Talk:World Archives Project: Ottawa, Ontario, Canada, The Ottawa Journal, 1885-1980 (Part 2)

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Feel free to add to or edit information in this discussion tab as necessary.  Please take time to become familiar with the General Keying Standards and be sure to read all instructions on the main project page.  (Please note that in case of a discrepancy, project level instructions always trump general keying standards.)

Extra Keying Helps

Click here to review the Discussion page for the first Ottawa newspaper project.

Common Keying Errors Found by Reviewers

Hoping this helps with the questions about who should be keyed. Here is a breakdown that shows who is generally keyed for each type of record.

Birth: generally you have the child, sometimes named and more often listed as "son of" or "daughter of", and the parents
Engagement/marriage: couple (man is the primary, woman is the spouse) and their parents
Death/memoriam: Individual, and sometimes spouse or parents


When a record shows Mr and Mrs David Smith, David should be entered as the father given name Smith as the Father surname, a blank for the mother given name and Smith for the mother surname. Please do not just ignore the mother's details. In the event age field if a record shows 73 years of age enter 73 but if it says in the 73rd year enter 72...they have not yet reached their 73rd birthday. Please make sure all prefixes are entered if shown ie Mr, Mrs, PO etc. Spouse or parent details can often be found in the memoriam section. Please enter the details accordingly.All pages have records on them so there should be no blank pages submitted. Maiden names should be entered under father's surname and not just ignored.

Wouldn't PO be a military rank, and therefore not keyed on this project? The keying instructions for Prefix on this project say not to key ranks, unlike part 1 of this project where we were told to key them. Also I'm not sure what you mean about keying maiden names as father's surname? The keying instructions for this project say that On Death notices, "Her maiden name should be entered in the main Surname field and her married name would be entered in the Spouse surname field". --Katerimmer 08:58, 12 December 2014 (UTC)

Remember on marriages and engagements to record the male first in given, surname field and the female in the spouse given, surname field.

Questions and Answers

If you have a keying question that is not answered on the project page or in any of the information above, click “EDIT” and ask it here. (If you click on Rich Editor you won't have to worry about formatting your entry.) Then click “WATCH” at the top right on this page and you will be notified via email when an update has been made.

  Can we please follow the usual Ancestry maxim of Key as seen for this project. Having spent the last few months reviewing and correcting the last set it seems that the instruction of entering records for women under their maiden names was causing great confusion and in many instances made the records being entered totally incorrect or making no sense at all. Maiden names or those shown as nee should go under father surname. Quite often the maiden name will appear in the text of the notice. i.e. Brown Dora J Then in the text Dora J Smith. Smith is not part of the given name but the maiden or father's name and should be entered as such. Similarly the woman's surname is Brown not Smith Brown. I will be more than happy to help anyone if they are unsure. Sally

A: The instructions for this project say to key the maiden name as primary surname and the married name as spouse surname, same as for part 1, so that's what we have to do. --Katerimmer 09:04, 12 December 2014 (UTC)
... I agree, Katerimmer, the maiden name of the woman should not be entered into the father's surname field. I asked about this on the past project because some keyers were doing this. The answer was no, the surname should not be keyed in the father's surname unless it is on the record.
A: I appreciate that is the case which is why I asked if this could be changed if only to avoid all of the corrections. Sallymills3

So, to make sure this is totally clear here is an example. "Jane Doe born to parents James and Mary (Dear)."
Given: Jane
Surname: Doe
Father Given: James
Father Surname: Doe
Mother Given: Mary
Mother Surname: Dear
-No other name fields would be filled in. Annafechter 00:40, 16 December 2014 (UTC)


Per the generic DEATH notices the board had this instruction on Part 1: (The project instructions say to take the death year from the publication year if no death year is stated, but it does not say the same for death month so you should leave that blank.) and I don't see anything else that addresses this on Part 2, so I'm assuming the we don't include the month, just the year from the newspaper heading. 

A: You're probably correct, however I'm positive that one of the keying examples originally had both month and year highlighted as the date to key when there was nothing in the notice.

