Computer Genealogy Specialists

Working with GEDCOM Files

(Article 24)

Gedcom is a file exchange format that most genealogical programs use so they can exchange data. Gedcom stands for Genealogical Data Communications. When data is exported from PAF to Ancestral File or the Pedigree Resource File, it is done using a Gedcom standards file. When data is downloaded from the IGI or from any of the Vital Records collections and imported into PAF, a Gedcom file is used. Gedcom allows sharing of genealogical information (individuals, families, sources, notes) between programs.

Note the indented (hierarchical) structure of Gedcom in the box at the right. Here we see that the Name belongs to the individual with a RIN of 14 because the name is indented subordinate to the individual. Just as we have an Individual-Name, we also have an Individual-Birth-Date of 12 Oct 1954 and Individual-Birth-Place of Boise, Idaho. This entire example is part of an Individual Record within the Gedcom structure. Likewise there are records for Families, Sources, Notes, and other records that make up the underlying data model. Note also that the husband in the marriage record is represented by only the RIN of 14 which points to the individual record where the full description of the individual is stored.

The transfer of data by one genealogical program to another is only as good as their agreement to (1) use the same tag definitions and structure, and (2) use the same types of values behind the tags (e.g., the same calendar system for dates, etc.). For example, both PAF-3 and PAF-4 conform to the Gedcom standard. PAF-4, however can handle events such as Blessing, Census, and Land Purchase; PAF-3 cannot. If PAF-4 sends a Gedcom file to PAF-3 this type of data is either lost or converted from an event into Notes. Most genealogical programs (over 50 PAF-like programs are on the market today) with limited data capability discard data they don't understand from the Gedcom file. When you import data into PAF, this is why errors may be reported due to (1) unknown tag structure, or (2) unknown values behind the tags. Here are a few guidelines to minimize the loss of data between programs.

When sending or receiving genealogical data, try to use the actual database files or a backup files, and use the program designed for those files to view the data. For example, if someone has a Family-Origins-4 database, get a copy of the data file and view it in Family-Origins-4. You can then decide to create an export Gedcom file of all or part of the pedigree and import it into your PAF-5 pedigree. If there are any problems reported with the Gedcom import, you can always look at the original in Family-Origins-4 and see what was intended. The same applies to different versions of PAF databases.

Gedcom files are best exchanged between the same version and type of program (PAF-5 to PAF-5). In this case Gedcom is a good way to subset the pedigree to export only the part you want.

When sharing a Gedcom file use the export option designed for the receiving program. For example, in PAF-5 there are Gedcom export options specifically designed for PAF-5, PAF-4, PAF-3, PAF-2.31, Ancestral File, Pedigree Resource File, TempleReady-DOS, and TempleReady-Windows. Even here, however, there will be data loss since not all receiving programs are identical. PAF-5 is just kind enough to eliminate the data before it is sent, rather than have the receiving program discard the data.

If a Gedcom file is the only way to exchange the data, try to get a printed copy of the pedigrees and family group sheets as well. If there is any problem with the import, you can refer to the paper copy as needed.

For a printer friendly version of this document with illustrations included, contact CGS by email and request this document by number and title. It will be returned to you by email as soon as possible.

24 Working With Gedcom Files