Introduction

What is a GEDCOM?

GEDCOM is a file format that genealogists use to exchange information created by different software programs. Generally speaking GEDCOMS are compatible with most genealogy software, thus allowing you to open files that were created with a wide variety of differing programs. Similarly, the researcher /genealogist can open then import any file saved in the GEDCOM format.

You don't purchase a GEDCOM you create it. Creating a GEDCOM file of your family tree information is a simple procedure as long as you have genealogy software (this is the only way to get a GEDCOM file from your own family tree information). In most instances, once you have your file opened, (depending on your particular software program) you either "Export" as a GEDCOM (or a similar command) or from a menu, or "Save As" GEDCOM and then follow the subsequent instructions. Personal Ancestry File or PAF is a genealogy software program we are currently utilizing for (GEDCOM) purposes. This software also allows you to create your own family web page so that you may record then display your family tree..

Recommended Software (Adobe Acrobat Reader)

Why Use Adobe Acrobat Reader?

Acrobat Reader is an industry standard software that allows people to download and print documents over the Internet. Adobe files are very safe and secure. You will notice many documents in PDF format within the ECS site too! If you don't have Adobe Reader, you can download a free copy by following the link below

Do You Have Adobe Acrobat Reader?

To find out if you have Adobe software installed on your computer just follow these steps:

Click the Start button on your taskbar (bottom left of the computer screen).

Select Programs from the pop-up menu.

Verify that there is a folder called Adobe Acrobat listed.

Verify that Adobe Acrobat Reader is version 5.0 or higher.

If you found a folder called "Adobe Acrobat", then you already have Adobe Acrobat Reader 5.0 or higher installed on your computer. To download pdf files just click on link.

If you do not see "Adobe Reader 7.0" (or other version) listed it is probable that you do not have Adobe software. The Acrobat Reader is Free.... To get it just go to the Adobe site and they will step you through the process of setting up Adobe Acrobat Reader.


The Submission Process

To submit your genealogy data please read these instructions carefully. Obviously, the more complete and accurate information you provide us the more success you will have regards to searching, finding and linking your family to other Elliot families contained within the database. Please keep in mind, it is not the Elliot Clan’s responsibility to research for you, but to provide means by which you may conduct research on your own. You may download the Personal Ancestry Program (PAF 5.2.18.0 version) for FREE at: www.familysearch.org
To download the PAF program just do the following:

1. Go to www.familyserach.org (link above)
2. Scroll to bottom of page to "Free Family History Software" (Personal Ancestral File - PAF)
3. Click on link: Download PAF
4. Fill out brief registration then hit 'submit' (You will be taken to download and installation page)
5. Select "Download" button: "English (version 5.2.18) (9.7 MB)"
6. After the download is completed, double-click the file to begin the installation process


Have a different Genealogy Program installed on your computer? Do you still need PAF?

Yes – it is still recommended that you download PAF. All software is different in format and architectural structure and must be converted to one standard/uniform type (which is a PAF/GEDCOM in this case).

For those of you that have already installed a “Genealogy” software program on your computer just go to the aforementioned link listed above and download the PAF 5.2.18.0 version as instructed above. After that, you will need transfer you data from your chosen software into the PAF program. Please - Make sure that your data is entered as outlined below and save your file as a GEDCOM. Be sure that you save original copy (for backup purposes). Although it is true that you may indeed create GEDCOM’s with other genealogy software (and we can/will accept GEDCOM’s complied utilizing other programs), if you are starting this process new please consider using PAF.

Location Identifier Codes for Database Submissions

Country and State Codes

The codes shown below are supplied by the ISO (International Organization for Standardization). It bases its list of country names and abbreviations on the list of names published by the United Nations. For uniformity the ECS also utilizes these 3-letter codes to identify nations (abbreviations) The codes for each corresponding country can be found on links listed below.

Two-Character State Codes for USA(elliotclanusa.com/instruct3.htm#getcd1)
Three-Character Country Codes (elliotclanusa.com/instruct3.htm#getcd2)
Three-Character County Codes for UK (elliotclanusa.com/instruct3.htm#getcd3)

PAF software is installed – Instructions for entering data

Step-by-step instructions with screenshot of the PAF program

  

Open the PAF Program

If starting the program (the first time) you will be asked to create a new file. Please use your ECS Member 
number here! You will be asked to enter name address ect,you may leave this blank 
if you wish.

Next you will be taken to the main area. Go near to of page and click on "PEDIGREE" tab. 
You should now see chart displayed. Click on box (in navy) now begin filling 
out (starting with yourself). 



1.   PERSONAL: - Make sure name is as complete as possible by:

     a.  FULL NAME:  Give full the name: first, middle and last (Put last name in caps)
     b.        List: Jr, Sr, or I,II,III if applicable (after last name) ex /ELLIOT/Jr
     c.  SEX: Male or female
     d.  OTHER Title (prefix):  Give title or prefix: Dr,Gen,Duke,Rev
     e.  OTHER Married name:  Enter married name of female if known
     f.  OTHER Nickname:  Also known as and nicknames go here



Note: Please do not use periods or long names for titles, this takes up  valuable space!



