Using Digital Tools to Organize Historical Evidence

By Randy Salars

Research generates enormous amounts of data โ€” documents, photographs, maps, notes, and citations. Without a system to organize this evidence, your research becomes as scattered as the archives you're searching. Modern digital tools solve this problem.


Essential Tool Categories

Document Management

Zotero, Tropy, DEVONthink

Store, tag, and search scanned documents, photographs, and notes. Zotero is free and handles citations. Tropy is designed specifically for archival photographs.

Note-Taking & Knowledge Bases

Obsidian, Notion, OneNote

Create linked, searchable research notes. Obsidian's linking feature lets you build knowledge graphs connecting people, places, dates, and events.

Mapping & GIS

Google Earth Pro, QGIS, ArcGIS

Overlay historical maps onto modern geography. Plot locations, trace routes, and visualize spatial relationships. Google Earth Pro is free.

Timeline Software

Aeon Timeline, TimelineJS, Tiki-Toki

Visualize chronological relationships between events, people, and documents. Essential for tracking complex, multi-year investigations.

Spreadsheets

Google Sheets, Excel

Track source inventories, catalog findings, and compare data across multiple documents. The unglamorous backbone of organized research.

Cloud Storage & Backup

Google Drive, Dropbox

Back up everything. Archive photos get lost. Hard drives fail. Cloud storage with automatic sync protects years of work.


A Research Workflow

  1. 1. Capture โ€” Photograph or scan every source. Name files consistently (Date_Source_Description).
  2. 2. Catalog โ€” Log each source in a spreadsheet or database with full citation details.
  3. 3. Tag & Link โ€” Use a knowledge base to tag sources by person, place, date, and topic. Create links between related items.
  4. 4. Map โ€” Plot discovered locations on a GIS map. Overlay with historical maps.
  5. 5. Timeline โ€” Place events, documents, and people on a chronological timeline.
  6. 6. Backup โ€” Automatically sync everything to cloud storage. Maintain at least two copies.

Build a Research System That Works

The Treasure Hunter's Research Guide includes recommended tool setups and organizational workflows for serious researchers.

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