Talk:World Archives Project: Kansas, City and County Census, 1919-1961 (Part 5)

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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

Common Keying Errors Found by Reviewers

Do not add a section for the right side column on a page. The only time sections are needed is when you have a different header to key.

It is not necessary to add blank lines in the records keyed when there are spaces between names. Just go on to the next record to be keyed. Blank lines will be removed by reviewers, but no impact to accuracy.

Please, no periods (full stops) with initials in names.

Caution on the use of multiple sections: Do not use addresses with city names as Township and County sections. Cities are not necessarily townships. Use only townships from drop-down list and only County names from drop-down list. Single sections per image is perfectly acceptable if you have to guess or infer the Township or County name. --Rhmaynard (talk) 09:03, 30 April 2016 (MDT)

Please do not carry over information from one image to use in another. When Surnames are blank at the top of the image, it is not proper to use the surname from the previous image. Just mark the surname field blank (Cntl+B). --Rhmaynard (talk) 08:57, 14 May 2016 (MDT)

When keying given name both the first name and middle name or first initial and middle initial should be included, not just the first name only. Example: James Earl Smith should be keyed as James Earl Smith, not James Smith. J E Smith should be keyed as J E Smith, not J Smith.

Please do not key "blank" in the Prefix or Suffix column if there is nothing to key.

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.

Q: I have a population census that has no township in the header, but next to the first persons name (in the address area) is "Paola, Kansas" and below that an actual address. The rest of the names on the census only have the actual addresses listed. Do I enter Paola into the township area of the header?

Q: I have a family of five whose names are on one image but it appears they have been crossed out. All five names then appear on the next image written outside of the normal fields at the top and bottom of the page. Which image should I enter them on or should I enter them twice?

A: Key them on both images. --Katerimmer (talk) 01:25, 3 February 2017 (MST)

Q: If the father and son have the same name with no suffix for the son, do we key the name twice? One can tell they are separate individuals by the age.

A: Yes - please key the same name twice, as it is two different people. Thank you! Gigivs (talk) 11:32, 3 January 2017 (MST)

Q: when keying from the schedule 2 page, there is either a township or county listed on the same lines as the names.  where do we key this information or do we key it? There is nothing listed on the top of the page for Township or County. It has the persons name then the county or township showing on every line beside the name.

A: I believe I found the image you are referring to. When it is the same town name on each line key it in the header information for the record.
--Anna Fechter 26 February 2015

Q: I could find no instructions on which order names should be indexed -- line by line, or column by column.

A: Key the names by columns. Usually there are 32 names in each column. Key the first column lines 1 -32 and then move to the column on the right and key names. --Wiedwoman 18:40, 12 April 2015 (UTC)--Wiedwoman 18:40, 12 April 2015 (UTC)

Q: Just downloaded some of these. Noticed that the first column is labelled suffix and the fourth column is labelled prefix. I will enter them like that, but maybe it needs to be changed? Thanks

A: All you have to do is move the columns around to what you want to see. I always show prefix first and suffix last. --Wiedwoman 16:31, 22 June 2015 (UTC)

Q: On Schedule 2 the Township and County are missing but is written just above the second column is the name of a Village. Do I need to enter the Villiage name anywhere?

A: Yes I would key the village name in the township field. --Wiedwoman 16:31, 22 June 2015 (UTC)

Q: As a reviewer, I'd like some clarification/reassurance I'm marking image sets properly. A form which would typically be marked as a Cover Page WHICH has no writing on it AND writing is an expectation on the form - is an Image with no data form. TRUE or FALSE. I know some Cover Pages have no reason to be written on.

A: A Cover page is a cover page. A Census Form which is blank is an Image with no data. There are examples of Image with no data on the project page. --Rhmaynard 20:40, 5 July 2015 (UTC)

Q: So, follow-up to above question. I've seen the example images. There are no examples of a Cover Page which has nothing written by the enumerator. For example, the very last example of a cover page has one line of text written on it ( What if the form was blank, IE nothing written by the enumerator? Would it not then be an Image with no data? Are you saying only a schedule 2 form can be an Image with no data? Maybe this is picking nits but I'd like to know if there is a correct answer.

A: Not nit-picking. Good question - didn't consider that. If I were reviewing I probably wouldn't differentiate if Cover had been picked in your example. No hit to accuracy anyway. BUT think of Cover page as "keep in image set for browsing purposes" and "Image with no data" as "could be dropped from image set as there is nothing there to see." The Agricultural forms are like a big spreadsheet with data (or no data) in rows corresponding to some names way over to the left. It wouldn't hurt to keep them in the image set. --Rhmaynard 22:52, 6 July 2015 (UTC)

Q: The town(?) name written next to some names is different from the town or county in the header: Header says Spring Valley/McPherson, a number of names say Canton, Kansas. Please advise how to proceed.

A:Keying the location from beside the individual's name is only relevant if there is not a location in the header. The location from the header should be keyed. (In the example above this shows where the same township was listed by the individuals as opposed to being in the header - this is why it was entered in the header location field.)Annafechter 06:19, 9 July 2015 (UTC)

Q: I have an entry that reads "E E Peterson & son" and another for "Madison Sisters Janice Margaret." How should these be keyed?

