Talk:World Archives Project: U.S., 1928 Baker Roll and Records, Eastern Cherokee Enrolling Commission, 1924-1929

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Revision as of 14:31, 11 March 2013 by Lipeters (talk | contribs) (Questions and Answers)
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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

  • Keying the signature of the applicant on the last application page (the one that includes the date)--the keying instructions state not to do so.

  • Instructions to Applicants page should be keyed as Cover Page

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: You state do not key "county" in residence field. Does this mean when record states "Fannin County, Tennessee" the proper keying would be "Fannin, Tennessee" or just "Tennessee" for residence?

A: To explain a bit further, residence has been split into two fields, those being City and State. There is not one labelled county so "Fannin County, Tennessee" Would be parsed as so: city: [blank]; State: Tennessee. Birth Place does not have a similar split. So in the Birth Place field would be as seen, in the case: "Fannin, Tennessee".

Q: I just tried this project as it seems very interesting. On the first image set that I downloaded the first four images were "additional application pages" but the fifth image was a letter from the commission rejecting the application. How should this image be classified?

A: Key as "Cover Page, Section Header, etc". --Katerimmer 18:09, 1 September 2012 (UTC) If it is a Baker Roll form with names and the word rejected across the form, please show as Baker Form. -- Wiedwoman 00:15, 22 November 2012 (UTC)

Q: If it is not clear where the residence is because the records states, "lived in county ABC for 5 years and county DEF for 2 years". what should we key?

A: In cases where there are multiple residence locations listed enter the last residence in the list. It should be noted that counties are not keyed in either of the fields labeled Residence. --Paulmd199 00:49, 21 September 2012 (UTC)

Q: How should the Instructions pages be classified? Image with no Data or Cover Page?

A: These are cover pages. --Paulmd199 03:36, 20 September 2012 (UTC)

Q: Should all handwritten pages, as well as Rejection letters, Hearings, Appeals, envelopes, Letters to and from Cherokee Agency and Dept of Interior be classified as Cover Page?

A: These are cover pages. --Paulmd199 03:36, 20 September 2012 (UTC)

Q: When Application Pg 3 has no names to be entered, should it be classified as Cover Page?

A: These are cover pages. --Paulmd199 03:36, 20 September 2012 (UTC)

Q: When birthplace has a County name, not a town, should the word 'Co' or 'County' be entered, depending on how it was written or should the County wording be left off? Should the state be included with the birthplace when it is written on the application or should only the town / country be entered?

A: No, the word Co or County should not be keyed. The state should be keyed as seen. -- Wiedwoman 00:23, 22 November 2012 (UTC)

Q: Sample document for Application Pg 1 shows the Application ID coded, as if it should be entered, but there is no field to enter that info. Should that field be included in the Form fields?

A: We are not keying that info. I will see if wap wants to make a new sample image. --Paulmd199 03:36, 20 September 2012 (UTC)

Q: Should the residence listed on Page 1 for the applicant be also used for the minor children listed? Should the residence listed on the last page of the application for the minor children also be used for the applicant on the last page?

A: We don't want to automatically infer that the children live in the same place as the Applicant unless there is language in the record actually stating so. --Paulmd199 00:49, 21 September 2012 (UTC)

Q: When application shows name prior to marriage and applicant entered only their maiden name, should we key only the maiden name in the Alias Surname and leave the Alias Given field blank, or should we key the applicant given name into the Alias Given field?

A: If you key an alias last name and the first name is not different than what you have keyed in the given first name field, do not key the first name as an alias first name. -- 16:30, 21 November 2012 (UTC)

Q. When application shows a mother's name as 'Given Maiden Surname' and you can 'infer' that the middle name is the Maiden name based on a male applicant or a female applicant's maiden name. How should this entry be made on the record? Should it be entered as:

Option 1 - Given in the Given field, Maiden in the Surname and Surname in the Alias Surname field,

Option 2 - Given and Maiden in the Given field and Surname in the Surname with nothing in the Alias fields,

Option 3 - same as Option 2, but also put the Given and / or Maiden Name in the Alias fields.?

A: Do not infer names. -- Wiedwoman 00:23, 22 November 2012 (UTC)

Q. In Birth Place field, should we spell out the State if it is in an abbreviated format on the Application or 'key as shown'?

A: Birth place is a 'key as seen' field so key it as it is shown on the record. -- Wiedwoman 00:23, 22 November 2012 (UTC)

Q: Re mother of applicant: her name appears on Page 1 of Application with just her married surname. Her name is repeated on Page 2, this time with her maiden surname. Do I transfer the information to the one record I have already keyed from Page 1? (In other projects we do not carry information over from one page to the next).

A: Key page 2 as if you have not seen page 1. We do not transfer information from one page to the other unless specifically told to in the instructions. -- Wiedwoman 19:55, 20 November 2012 (UTC)

Q: I have come across a List of Applicants Approved by The committee, then some Rejected, then some to be stricken off. This is a cover page, correct, not Baker Roll? Here is a screenshot of the page. It isn't showing Reject for everyone. This is a similar page that looks like they came from committee meetings.

A: If it looks like a baker roll with the words rejected on it, it should be keyed anyway. -- Wiedwoman 17:17, 21 February 2013 (UTC)

Q. Should Birth place state be written in long form at all times, or should it be written as seen in the document, which is usually with abbreviation only? My question is what form should the State be keyed, in the abbreviated format, correct, because it is a Key as Seen. Many people are expanding the field to the long format.

A: Birth place is a key as seen field without the words County or Co. -- Wiedwoman 17:17, 21 February 2013 (UTC)

Q: I am seeing what looks to be Applications in a slightly different format, but they are dated 1908. Should these be keyed as Application or are they cover pages?

Q: I am seeing quite a few pages that have the information seen on the Application, but everything is typed and has the Application #. It looks like it was typed up for the review committee or done after they decided on the application. These should be keyed as Cover Pages, correct?


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.

It took me a long time to find one answer that I had about the Baker Roll Appendix pages that I have seen.  They only have a 2 column list of names with an ID only.  These are supposed to be marked as 'Image with no Data'.  Hope this helps others when these forms are seen.   -  Linda

I recently found that the Applicant Name is handwritten on Application Page 1,  going down on the right margin near the top of the form.  - Linda