An "executor" is named by the testator and is required by the court to post a bond. An "administrator" is appointed to handle the affairs of one who dies intestate (without a will).
Organize from the beginning in a system that suits your needs... but in which you can quickly and easily find information when you want it.
There are various types of deeds to property. The most common are the warranty deed which transfers property with assurance of good title and the quitclaim deed which transfers one person's interest in the property without guarantee of good title.
Use holidays and family gatherings to relate stories to the next generations. Christmas and Thanksgiving are great holidays for this to happen.
Don't assume that widow in earlier census records means her husband is deceased. It could mean that they were divorced.