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.

Questions and Answers

<spanQ:  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.

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.

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?

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.

Q: 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.

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

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.

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

A: 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.

A: 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 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 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? 4. Should we key a record if there is no data, just some continuation text? Thanks, Tom File:Continuation.jpg