You have just finished drafting the narrative for a family history book that spans three generations, and the next task is to compile a sources appendix that records every interview, photograph, and document used. The appendix will serve as a roadmap for readers who want to verify facts or explore the material further. It must be organized, clear, and consistent with the rest of the book, yet it should not overwhelm the layout. Starting with a clear plan for what will be included makes the later steps—scanning, captioning, and printing—much smoother.
Define the scope
Begin by listing the individuals, families, and time periods that the book covers. Decide whether the appendix will include every source related to every person, or only those that support key events. Write down the earliest and latest dates you intend to document, and note any branches of the family tree that will be omitted. This early decision prevents endless additions later and keeps the appendix size manageable. A simple table with columns for name, generation, and date range can serve as a reference throughout the project.
Gather source material
Collect interviews, photographs, letters, certificates, and official records before you start scanning. Prioritize items that are unique or fragile, such as original birth certificates or handwritten letters, because they are most at risk of loss. Use a flatbed scanner for documents and a high‑resolution camera for photographs that cannot be flattened. As each item is digitized, record its filename, a brief description, and the source person or archive in a spreadsheet. This creates a master list that will later feed directly into the appendix entries.
Checklist:
1. Conduct and transcribe interviews.
2. Gather physical photographs and label them.
3. Locate original documents (birth, marriage, death).
4. Scan or photograph each item.
5. Log metadata in a spreadsheet.
Choose a structure
Select a layout that mirrors the book’s organization. A chronological structure works well when the narrative follows a timeline; each chapter’s appendix entries can be ordered by date. A branch‑by‑branch format suits a tree‑like presentation, grouping sources under family surnames or lineages. A thematic approach is useful for subjects such as military service or migration, where sources from different eras belong together. Whichever structure you pick, keep the headings consistent and use the same level of detail for each entry to avoid confusion.
Select and caption photographs
Limit the number of images per chapter to a level that does not dominate the page count; a common rule of thumb is no more than three photographs per ten pages of narrative. Choose photos that directly illustrate a point in the text, such as a family portrait for a marriage entry or a snapshot of a homestead for a relocation story. Write captions that include the subject’s name, relationship, date (or approximate date), and location. Keep captions concise—typically one to two sentences—so they complement rather than compete with the source citation.
Write connecting text
Between the raw citations, add brief explanatory sentences that explain why each source matters. For example, a note might read, “This 1923 census page confirms the family’s residence in Springfield during the Great Migration.” These connectors help readers see the relevance of each document without having to cross‑reference the main narrative constantly. Use the same voice and tense as the rest of the book, and keep the language factual and neutral.
Step‑by‑step:
1. Place the source citation.
2. Add a one‑sentence explanation of its significance.
3. Insert the photo caption if a picture accompanies the entry.
Choose a print‑on‑demand service
Compare platforms such as Blurb, Mixbook, and Lulu for cost per page, binding options, and paper quality. Blurb offers a wide range of paper weights and a built‑in layout tool, while Mixbook provides a more visual design interface. Lulu often has the lowest per‑unit price for larger runs but may have fewer finish options. Request a sample of the paper stock you plan to use; the tactile feel can affect how photographs appear in the final book. Factor in shipping time and any bulk‑order discounts when budgeting.
Proof and distribute
Before ordering a full run, generate a PDF proof and review it on a calibrated monitor for layout errors, missing captions, or misaligned images. If possible, order a single printed proof copy to check color fidelity, paper thickness, and binding quality. Once the proof meets your expectations, place the final order. Keep the master PDF and all source files in a cloud storage service with version control, and consider an additional external hard‑drive backup. Distribute copies through the print‑on‑demand platform’s fulfillment service or ship them personally, and retain a digital master for future re‑prints.
Worth remembering: Start by clearly defining who and what will be documented; then collect, label, and organize every source before deciding on a structure. Consistent captions, brief explanatory notes, and a careful proofing process ensure the appendix is useful without overwhelming the book.
Common questions
What is the simplest way to start?
Create a short list of the family members, generations, and date range you want to cover, then write that list in a spreadsheet as the first step.
What mistakes should I avoid?
Do not begin scanning before you have a clear scope, and avoid adding every peripheral document without checking its relevance; also, do not rely solely on screen proofs for color‑critical photographs.
How do I know when the project is finished?
When the appendix contains a source entry for every citation in the narrative, all photographs have captions, and a printed proof matches the digital layout, the project can be considered complete.