Talk:World Archives Project: Subject Index to Correspondence and Case Files of the Immigration and Naturalization Service, 1903-1952

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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

Additional Card Type

We have found a 2-sided card type in the project that seems to contain detailed information about automobile accidents.

<We have yet to see if this card type extends to other types of reports>

Example of Front Side of Card

Example of Back Side of Card

We key the front side in one data record. Most fields apply well. The examples seen have a case number.

We are to blank (Ctrl-B) the Subject field.

For the Date fields, we use the date in the upper right corner of the card.

The back side should be entered as a Cover Page so it will be in the data base next to the front side to be seen by people searching.

<open question of what to do if some data is present on the back side, like a name or two. I suppose it doesn't hurt to then treat that as a card to key with whatever data is present. But there may be an argument against that, that there is not enough data to make it useful.>

For my 2 cents, I would key the back side of the card if it had any fields to key. The ones with no information to key, could be marked as a cover page. -- Wiedwoman 18:18, 2 October 2010 (UTC)

Common Keying Errors Found by Reviewers

Reminders and clarifications:

. We key a record for every INS number on the left side of the card (for the most common card format shown in the main wiki page)

. The INS number is to be keyed exactly as seen with commas, dashes, slashes, etc.

. We do not key company names, we still enter every record with an INS number even if there is no name

. Date entry is a big problem - enter dates with 2 digits or 4 digits as seen. Do not expand 2 digits to 4.

. Months are converted to the fully spelled out month name - not digits or abbreviations. Don't let the keying tool fool you into using abbreviations!

. The day of the month is not to have a leading zero added.

. The original typist often put his/her initials after the date. Those are to be ignored.

. Do not key the "names" following the abbreviation USC. They are the names of places where United States Consulates (USC) exist.

. Reuckwanderer Marks is a type of German currency not a person's name.

Questions and Answers

Question: What is the Subject Title for this form? Is it "Illiterates"? Subject Title.JPG

Answer: Yes, the title is "Illiterates ELP". If you include El Paso, you're assuming and we're not to assume. Key as seen.

Question: Mexican naming conventions - some help please? am just starting as a new keyer today and am unfamiliar with Mexican naming conventions. The subjects in my image set all have typically 3 word names, while some are even longer eg. Gilberto A. Del Pozo Y Elissague. My question is which bit goes in Given Name field and which bit goes in Surname? My guess for a 3 word name eg Jesus Gutierrez Lugo, would be "Jesus" in the Given name field and "Gutierrez Lugo" in the Surname field and would follow the same logic for the longer ones, but this may be very wrong, so would appreicate some guidance on this! thanks!

Answer: For Hispanic names if it includes "Del" you should enter the names before "Del" in the Given Name field and the names starting with "Del" in the Surname field. The example given would be keyed like this:

Given Name: Gilberto A
Surname: Del Pozo Y Elissague

In the second example, which does not include "Del" it would be keyed like this:

Given Name: Jesus Gutierrez
Surname: Lugo

Annafechter 21:24, 23 August 2011 (UTC)

Question:  In the Keying Tool, I have not found a way to move down the screen to the Records.  I got the Header field filled in with the location on the first data card, the field titles are at the bottom of the screen but there is no way to scroll down to the first record line.

Answer: There is a horizontal scroll bar in the middle of your screen to move the image around. Directly below that, centered, are two small dotted lines. Hover your mouse over them and your arrow will switch to a line with an up and down arrow. Click and drag upward to adjust the size of your keying area. --Aelipski 19:34, 19 May 2011 (UTC)

Question: I am a new keyer and I find the help to be somewhat disorganized and I keep finding new places to look. I can see from this area I have been making the error of converting 2 digit dates to 4 digits because this was in the keying standards but is project specific to this one? I wonder why the Sen for Senator is accepted but Cong for Congressman is not? Is there a way for you to add this. I do know I can accept all instances on the same card but I have had more Cong than Sen and it is annoying. Thank you.

Answer: The suggested entries, or drop down menu, is not comprehensive - when abbreviations are used key them as they are on the record. Do not expand abbreviated words - whether they are names or other words. Sen could be referring to Senior not Senator...

Question: I am another new keyer. I am looking at cards that appear to relate to fines assessed by INS. I have 3 questions: (1) Is the fine title and/or number the subject? It appears on either the upper left or the right upper. (2) Is the fine number the INS Reference number? Again, it appears on either the upper right or left corner, not in a LH column. If not, then INS number must be blank? (3) There are several dates associated with the same fine - e.g. date of incident, date notice served, what appears to be date closed (bottom). Which date(s) should be entered?

Answer: 1. Yes, key the text at the top of the card in the Subject field.
2. If there is not an INS Case file number listed on the left side of the card do not enter anything in the Number field. You would enter the Fine number, or any other additional numbers in the Other Reference Number field.
3. Enter the first date listed.

