Checklist Handout

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Zotero 8 Checklist for Genealogists

1. Before You Start

• Confirm Zotero is updated to version 8.x.

• Make a backup of your Zotero data directory.

• Review installed add‑ons; remove any you don’t actively use.

• If you use Better BibTeX (BBT), plan a separate maintenance session.

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2. Turn On Zotero 8’s New Strengths

• Practice the new citation dialog

  • Insert citations by typing author/title keywords.

  • Add page/line/entry numbers directly in the dialog.

• Use tabs for serious writing

  • Open long notes in their own tab.

  • Keep sources, notes, and drafts side‑by‑side while you work.

• Save with context from the browser

  • Add a short note while you clip a record.

  • Apply at least one meaningful tag at save time.

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3. Make Annotations Work Like Evidence

• Highlight and annotate PDFs inside Zotero.

• Tag annotations (e.g., identity conflict, negative search, DNA correlation).

• Use search to find:

  • All annotations mentioning a place or surname.

  • All annotations tagged with a specific analysis concept.

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4. Collections: Structure by Person and Project

• Create a dedicated genealogy library or top‑level collection.

• Under it, make collections for:

  • Major projects or case studies.

  • Individual ancestors or couples.

• Within each person’s collection, add standard subcollections such as:

  • 00 Research Control

  • 01 Identity & Hypothesis

  • 02 Birth & Baptism

  • 03 Marriage(s)

  • 04 Death & Burial

  • 05 Occupation & Residence

  • 06 Children

  • 07 Associates & FAN Club

  • 08 DNA & Genetic Evidence

  • 09 Conflicting / Excluded Evidence

  • 10 Correspondence & Notes

• Rule of thumb:

  • Items live in the lowest relevant subcollection only.

  • Higher‑level collections hold structure, not duplicates.

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5. Tags: Encode Workflow and Analysis

• Turn off automatic web‑imported tags (keep your set small and intentional).

• Define a standard tag vocabulary:

  • Status

    • status: unreviewed

    • status: reviewed

    • status: conflict

    • status: resolved

    • status: to-do

  • Evidence type

    • type: birth, type: marriage, type: death

    • type: residence, type: occupation

    • type: DNA, type: FAN, type: correspondence

    • type: primary, type: secondary

  • GPS / analysis stage

    • gps: collect

    • gps: analyse

    • gps: conflict

    • gps: resolve

    • gps: proof

  • Line / project

    • line: Finnie, line: Clark, etc.

    • project: Okmulgee oil boom, etc.

• Apply at least: one status tag, one evidence‑type tag, and (when relevant) one GPS tag to each important item.

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6. Saved Searches (Your “Smart Binders”)

Create saved searches for:

• “Ready for analysis”

  • status: reviewed AND gps: collect

• “Conflicts not yet resolved”

  • gps: conflict AND NOT gps: resolve

• “Proof‑ready items for a specific line”

  • line: [surname] AND gps: proof

Use these saved searches as starting points when drafting reports, proof arguments, or case summaries.

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7. Optional: Better BibTeX & Markdown Users

(Only if you cite via keys in tools like Zettlr, Obsidian, or LaTeX.)

• Update BBT to a Zotero‑8‑compatible version.

• When prompted about citation‑key migration:

  • Choose the option that preserves your existing keys if they’re already used in manuscripts.

• Test on a small project:

  • Export a .bib file.

  • Open a sample manuscript and verify that citation keys still resolve correctly.

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8. Daily Habits for Genealogical Proof

Each time you touch a source:

• File it into the correct person/case subcollection.

• Add a one‑sentence note: “Why is this record in my library?”

• Apply status, evidence‑type, GPS, and line/project tags.

• Add at least one meaningful annotation if it’s a key piece of evidence.

Before writing:

• Run saved searches by line and GPS stage.

• Open key items and notes in tabs.

• Let Zotero serve as your organized “evidence binder” while you write.

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Would you like a matching second handout that is “just the tag vocabulary and examples,” formatted as a quick reference card for students?