: Search civil and parish marriage registers for Ramón Ayón & Refugio Velarde, as well as Loreto Blanco and his wife (not named in Acta 17), between 1925 and 1941 in Tepache, Moctezuma, or surrounding Sonoran municipalities.
  
  

 Do you happen to read Spanish? Can you look at the original record and tell whether or not the information given by Google Gemini is correct?  The only way that I could possibly rely on this transcription and analysis would be if I could actually read the document for myself, which I can do. The information provided is extensive and very convincing, and it is obviously more convenient. Absent the knowledge about the record and the ability to translate the information from Spanish into English, it would be impossible for an individual to determine whether or not all the information provided by Gemini was accurate. There is no trade-off.