What I Think About Before I Adopt a New Tool

New tools are appealing! However, over time I have learned that they should be adopted sparingly and deliberately. Tools can promise efficiency and better organization and while some tools truly help, others end up complicating our work. Before incorporating any new software, platform, or subscription into my workflow, I make the following ten assessments:

1. Clarify the Problem

Adopt tools to solve defined problems, but beware not to create new ones.

• What specific problem am I trying to solve?

• Is this tool addressing a clearly defined need?

• Am I responding to a gap in my system or to enthusiasm for the tool?

2. Consider Cost Over Time

A sustainable system accounts for future changes, not just present affordability.

• Is this tool worth the current cost?

• How likely is it that subscription fees will rise?

• If the cost doubled in five years, would I still want it?

• Am I willing to maintain this expense long term?

3. Evaluate Ownership & Control

You are building an archive of your genealogical material. Archives require stewardship.

• Where is my data stored?

• Who owns my work once it is uploaded?

• Can I access it without an internet connection?

• If the company closes, what happens to my data?

4. Examine Export & Portability

If choosing to discontinue a tool would require significant reconstruction of your system, reconsider adopting it.

• Can I export my work easily?

• In what format (PDF, CSV, GEDCOM, TXT, SVG)?

• Does the export preserve structure and metadata?

• Could I migrate my work elsewhere if necessary?

5. Assess Integration With Your Current System

A tool should support your system, not compete with it.

• Does this align with how I retrieve information?

• Will I need to duplicate content in multiple places?

• Does it strengthen my organization structure or fragment it?

6. Weigh Learning Curve & Mental Effort

Time spent learning tools is time taken away from researching.

• How much time will it take to learn?

• Will I realistically use its advanced features?

• Will it simplify my thinking — or add complexity?

7. Consider Frequency of Use

Not every helpful tool needs to become a permanent part of your system infrastructure.

• Will I use this regularly?

• Is it central to my work or occasional?

• Would a simpler solution suffice?

8. Evaluate Longevity & Stability

Temporary platforms can create long-term or permanent complications.

• How long has the tool existed?

• Is it actively maintained?

• Is it supported by a stable organization?

9. Determine Distractibility

Tools support research and should not distract from it.

• Will this improve my research or distract from it?

• Am I using this tool to think more clearly?

• Does this tool postpone analysis and writing?

10. Take the Long View

A well-designed system anticipates change. Before committing to a new tool, ask:

• Does this support retrieval?

• Will this support longevity?

• Will this still make sense after time away (re-entry)?

Retrieval: The ability to locate, access, and use the information you need quickly and consistently when you need it.

Longevity: The likelihood that your system and tools will remain usable, affordable, and structurally sound over time.

Re-Entry: The ease with which you can step away from your research and later return without confusion, reconstruction, or loss of clarity.

A Final Thought

You do not need every useful tool. What you need is a system that serves your work. Think about:

• Adopting tools slowly - evaluate their usefulness

• Exporting regularly - extract your information to your local storage

• Maintaining control of your genealogical archive - don’t end up a hostage to the tool

Remember: Deliberate adoption of tools prevents future digital regret.