A: First one can be entered as Given: E E Surname: Peterson.
Second one can be entered as two lines Given: Janice Surname: Madison
Given: Margaret Surname Madison --Rhmaynard (talk) 14:55, 2 December 2015 (MST)

Q: How do I enter these: There's no Given name and Surname has "Brannans". And there is Norman in Given name, Bros in Surname.

A: If the entry has only a Surname, key that and mark the Given name blank.
The entry "Norman Bros" is either a business (key in Given field) or multiple people (males) with a surname of Norman. Keyed as above. You'll have to determine from context. --Rhmaynard (talk) 16:04, 30 April 2016 (MDT)

Q: I have an image like the one displayed at top (Population 1960) but just a name, address and age. The address column only lists the street (907 N. Washington St., 905 N. Washington St, etc) with no city or county name at all anywhere on the sheet. So what does one enter for this sheet, if anything, for the county or township since neither are listed on the page? (Image sheet number I have is 5036522_322). Download a few more images sets and they all appear similar as this one. I put the images on my talk page since I seem to have issues putting images on wikis for some unknown reason.

A: They should be left blank. --Katerimmer (talk) 02:19, 10 May 2016 (MDT)
A: They should NOT be left blank according to the directions! Monica - 23 Jun 2016
A: I think there is a misunderstanding about this - looking at the images posted nothing would be entered for location as only street names were entered. We are only keying the township and county, not street addresses.Annafechter (talk) 12:36, 24 June 2016 (MDT)
A: I agree that nothing should be entered in the location. These should be keyed as "Census Form" with the location blank. I should have been more explicit - Monica - 28 Jun 2016

Q: What is the procedure when sections are called for but were not created? All records have been typed into one section like previous parts of this project. Should it be returned for retyping? Should I create the sections and place the records as appropriate or should I just pass it through the review process (after review of course). My review set is numbered 5036524_581.

A: You should add in the missing section headers where they are needed. --Katerimmer (talk) 08:58, 7 June 2016 (MDT)

Q: Follow up to previous question - this just gets better. Same image set(5036524_581). While creating the new headers and reviewing the "Common Keying errors", I reread the part about "Caution on the use of multiple sections:". It turns out some of the town names on the right of the page are cities and not townships. So the question now becomes do I leave the entire image as one section or create sections for the townships which are in the keying dictionary and a section for the non-township records with no township info in the section header? Or something else entirely? My personal opinion is maybe we shouldn't have introduced sections at all in this project. That information could have been discovered by the person reviewing the record when the project went live.

A: I agree that the sections make it more difficult to key/review. After looking at the images in this image set and the information in the Address column were addresses vs Townships as the entry was "Hallowell R1" and they would not be keyed. Annafechter (talk) 12:36, 24 June 2016 (MDT)

Q: On 'Population' pages with no township header, if the township in the address column changes from one township to another township then back to the original township do you use a new section for each change or one section for each township regardless of order?

A: Only create one section for each township. If you have 5 individuals with township A (section 1) then 4 with township B (section 2) then 8 with township A you would go back to section 1 to key these 8 individuals.

Q: Please remind me - how do we key the names of religious nuns/sisters (eg "Sister Mary Clementine")? I seem to remember that 'Sister' goes under prefix and 'Mary Clementine' under given name with surname 'blank'??? Is that correct? Thanks!

A: This is correct. Thank you! Gigivs (talk) 08:58, 17 October 2016 (MDT)

Q: Working on set that there is no Township, County, just the date on top. In the address column there is Jamestown, Kan. Jamestown is in the drop-down. Does this mean it's a valid Township and/or do I leave the Township blank if not sure?

A: The wiki page instructs "If you come across records where the town and or county is listed besides each name and not at the top of the page, please key this town and or county into the heading." Since these is no Township in the header, and Jamestown appears in the dictionary, "Jamestown" should be keyed as the Township. Gigivs (talk) 09:16, 7 November 2016 (MST)

Q: I have 'Inft boy' for a given name. Do I key as seen or mark it blank?

A: Please key this as seen. Thank you! Gigivs (talk) 10:32, 10 October 2016 (MDT)

Q: I have 2 entries on the census : Nefromurine O.S.B. and next line is Mary Konrad O.S.B. I am not sure what fields to key these into. Would it be Nefromurine and Mary Konrad in the first name field, Blank in the surname and ignore the O.S.B.? I wouldn't think I would put Sister since that isn't "as seen". Thank you for your help.

A: Nefromurine and Mary Konrad would be keyed into the first name field, and O.S.B. would be keyed into the suffix field. Gigivs (talk) 09:16, 7 November 2016 (MST)

Q. Just want to confirm: when you said " I agree that the sections make it more difficult to key/review. After looking at the images in this image set and the information in the Address column were addresses vs Townships as the entry was "Hallowell R1" and they would not be keyed. Annafechter (talk) 12:36, 24 June 2016 (MDT)" My Q is: When the township eg Hallowell R1 is listed beside a person's name..we DO NOT use Hallowell as the Township name, even if it is in the drop down menu?

A: Yes - R1 seems to indicate that the value listed is an address, not a township. Don't key Hallowell in these cases.


If you have a suggestion or would like to make an addition to the project page, click “EDIT” and post your suggestion 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.