One of the most overlooked—but absolutely essential—practices in Mexican genealogy research is simple: document everything. Whether you’re researching your 3rd-great-grandparents from Tamaulipas or reviewing civil records from Nuevo León, how you record your findings can make or break your progress.
In this post, we’ll dive into why documenting everything matters, what to record, how to do it, and examples of best practices for preserving your family history for yourself and future generations.
Why Documentation Matters
Many researchers make the mistake of only saving major discoveries: birth, marriage, and death records. But what about the documents that didn’t lead anywhere? The church record you couldn’t read? The family story you later disproved?
These are just as important to track.
Here’s why:
- Avoid duplication: Documenting what you’ve searched prevents you from rechecking the same source years later.
- Track leads: A record you can’t decipher today might make sense once you’ve identified more family members.
- Preserve your reasoning: You might not remember why you connected two individuals years from now.
- Help others: Your research notes could guide other family members or fellow researchers after you’re gone.
What Should You Document?
You should record more than just “names and dates.” Here’s a list of what you should be tracking:
1. Search Attempts
- Where you looked (e.g., FamilySearch > Mexico > Coahuila > San Buenaventura > Baptisms 1790–1820)
- What you searched for (e.g., “children of Juan de la Garza and María Antonia Ramos”)
- What you found (e.g., “no results between 1795–1800”; “found 2 possible matches”)
2. Source Information
Always record:
- Title of the document or book
- Archive or website where it was accessed
- Date you accessed it
- Image number, page number, or reference number
💡 Example:
Baptism of María Castañeda
Book: Bautismos 1748–1800, Monterrey, Nuevo León
Image 132, Entry #12
Accessed via FamilySearch on January 5, 2026
3. Your Thoughts and Hypotheses
Even if it’s speculative, write it down. For example:
- “I suspect that José de la Cruz is the brother of Rafael due to shared godparents and land proximity.”
- “Possible typo: ‘Escamello’ may be a variation of ‘Escamilla’—need to confirm.”
4. Negative Results
Write down where you looked and didn’t find anything. This helps:
- You avoid rechecking the same area later.
- You narrow down alternate search strategies.
💡 Example:
“Searched civil deaths in Reynosa from 1880–1890 for Santiago Peña—no entries found.”
Tools and Formats for Documentation
You don’t need to be fancy—just consistent. Here are some options:
1. Research Log Spreadsheet
Track searches, findings, and thoughts in a simple table:
| Date | Source | Person/Record Searched | Result | Notes |
|---|---|---|---|---|
| 1/10/2026 | FamilySearch (Bautismos 1760–1790, Revilla) | Children of Antonio Saenz | Found two sons | Need to confirm if this is correct couple |
2. Digital Notetaking Apps
Use tools like:
- Evernote
- OneNote
- Google Docs
Create one note per family group or surname.
3. Genealogy Software
Programs like RootsMagic, Legacy Family Tree, or Family Tree Maker allow you to attach notes to individuals, events, and sources.
4. Physical Research Binder
Old-school works too! Create printed pages with:
- Source citations
- Printed copies of documents
- Research notes and timelines
Examples of How Documentation Helps
❌ Without Documentation:
You stumble on a baptism in Saltillo in 1785. It might be your ancestor, but you’re not sure. Two years later, you find a marriage record referencing the same name, but you can’t remember where you saw that baptism… You waste hours retracing your steps.
✅ With Documentation:
You check your log:
- Jan 3, 2026 – Found baptism of Juan José Valdés, Saltillo 1785, son of José Valdés and Ana María de la Peña.
- Notes: Possibly my 4th great-grandfather. Awaiting confirmation from marriage records.
Now, when you find the marriage record, you instantly verify it’s the same person.
Final Thoughts: Your Future Self Will Thank You
Genealogy is not a sprint—it’s a lifetime pursuit. By documenting everything, even failed searches or hunches, you’re building a roadmap for your past and a guide for your descendants.
Whether you’re a seasoned researcher or just starting out, get in the habit now. You’ll make faster progress, avoid mistakes, and leave behind a well-organized legacy for others to continue your work.
Have a Tip to Share?
If you have your own research log method or documentation strategy, share it in the comments or inside the Mexican Genealogy Facebook group! Let’s learn from one another and preserve our shared heritage.
