How do I record when a family keepsake's description changes after new information appears?
Quick answer
Keep the current description in your catalog, but don’t overwrite earlier wording. Add a dated revision entry with the previous wording, new wording, reason for the change, and source of the new information. Record the date you made the update separately from any date the source or event refers to. If the information is uncertain, make that clear rather than presenting an interpretation as fact.
The question, the details, the next step.
A relative shared new information about a family keepsake, so I want to update its catalog description. How can I do that without losing what we used to think?
Treat each description as a snapshot, not a sentence to quietly replace. Keep the current description easy to find, and maintain a revision history that preserves earlier versions. That way, someone can see both what the family currently believes and what was recorded before new information appeared.
For each update, record:
- The date you entered the change.
- The previous wording, copied exactly if possible.
- The revised wording.
- Why you changed it.
- The source that prompted the change, described specifically enough to locate or recognize.
If you know when the source was created or when the information relates to, record that separately. It is not necessarily the date you changed the catalog.
What counts as a useful source note? The new information might come from a conversation, a label, or a document.
Describe the source, not just the conclusion it supports. For a conversation, note who provided the information using a name or family role that makes sense to your household, and the date of the conversation if known. For a document or label, identify what it is and where it is kept, using a catalog number or location label if you have one. A placeholder is fine until you can fill in a detail.
Also distinguish direct evidence from interpretation. For example, “Handwritten label on the back reads ‘Aunt May, 1948’” reports what you can see. “The person pictured is Aunt May” interprets that label. If the source does not settle the identification, preserve the uncertainty with wording such as “possibly” or “identified by [family member], not independently confirmed.” Don’t make the entry sound more certain than the source allows.
Can you show me how the log might look if a new family note changes the description of a photograph?
Here is an illustrative example only; the names, dates, and details are placeholders, not a claim about a real family or photograph:
Item: [catalog number] Current description: Photograph of [person possibly identified as Aunt May], [approximate date if known].
Revision 1 Entered: [YYYY-MM-DD] Previous description: “Photograph of an unidentified woman.” Revised description: “Photograph of a woman possibly identified as Aunt May.” Reason: A family note found with the photograph gives the name “May”; the identification is not confirmed. Source: [description of note and where it is kept]; note date: [date, if known].
The previous wording stays intact even though the current description changes. If later information contradicts this interpretation, add another entry with its own source and date instead of deleting this one. You can keep the entries in a notebook, spreadsheet, or catalog record, provided earlier versions remain readable.
How do I keep the log manageable and avoid treating every small wording edit as a new historical claim?
Use a consistent rule: log changes that alter identification, date, origin, ownership, meaning, or another detail a future reader might rely on. For punctuation or a spelling correction that does not change meaning, you can note that it was a copyedit—or skip a separate entry if your catalog rules allow it. If you are unsure whether a change matters, preserve the earlier wording and record the update briefly.
A simple routine is to copy the current description into the “previous description” field before editing, add the reason and source while they are still clear, and then check that the entry distinguishes known facts from interpretations. If a source has not yet been located or dated, write “[source to identify]” or “[date unknown]” rather than guessing. The log documents what was recorded and why; by itself, it does not prove that an identification is correct.
A practical checklist
Keep earlier descriptions unchanged; add a new revision instead of overwriting.
Record the date the catalog entry was updated separately from dates mentioned by a source.
Copy the previous wording and write the revised wording clearly.
Explain what information prompted the change and identify its source, or use a bracketed placeholder.
Mark uncertainty explicitly and avoid presenting an interpretation as confirmed fact.
A few more useful answers
Should I include the name of the person who made the update?
It can help distinguish who entered a change from who supplied the information. If useful for your household, add an “entered by” field; keep it separate from the source field.
What if the new information conflicts with an earlier source?
Keep both entries and note the conflict, including each source and the date you recorded it. Use cautious wording in the current description rather than silently choosing one account.
Do I need to revise the old entry if I later find its source?
Preserve the original entry and add a dated note that identifies the source you later located. This shows when the source became part of the catalog record.