Talk:World Archives Project: New South Wales, Australia, Government Gazettes, 1853-1899

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Revision as of 12:38, 4 April 2013 by Lipeters (talk | contribs) (Common Keying Errors Found by Reviewers)
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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

For extra keying helps, check out    on the Australian board, and go to the most recent post only.  It is updated whenever we get new advice or decisions on how to key this project.

Common Keying Errors Found by Reviewers

  • Key dates & locations (when present) for EVERY record within the article/table not just the first.
  • Names are being missed within the descriptions of properties etc, they need to be keyed not just the primary person.
  • Page number not being keyed. The page number will be in large bold font in the centre at the top of the image. If it is the first page of the Gazette, the page number will be smaller, in the centre at the top of the crest. It is NOT the number that is within the squared brackets [ ] at th start of an article/table, that is the article no. & not keyed.
  • Do NOT key fullstops/periods.


It is the Publication Date (or authorisation date) that is to be keyed.  If this is not present, leave day and month empty and mark year [Blank].

Dates of impound, dates of court hearings, dates of sales, dates of receipts, etc, etc, are not keyed.

Basically, DON'T enter dates from WITHIN the articles or tables.  

For a visual guide of where you will find acceptable dates, see


Locations are a difficult issue in this project.  For guidelines, see the latest full post in this thread:

If you are still unsure, ask on the Australian Board and someone will help.

The Right Honourable Henry Robert, Viscount Hampden, Governor of New South Wales should be keyed as the following (received from Kerrie in Australia): Prefix - Right Honourable, Given - Henry Robert, Surname - Blank, Suffix - Viscount Hampden

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.

In the 2nd example of the keying images on wiki has both the county and parish locations highlighted as the location but no mention of what to key, are they classed as multiple locations?. I have an article which is headed "Land district of Dubbo" followed by county of Narromine and parish of Bulgandramine as the event location. What to key? Bulgandramine is the specific place but not the first mentioned.

Answers to common questions

- We should not key data from one image to another. If there is no date given on a page it will be able to be added from that of a previous or next page in the post production process.

- Key suffixes as seen, CPS, ACPS, etc - generally this is the case.

- Re "Mayor", if the name given is as "Mayor Robt Smith" key Mayor as the Prefix.  If shown as "Robt Smith, Mayor" it is not a prefix.

- If the same name is mentioned in the article more than once only key it once. If the same name appears in multiple articles on the page, and it isn't the author, key them once per article.

- We are not keying indexes, because the names will have already been keyed elsewhere. This includes pages with the titles: "Index", "Index to Applications for Letters", "Index to Letters Patent", etc.   If there is an image with part of the page as articles and the other half indexes only key information from the articles, not the index section. 

Also treat lists of Monies received by the Govenment Printer the same way as an index.  These people paid to put their article in the Gazette, so their names will already have been keyed from the articles.

- Key only the publication date. If there isn't a publication date leave the fields empty. (This means we are not keying the Date of Notice, Date of Lease, Date of Impound, etc.)

Key the month in the 3 character format, ie for January , key Jan.

- The location being keyed is for the event - not necessarily where the individual resides. If there is not an event associate with the name but there is a location associated with the name key that location. Use your best judgment to determine which location is associated with the event/article. For example, if there is land being sold key the location of the land - not the location of the seller or buyer.

- Shareholders in companies being registered - key the address of each shareholder.

- If you are in doubt about where the event occurred key the first location listed in the article.

- When there are multiple geographic regions given for the location key each region separated by a comma. Generally these go from smallest to biggest.  Key what is written, from left to right. 

- Key cities, parishes, counties, land districts, land divisions, electorates, and states - however do not include the words "county", "district", "division" or "electorate" in your entries.(These are all geographic regions - some states have counties, some have districts and others have divisions.) Each region should be separated by a comma.

- Do not key "locations" shown in parentheses, either () or [].

- If there is no location on the image leave the field empty.

- If Metropolitan is what is listed as the location, key "Metropolitan" in the Event Location field.

- Do not key street addresses. Minus street addresses key the location as seen. For example if the location was given as William Street, Rocky River, Uralla you would key "Rocky River, Uralla" in the Event Location field.

- Do not key property names.  These are usually shown in quotation marks.  For example if the location was given as "Roselands", Dubbo you would key "Dubbo".

- When there are multiple parishes key both separated with a comma.

Your 4th example shows to type county comma parish in the location field.  What if district is also provided as a column on our image?  Example:  District: Campbelltown  County: Cumberland  Parish: St Peter

A:  Confirmation about multiple locations received from Anna (as at 28 June 2012)

"Key the locations from left to right and when there are multiple instances of the same location enter it only once".  

The order you enter them does not matter to anyone searching the index, but it does matter for review/arbitration.  

So, left to right, but do not duplicate.  eg if it is District Eden, County Auckland, Town Eden, you would key "Eden, Auckland".  You would not key the second mention of Eden.

If it is a table, exclude the location at the header of the table and only enter the locations within the table, left to right, no duplications.  (unless there are no locations within the table, then use the header location)

Q: What do we key if there is no date at the top and the date in the header is a date range, for example: 1st July to 30th September, 1897? I know the year is 1897, but what should I put for the month and day?  

A: I personally would put earliest date (based on instructions from other projects) unless we hear otherwise.

Q:I have a list of land grants, I believe. 1) Do I enter in the date when the land was granted? One sheet has dates from 1882-1896 but not in order. 2) In the location do I enter village/town, parish & county? Examples include: "At Ungarie, Parish Wollongough, County Gipps"; "Parish Quirindi, Town Quirindi, County Buckland"; and "Parish Kirk, at Whitecliffs, County Yungmalgra". Advice appreciated!

A: 1) Date is ONLY EVER the publication date, which may be at the top OR bottom of the article.  If there's no publication date for the article, key the date in the header or footer of the page.  If there's no date there either, leave the day and month empty and mark the year "Blank"   This same date is used for all names in the article.

A: 2) See answer to question 1 above (as at 28 June 2012)

Q: Do you key surnames which are part of a business such as Smith and Johnson, A B Clark and Son, or A B Smith and Company?

A: They are still names, and I see nothing in the instructions which says to exclude them, so I would enter them. Only the name of the person, so in your examples, Blank Smith, Blank Johnson, A B Clark, A B Smith would each be separate records.

Q:  Do you key the ward names of Sydney in the location field such as "Brisbane Ward, Sydney" or "Brisbane, Sydney" or just "Sydney"?

A: See answer to question 1 above (as at 28 June 2012)

Q: How should we be keying The Right Honourable Henry Robert, Viscount Hampden? From Google, it looks like Given - Henry Robert Surname - Hampden, but what should the Prefix be and is this correct Given and Surname. This is a very common name found in these records.

 You may also like to visit the Australian Boards, where much questioning has been going on and we try to help each other out.  Cheers, Linda.


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.

SUGGESTION : That all officialdom/official assignees etc in capital letters (regardless of the size of caps) only be keyed once per page not just the authors. eg. Right Honourable Henry Robert Viscount Hampden, Lieutenant-Governor Fredk M Darley, etc.