Talk:World Archives Project: Canada, Nominal Rolls and Paylists for the Volunteer Militia, 1872-1914

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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

If you are unsure what to do, use the message board to ask. There is usually someone in the community who can answer your query or point you in the right direction. You can attach a screenshot to your query if that would be helpful. Here is how you do it on a Windows PC:

1. With the relevant image on screen, press the button marked Print Screen (sometimes abbreviated to PrtScn)

2. Open MS Paint (Start button, All Programs, Accessories, Paint) and from the "Edit" drop down menu click Paste.

3. The screenshot should now appear. Using the "Select" tool, mark out the relevant part of the screenshot (that is, in effect, crop away the unnecessary bits) and then from the "File" drop down menu use "Save as" to give the cropped image a suitable name and save it on your desktop or in a folder where you can easily find it. If the result isn't quite right just delete it and start over.

4. Before you submit your query use the "attach file" button to browse your way to the saved image.

Common Keying Errors Found by Reviewers

Incorrect choice of form type. Paylist and paylist continuation need to be distinguished. The Paylist Header is frequently encountered and although it looks like a "cover page", the Cover Page form type should not be selected for this type of image.

Rank. Abbreviations should not be expanded. When blank, copy rank from record above. Look out for less common ranks such as Col Sgt, Q M Sgt, Bugler, Bandmaster, Pioneer, Drummer and varied abbreviations of Private such as Pt, Pte, Pvt, etc. If rank contains " or do, copy rank from record above.

Given names. Do not key periods (full stops) after initials.

Paylist continuation. Key the details of the (usually three) signatories at the end in appropriate cases (check the instructions, if in doubt).

Omitted records. When keying a long list of names on the Paylist and Paylist Continuation form types it is easy to skip one or more records accidentally. This can be avoided by zooming out the image, counting the records and comparing with the keyed list before moving to the next image or submitting the set.

Duplicate images. Only select this form type for an image that you can see is a duplicate of an image in the same set

International characters. When a name is written using an accent or other special character, use the International Characters icon located in the menu bar below the section number and above the form where data is entered. Click on the appropriate character, then the Insert button.

Remember to check both the name column and the signature column to find the most complete name. Sometimes the name column shows only surname or surname and initials, but the signature may include the full given name(s).

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.

Document type not included in list of "Form Types"?

Q. I have a document that is clearly a letter for special consideration asking permission to pay soldiers not otherwise qualified for pay. It is a typed list of soldiers by unit designations, rank and names with no signatures other than the officer that composed the letter and the officer responding to the letter.  Please advise.

A: IMO I would class this as a cover page since it is not a payroll sheet. If it was approved there will be a payroll page somewhere for this. -- Wiedwoman 15:45, 25 September 2011 (UTC)

When names do not match between given and signature?

Q. If a name on a name list is more legible than the signature, should an attempt be made to key the signature with wildcards or key from the name list?

A: I would use the name from the name list if it is more legible. -- Wiedwoman 19:16, 24 September 2011 (UTC)

Q. If an initial appears in the name list but is not used in the signature, should it be keyed as part of the name?

A: Yes. You want to key the most complete name. -- Wiedwoman 19:16, 24 September 2011 (UTC)

Q. If an accent mark appears in the name list but is not used in the signature, should it be keyes as part of the name?

A: No I would not key the accent mark if the signature did not have it. -- Wiedwoman 19:16, 24 September 2011 (UTC)

Q.I have a name list John McClenaghan with a signature of John McDonald both are very clear. The signature according to the keying instruction is to be used unless it is signed by a witness to a mark. There is no mark. Which one do I key?

A: Per instructions, we are to key the signature name. You would key John McDonald -- Wiedwoman 02:30, 20 July 2011 (UTC)

What to do when the rank is in the name area?

Q. I have a rank wriiten in the name area so the entry reads Corporal John Rae with the rank area blank. Should I place the rank in the rank area this would then effect the next person because the rank area is blank and the guide lines have you use the rank above if blank?

A: I would key the Corporal as the rank. Leave blank the rank on the next line. -- Wiedwoman 02:30, 20 July 2011 (UTC)

Q: I have a record set that is a paylist followed by the continuation that actually go together. My question is about the officer's signatures and ranks:
1. On the paylist we have a rank of "Adjt", and on the continuation form, that same individual is a "Lieut. Adjutant". Can I cross that rank back over to the paylist form even though the paylist form only lists his rank as "Adjt" for accuracy???

A: Per keying guidelines: Can I pull information from one image to key on another? Unless specifically stated otherwise in the project instructions, information should not be pulled from one image to key on another. --Wiedwoman 15:23, 29 June 2011 (UTC)

2. On the paylist form we have the name "W A L Gooderham", and on the continuation form he signs: "W A Lincoln Gooderham". Can I cross the continuation form signature back over to the paylist form for accuracy?

A: Per keying guidelines: Can I pull information from one image to key on another? Unless specifically stated otherwise in the project instructions, information should not be pulled from one image to key on another. -- Wiedwoman 15:23, 29 June 2011 (UTC)

Q: I have a record that is entitled "Deductions" and a list of ranks and names (& their deductions). Should I key this as a paylist?

A: yes. -- Wiedwoman 02:30, 20 July 2011 (UTC)

Q: I noticed that we are only to use duplicate when the image is repeated in the same set, but what do we do if the image is stamped with a large "duplicate"? In other words, should I still key it or would I mark it as a duplicate/something not to be keyed?

A: Do not go by stamp of duplicate. It would only be a duplicate if the 2 images are the same. So in this case you would key the image. -- Wiedwoman 16:20, 24 August 2011 (UTC)

Q: Why do the stats for this project sometimes fail to appear?

A: The stats may be appearing quicker now that Paul has reassigned the server widget. Be sure you are loggin in. -- Wiedwoman 00:22, 6 May 2012 (UTC)

Q: I have done a couple of Paylist continuations and have not seen a record that would allow the inputting of signatories found at the bottom of the sheet?

A: Yes some continuations will not show signatures at the bottom of the record. They are probably on the 1st page. -- Wiedwoman 00:22, 6 May 2012 (UTC)

Q: I have a page on which several lines have been crossed out.  The names on those lines are mostly illegible. Should these lines be skipped entirely?  Or should I key  in what I can read and mark the rest illegible?

A: Key lines that you can read and mark others illegible. -- Wiedwoman 00:22, 6 May 2012 (UTC)
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