Preparing and Uploading Materials For A Cemify Implementation: A Simple Guide for Cemeteries
One of the first steps in implementing Cemify is gathering and uploading the materials that document your cemetery’s history and operations. While this process may feel overwhelming at first, most cemeteries have the information needed, it simply exists in different places and formats. Taking time to organize and upload these materials allows the Cemify team to review what you have and create an accurate implementation plan.
What Materials Should Be Gathered?
Cemeteries often maintain records in a variety of formats. The most common materials include paper records, spreadsheets, maps, and occasionally digital files.
Paper Records
Paper records are the most common source of historical information. These may include lot books, interment cards, burial registers, or notes written directly on section maps. Start by providing a few sample pages from each type of record and an estimate of how many exist. A simple photo of the pages or lot cards works well. This allows the Cemify team to understand the scope of the project and determine the most efficient way to proceed.
Spreadsheets and Databases
Many cemeteries maintain records in Excel spreadsheets or older database programs such as Microsoft Access. Even if these files are incomplete or outdated, they can still provide valuable information for cross-referencing burial records and ownership information. Upload any digital files you currently use so they can be reviewed as part of the implementation process.
Other Software
Some cemeteries may also be transitioning from another software provider. In those cases, it can be very helpful to request a data export from your current system, ideally in a CSV file format. Please upload any digital files you receive so they can be reviewed as part of the implementation process.
Maps and Layouts
Maps are critical to creating accurate digital cemetery maps. These may be printed section maps, hand-drawn diagrams, or professional survey maps.
For paper maps, simply lay them out on a large flat surface and take photographs using your smartphone. Capture one overall image of the entire map and several close-up images of individual sections. Holding the phone flat directly above the map will help maintain proper scale and clarity.
If digital map files are available, such as PDF or CAD drawings, those can also be uploaded directly. Columbarium layouts and mausoleum diagrams are helpful as well.
Aerial or Drone Imagery
If you have access to drone imagery or recent aerial photos, these can be extremely useful for mapping. While not required, they can help provide a higher level of detail and a better starting point for your project.
Where To Send Your Materials
The Cemify team will provide a secure upload portal where you can easily submit your materials. This portal allows you to simply drag and drop photos, spreadsheets, and other files into organized folders. If you don't have a portal set up, simply reach out to us to request one.
Why Uploading Materials Matters
Uploading these materials allows the Cemify team to understand the condition and format of your records. Reviewing materials early ensures that your implementation plan is tailored to your cemetery’s unique situation. It also allows Cemify to provide a realistic one-time cost estimate for setup and mapping, helping cemeteries move forward with confidence. The Cemify team works closely with each cemetery during this stage, answering questions and helping guide the process step by step.
Preserving the Past for the Future
Every cemetery holds generations of community history. By organizing and uploading your materials, you are taking the first step toward preserving that history in a way that is secure, searchable, and accessible for years to come.