A: Here is what the Project Instructions state. "If a vital date is not present in the notice but can be reasonably calculated with the information given, calculate the date and key this into the appropriate vital date fields. For example, if you have an obituary that does not have a death date but says the individual died on "Wednesday," and at the top of the image there's a publication date of "Friday, November 7, 1844" then you can calculate and key the death date as "5 Nov 1844."" So if you an ascertain a day, month and year based on the publication date all of the date fields should be entered. Annafechter 00:45, 16 December 2014 (UTC)

Q: If an obituary reads, Mrs. Jane Doe died in Ottawa, Ont. on Apr 3 1950. The former Jane Smith, in her 80th year, is the widow of John Doe...Then you would key Surname: Smith, Given Name: Jane, Gender: Female Event Place: Ottawa, Ont Event Date: Apr 3 1950 Age: 79 Spouse John Doe Gender: Male. Is this correct? (I would have done it with a screen shot but don't know how to do that.)

A: Yes, correct.

Q: If the Birth notice says Smith. John and Jane are happy to announce the birth of their son, Frank. Do we key Father: John Smith, Mother: Jane Smith? Some keyers are doing it that way, and some are leaving mother's surname blank.

A: The surname should be keyed. --Wiedwoman 17:05, 17 December 2014 (UTC)

Q: There is a birth record for a child that dies 12 hours after being born. Should this also be typed as a death?

A: I have been keying a death record for them with 0 in age. Anna was going to check on this, but I never heard back from her. --Wiedwoman 18:08, 28 December 2014 (UTC)

Q: Not sure who how to enter this birth announcement. Is Olivia Leva the Given and Surname and Thomas is what? The announcement reads Mr. and Mrs. Alvin Waldorf (nee Olivia (Leva) Thomas) are happy to announcement etc.

A: Given name = Olivia, Surname = Thomas. Leva is her nickname and would not be keyed. --Katerimmer 07:59, 5 January 2015 (UTC)

Q: Newspaper announcement heading is Engagements. One entry has parents of daughter announcing her engagement to finance on a date and time past the date of the newspaper at a church. So is this a wedding announcement or an engagement announcement? And if an engagement announcement, shall I enter the date in the event month/day/year?

A: It is an engagement announcement and we key the marriage date as the event date. --Katerimmer 07:59, 5 January 2015 (UTC)

Q: Newspaper announcement of engagement includes date and church name. In the Event Place, shall I enter the name of church. There is no city mentioned.

A: No. --Katerimmer 07:59, 5 January 2015 (UTC)

Q: Funeral announcements should be keyed or not keyed? And if yes, as Death type?

A: We do not key these. --Katerimmer 08:08, 6 January 2015 (UTC)

Q: Death notices - the deceased, if married, is usually referred to as either 'husband' or 'wife.' This can be used to identify the gender of the deceased. May the gender of the spouse be assumed from this, as well? The notices I am working on are from 1949, long before same-sex marriage would have been possible. It seems reasonable to infer gender based on this, but I'd like to be sure.

A: Yes, we can generally infer that the husband is male and their spouse female and vice versa.


Q: The instructions say to key only vital events notices.  However it also says that every page has a recordable death.  This is a little confusing as in some cases the only deaths listed are things like:  Author William Franklin died in Oxford Mississippi.  This is really not a vital event listing (not even a date!)

A: Yes, we do key those, and if the date is not given we just take the year from the publication date. --Katerimmer 22:54, 27 January 2015 (UTC)

Q:In Marriage or Engagement notices, often times only one parent is shown for either the bride or groom. If Mrs. William Jones is shown as the parent, with no mention of the father, I assume we leave the father field entirely blank, and type Jones in the mother's surname field, omitting the name William. Is this correct?

A: This is addressed in the Keying Standards.

Q: If an engagement notice provides the date that the marriage will take place, should that be entered as the Event Day/Month/Year?

A: Yes. --Katerimmer 08:54, 21 March 2015 (UTC)

Q: I just began reviewing a submission and I'm worried that my WAP keying tool may have pulled in data in error. If not, I need to have some help to eliminate many records as efficiently as possible. In my review set 3690605_5, image 2 of 3, I see only one memorial in the image. In the records in this review set, the first person who keyed these records has 14 records preceding record 15 which is the record for this memorial. I have scoured the image thoroughly and that is the only information that should be keyed that I can see. Either there has been a technological mix up which brought in records that do not belong with this image, or I need to eradicate the 14 records. I am not sure that the problem originated with the original person who keyed this image, but it may have. How should I proceed?

Suggestions/Additions

Ottawa vital statistics - Obituaries

On obituaries, more than just death information is given. This was fine on Part 1 where there were designated spaces for each of these. On part 2 - only one space for an event. How do you key an obituary? A new record for each life event? Just the death date? I'm reviewing and this is the first one of theses I've run across.

A: Yes, only the death information should be recorded when it is an obituary. Annafechter 17:38, 10 September 2015 (UTC)