2.   EVENTS: – All "place entries" must have 4 (place location identifications)  You may list 
     unknown (unk) not sure. Please remember we/you will be using this data for searching, sorting
     and linking, so  be as complete and accurate as possible! (Leave nothing blank)   Kindly  
     use standard codes as listed on www.elliotclanusa.com/instruct3.htm
     (You may also  find state codes in you local telephone directory)

     a. BIRTH: This is a date field! Please enter date as dd mmm yyyy format (12 Oct 1876)
        If actual day is not known you may enter (Oct 1876)
        We use about-abt, before-bef and after-aft when making estimates. You may use
        (aft 1876) If month and day are known but year is variable (12 Oct 1876/1878).
       
        When estimating birth date of child we use 20+ birth date of father if unsure.
        We then add +2 for each additional child. Therefore if you have father born in 
        1723 with 3 children you would enter (abt 1743, abt 1745 and abt 1747 for children).
        If  corresponding "place entry" for the above is not known enter(,,,USA if in 
        United States) you may also use (,,,SCT/IRL   uncertain if Scotland or Ireland) 


     b. PLACE: under Birth (DO NOT LEAVE THIS BLANK) use 4 location identifiers

       i.   Parish/Village/City/Town (first entry): Be as complete - list full place names here
       ii.  Region/Province/District/County (second entry): Also be sure to use complete names 
       iii. Country/Province/State (third entry):  Please use two (for states in USA) and three 
            name abbreviations here. (examples of this are below)
       iv. Country/Continent (fourth entry):  Generally speaking follow the same naming 
           convention that the U.S.Postal Service uses.  (Such as: Canada - CAN, Europe – EUR,
           United States of America – USA, Scotland - SCT, Ireland - IRL and England -ENG)  

    c.  CHRISTENING; (date - same format outlined above)
    d.  Place under Christening Similar to above but listing Church as #1 then other info.

    e.  DEATH: Use same date format listed above (IF STILL LIVING LEAVE BLANK)
    f.  PLACE: under Death Is a place of death and NOT CEMETERY!

    g.  BURIAL: Date when buried - You may use a few days after death
    h.  PLACE: under Burial  The place where person is buried. Please be sure to 
           list the  CEMETERY if KNOWN as #1 and then county, state and country!
 


  EXAMPLES  (for PLACE entries):
                                                                           
        USA (City of Detroit, Wayne County,  Michigan,   United States of America)  
        Detroit, Wayne, MI, USA

        USA (Tiffin Township, Defiance County, Ohio,  United States of America)
        Tiffin Twp, Defiance, OH, USA
   
        Canada (Town of Amherstburg, Essex County, Province of Ontario, Canada)
        Amherstburg, Essex, ON, CAN

        Canada (Town of Edmundston, Madawaska County, New Brunswick Province, Canada)
        Edmundston, Madawaska, NB, CAN

        England  (City of Winchester, Hampshire District, England)
        ,,Winchester, HAM, ENG

        Scotland (Town of Harwick, County of Roxburghshire, Scotland)
        ,,Harwick, ROX, SCT 

        Ireland (Durhome Parish, Town of Skreen, County of Donegal, Rebublic of Ireland)
        Durhome, Skreen, DON, IRL 


*notes for Ireland:

Make sure to leave room for parish (#1) as it is very important. Most records were 
kept in/by local parishes before 1900's and this is only info many people to enter! 

**notes for older USA records:

At times in 1700 - 1800's in the USA town or city was not listed 
(as it did not apply) because many people lived in rural areas (on farms and 
the like) and in these cases "township" was used. In such instances please be 
sure to enter township (as #1 with twp included) followed by county, state and 
country.

Example:
Tiffin Township, Defiance County, Ohio, USA
Tiffin Twp, Defiance,OH,USA 




  PLACE ( 4 place location identifications outline):
     

                           (1)                         (2)                      (3)                     (4)

3.   NOTES: - Make sure to fill out this area:

     a.   Please put your name and complete mailing address on first line.
     b.   List events such as military service, religion, occupation, education or other 
          events of significance that were not previously mentioned. 


After all is complete hit the save button (upper right top) and enter the next person
following same procedure.

*Please take note - "Living People" will be excluded from the file by excluding records
that have "no data" within the "DEATH date" field... Which is easiest method! Considering this
be absolutely sure that you enter something in every field! 

THNANK YOU!

How to save a PAF file as a GEDCOM:

1.	Open your Personal Ancestral File (PAF) genealogy file. 
2.	At the top left hit the File option and then select Export.  

3.      a.	Under “Export To”  select “Other GEDCOM 5.5”  (make sure to
              leave Char Set “UTF-8”  ALONE)  
         b.	Next under the “Selected Individuals” select “all”   
         c.	Click on the Export button.
 
4.      a.	Now on the "Export GEDCOM files as" menu enter the File name please 
              enter your ECS member #,  underscore “_“  and 2 digit
              for month and for year) as example using mine => would be U1928_1007.ged 
         b.	The "Save as"  default will be GEDCOM files (*.ged)  DO NOT CHANGE
         c.	Click on the “Export” button
         d.   Check the PAF export report and make sure "errors" =0 (export is OK)  

5.	Now just attach this GEDCOM to your email message and send it. Be sure to include your 
            ECS member# on the subject line of your e-mail.

The Entry Process is Complete. Where to send your GEDCOM?