Question: There is often a date at the beginning or middle of the para that appears to refer to a circular, instruction, memo, or EVENT, like fine date. I never key these, even if there is no date at the end of the para., or the top of the card. My understanding is that the Date of Entry refers to the date of entry on the index card, not the event, circular, memo, accident, instruction, file date or item. Is this so?

I raise the question because in review I have been correcting dates when I don't think they are card entry dates. Also, the wiki now refers to dates at the beginning of the para., while the project instructions don't. And there are red-lined sample dates in the middle of paragraphs on the wiki related to publications that I would not have keyed.

Please advise.

Answer: If there is a date listed in the record key the date - if there are multiple dates key the first date you encounter.

Question: If the second, third, etc. person in an entry has alternate names listed, where should we key these? Should we automatically start a new record so we can use the "Person #1 Alias" fields?  I have an entry in which the third of seven names is "MICHAEL (MIKE) SWIDDLE" and am not sure how to key it.

Answer: 2nd person and ones after we disregard alias name. -- Wiedwoman 01:28, 2 May 2011 (UTC)

Question: I am confused as to why we all seem to be following the directions and asking questions but there are no responses. I wonder if part of the confusion with these records is they are all different and the arbitators are lagging behind the keyers or is it just we are new? I have found records that clearly are chronological down a card. The date in the right hand corner corresponds with the first record but I have been keying the dates if there is a few months or even 2 years later on other numbers on the page. It seems that to code them all with the same date would cause records to be missed in a search. It also seems ridiculous to key a date that is 2 years before the date it was entered because the date in the right column should be used. Perhaps this is called inference? In which case I'm not going to be very good at this. Almost every batch I've done is different, perhaps because they were done all over the country.
Answer: The field help states, "The Date of Entry can usually be found towards the beginning or end of the paragraph text. ..." Each entry typically has its own date - the date given in the entry should be the date used. If there isn't a date in the individual entry then look to see if there is a date in the top right hand corner.
If you encounter a card that you are unsure of how to enter the dates please post a screen shot or send a screen shot to the support team,

Question: What about info on the cards we may think is important but there is no field for it? Eg. A place name,address. or correlating to something the subject header does NOT allude to; like Subject: Syphillis but notes on cad suggest a MVA

Answer: Items for which there is no field are not indexed. Researchers will see the images.

Question: I have multiple people on my card and they all seem to have been given a unique identifier (on the left margin) and unique entry date. Do I just list the first three people under the first unique identifier and enter the other two IDs as Other Reference Number? Or should I create a new line for each person with their own unique ID/alias/entry date? The suggested highlighter seems to move down only one line of text for each new Record entry in the text entry section so it seems like each line should be unique but I'm unclear on the 3 person entry.

Answer: I recommend turning the highlighter off, it is misleading. You will want to start a new line for each paragraph. If there are more than three names in a paragraph, continue onto the next line, duplicating the ins Number. The other reference number is for a second ins number mentioned within a paragraph. See example to the right.

Question: I have not found handling continuations (at the top of a card from the previous one) explained well. There are several cases:

1. If an INS reference number is included we key that as a record, without words like "cont", whether it has any other data fields or not

A: Yes, you would key the reference number even if there are no individuals listed.

2. If there is no INS reference number but there are one or more names in the text, we key a record with the names and a CTRL-B INS Reference number

A: Correct, you would mark the Reference Number field "blank" (you can do this as Tom suggested by holding down the Ctrl and B buttons on your keyboard), and enter the information for the individuals listed.

3. If there is no INS Reference Number or names but there is a date at the end of the text, should we key a record to capture that date? (Perhaps the post processing will combine it with the record from the card that follows, since the cards are mostly in reverse order). What if there is no date in the text but one on the top of the card?

A: No, do not enter a record if the only information you find is a date.

4. Should we key a record if there is no data, just some continuation text?

A: No, if there is nothing to enter from the record on the card do not leave a blank line - move on to the next record.

Thanks, Tom

Question (regarding "Other Reference Number"): on the sample page which is used to illustrate entry date -- is the number 127 in the line: "INSTRUCTION #127..." considered an other reference number?

Answer: I don't consider it an "other reference number" when I'm arbitrating. I'm looking for a number I would normally see on the left hand side but written within the body of the text such as '2376-C-385856' or 'AR-3856385'.

QUESTION:  What are the rules in this project for punctuation? No periods/full stops, I presume, but what about the other punctuation?

A: You are correct about there being absolutely NO periods/full stops. Other punctuation is almost always keyed unless it is at the end of a subject. For example "MERCHANDISE -" would be keyed as "Merchandise". No all capital letters and no hyphen at the end. Hope this helps!--Bigbears6 02:48, 24 August 2011 (UTC)P.S. Ampersands (&) are keyed as the word "and".