A source note should let you or another reader locate the material and understand how you used it. Waiting until the end of a project to reconstruct sources makes this harder, especially when search results or image links change.
Capture the essentials immediately
Record the title or description of the material, its creator if known, date, repository or website, collection name, and the page, entry, image, or file reference that identifies the relevant part. For online material, keep the URL and the date you accessed it. Follow a required citation style when your project has one.
If you viewed a transcription rather than the original image, say so. If a relative sent a photograph of a certificate, identify the copy you examined and who holds the original when that is known. Describing the actual item is more honest than citing something you have not seen.
Source: Photograph of a marriage certificate supplied by [relative], received [date]. Original holder: [person or institution, if known]. Identifying details: [names, date, registration location, reference]. Working file: [filename]. Used for: The marriage date and the couple's reported residence. Limit: The lower edge is cropped; a complete copy is needed.
Link the source to a claim
A folder full of documents does not explain which document supports which statement. Add a sentence about the fact or interpretation you drew from each source. If a document supports the name but not the relationship, make that distinction.
Use a short source identifier in your timeline and research log, then keep the full note in a source list. Consistent identifiers are easier to maintain than repeatedly typing a long citation differently.
Keep quotations and interpretation separate
Use quotation marks for exact wording. Label your summary and your inference so neither can be mistaken for the document's own language. Preserve unusual spelling when accuracy matters, and add an explanatory note rather than silently correcting a name.
Review before sharing
Test a few source notes by trying to find the item from the note alone. Add missing details while your memory is fresh. Remove private access tokens from links and check whether you have permission to share the underlying image. Good source notes support both accuracy and respectful handling of family material.