Module 4 — Keep a Research Log
Good research means tracking what you searched, what you found, and what you didn't find. Learn to use a simple Google Sheets research log.
BeginnerPart of the Getting Started in Genealogy free beginner course. ⬇ Download this module as PDF
Learning Objectives
By the end of this module, you will:
- Understand why keeping a research log is essential
- Know what to record for every search you conduct
- Understand the importance of recording negative results
- Be able to write a simple source note for anything you find
- Know how to use the Google Sheets Research Log template
Why Keep a Research Log?
A research log is a record of where you searched, what you found, and what you did not find. It is the single most important habit you can develop as a beginning genealogist.
Without a log, you will:
- Search the same place twice without realizing it
- Forget where you found something and be unable to go back to it
- Lose track of what didn’t work, which is just as important as what did
- Struggle to pick up where you left off after a break from research
Think of it this way: Your research log is your field notebook. A scientist writes down every experiment, even the ones that fail. A genealogist does the same.
What to Record
Every time you search for a record — whether you find something or not — write down these four things:
1. Where You Searched
Be specific. Not just “FamilySearch” but the exact collection or database.
| Too vague | Better |
|---|---|
| FamilySearch | FamilySearch, “Puerto Rico, Civil Registration, 1885–2001,” Rincón, Nacimientos 1900–1910 |
| Ancestry | Ancestry.com, “1930 United States Federal Census,” Rincón, Puerto Rico |
2. What You Found
Describe the record briefly. Include names, dates, and any key details.
Example: Found birth record for Juan Vargas Rivera, born 15 March 1905 in Barrio Pueblo, Rincón. Parents: Pedro Vargas Colón and María Rivera Santos. Record #47, page 24.
3. What You Did NOT Find
This is called negative evidence, and it matters. If you searched a collection and your ancestor was not there, write that down.
Example: Searched FamilySearch, “Puerto Rico, Civil Registration,” Rincón, Marriages 1900–1910. Did not find a marriage record for Juan Vargas Rivera.
A documented absence prevents you from repeating the same search. It may also tell you the event happened in a different pueblo or under a different name.
4. Your Source
Write down enough information so you — or anyone — could find that exact record again:
Who created it, “Title of collection,” specific location (volume, page, entry); where you accessed it; date accessed.
Example:
Puerto Rico, Registro Demográfico, “Rincón, Nacimientos, 1905,” entry 47, page 24; digital image, FamilySearch; accessed 17 February 2026.
A Simple Research Log Format
| Date | Ancestor | Search Goal | Where I Searched | What I Found | Source | Next Step |
|---|---|---|---|---|---|---|
| 2026-02-17 | Juan Vargas Rivera | Find birth record | FamilySearch, PR Civil Registration, Rincón, Nacimientos 1900–1910 | Birth record found: born 15 Mar 1905, parents Pedro Vargas Colón and María Rivera Santos | PR Registro Demográfico, Rincón Nacimientos 1905, entry 47; FamilySearch; accessed 17 Feb 2026 | Search for parents’ marriage record |
| 2026-02-17 | Juan Vargas Rivera | Find marriage record | FamilySearch, PR Civil Registration, Rincón, Matrimonios 1920–1930 | Not found | — | Try church records; check neighboring pueblos |
Getting Started With Google Sheets
- Open sheets.google.com
- Click Blank spreadsheet
- Name it: “My Family Research Log”
- Create the column headers: Date, Ancestor, Search Goal, Where I Searched, What I Found, Source/Citation, Next Step
- Start logging every search you do from today forward
See the Google Sheets Templates PDF for ready-to-use specifications for three templates: Family Information Tracker, Research Log, and Document Checklist.
Common Beginner Mistakes
| Mistake | Why It’s a Problem | What to Do Instead |
|---|---|---|
| Not recording negative results | You’ll search the same place again and waste time | Always log “not found” with the specific collection and date range |
| Writing “found on internet” | You won’t be able to find the record again | Record the exact website, collection name, and date accessed |
| Only logging successes | Gaps in your log hide gaps in your research | Log every search, successful or not |
| Waiting to “organize later” | You’ll forget details within days | Log immediately, even if it’s rough |
Reflection Questions
- How does it feel to write down “not found”? Remember: a documented absence is valuable information, not a failure.
- Do you see how the “Next Step” column keeps your research moving forward?
- Could you share your research log with another family member or researcher so they could understand what you’ve done?
Congratulations — You’ve Completed the Course!
You now have:
- A written record of what you know about your family (Module 1)
- Interview notes from living relatives (Module 2)
- Knowledge of where to find Puerto Rican records for free (Module 3)
- A research log to track your progress (Module 4)
Keep Going
- Download the Quick Reference Card — a printable summary of everything you’ve learned
- Set up your Google Sheets templates
- Explore the Puerto Rican Genealogy Research Guides to go deeper into civil records, church records, and census research
- Connect with the Puerto Rican Genealogy Group community to share your progress
© 2026 Sylvia Vargas. Teaching Genealogists AI™. All rights reserved.
Notice: Found a broken link or error? Report it here.