Talk:World Archives Project: UK Absent Voters Lists (Part 1)

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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 World Archives 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

Please note that RSM is a rank (Regimental Sergeant-Major), not a regiment. Also CSM (Company Sergeant-Major) and CQMS (Company quartermaster sergeant). --Katerimmer (talk) 02:42, 2 May 2017 (MDT
... and AVC (Army Vetenary Corps)Branch of Service.
... AOC ( Army Ordnance Corps)Branch of Service.
... ASC ( Army Service Corps Branch of Service. --Elisabeth power (talk) 04:18, 2 May 2017 (MDT) C.E.R.A. is a rank it stands for Cheif Engine Room Artificer. Here is a link to UK Military Abbrevations: and

Tip: you may find it helpful to reorder the keying columns so that Surname comes before Given Name (just click and drag the column heading to where you want it.) --Katerimmer (talk) 07:50, 17 May 2017 (MDT)

Common Keying Errors Found by Reviewers

There is a keyer (or possibly more than one) that is entering the name of the Regiment between the Regiment and Branch of Service fields - eg putting "11th" into Regiment and "Suffolks" into Branch of Service. The "11th Suffolks" is the name of the Regiment and should be put into that field only.

There is a keyer who is not keying the ranks as seen, specifically this person, or persons, is keying pvc instead of pte as indicated on the records.

While it has been noted that for naval vessels it is acceptable to key either HMS plus the name of the ship or simply the name of the ship - there is a keyer or keyers who is including the quotation marks - for example if the record shows HMS "Valiant" - the keyer is including everything instead of keying either Valiant or HMS Valiant - either which would be acceptable.

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. For clarification please. If the ship named is SS, then it is a merchant ship, which may or maynot be manned by naval personnel. Should the branch of service still be Navy. When I enter this field I don't get a drop down list.

A: There is a dropdown list for this field but it is very short and doesn't include Navy. Yes, we are still keying Navy for SS ships. I suppose it includes Merchant Navy as well as Royal Navy. --Katerimmer (talk) 02:53, 1 September 2017 (MDT)

Q: I have opened an image set from UK Absent Voters Lists. It does not read anywhere on the document, Absent Voters Lists but has all the column headings having to do with military service. There is a note separate from the list that reads: Please Note: Document(s) Repeated Intentionally. Should this document be keyed?

Q: Should ASC (= Army Service Corps) be keyed as a Regiment or a Branch of Service? --Katerimmer (talk) 16:35, 26 April 2017 (MDT)

A: Use your best judgment in determining if an entry should be keyed as a Regiment or Branch of Service.Annafechter (talk) 13:33, 27 April 2017 (MDT)

Q: As a followup, if only ASC (or ASC MT) is present, should we also add "Army" under Branch of Service? --Xray (talk) 12:57, 27 April 2017 (MDT)

A: Use your best judgment in determining if an entry should be keyed as a Regiment or Branch of Service. It appears that A.S.C could have been keyed as the Branch of Service. In general the Branch of Service start with R, RAF, RFA, RAMC, RASC, RGA, and RE. It is generally safe to assume if it is not one of these entries that it is the Regiment.


Q: I am confused on the branch of Service entry. From what I understand there are only four Branches in the U.K. Military. They are "THE ROYAL NAVY", "THE ROYAL MARINES", "ROYAL ARMY", and "THE ROYAL AIR FORCE." So then wouldn't anything else be listed under regiment.

Q: The project instructions say the following: "What Names Should I Key? ONLY the names of soldiers will be keyed for this project. Please see the image samples for examples of forms that should be keyed and forms that should not be keyed." Some keyers are taking this to mean that a name listed in the Absent Voters List without military details should not be keyed - for example, Arthur Marsh at Mountgrove Road in the first keying image sample. Could you please confirm that such names should still be keyed? --Katerimmer (talk) 06:46, 27 April 2017 (MDT)

A: Arthur Marsh should be keyed. All of the individuals on the Absent Voters Lists [should be] soldiers. *We have updated the instructions to better relay who should be indexed.

Q: Regiments are confusing... Should "A.S.C., M.T." be entered under Regiment as "ASC, MT" with Branch of Service left blank? Same for "285 S.B., R.G.A."? Google says that "S.B." is "Siege Battery" and "R.G.A." is "Royal Garrison Artillery", so: Regiment = "SB, RGA" and is Service = "Army" or Blank? Thank you --Xray (talk) 13:05, 27 April 2017 (MDT)

A: I agree that there is some confusion regarding what should be keyed where. This example is helpful, and it is also helpful to know that most Branch of Service start with R (Royal...). In your example, 285 S.B. is the Regiment and R.G.A. is the Branch of Service.Annafechter (talk) 13:19, 27 April 2017 (MDT)

Q: When there are entries like these:

"Cooper, Edwin David ..... 393, RME"
"Tyler, Fred ..... 2622, EFC"

How do we determine if the shorter-than-usual numbers are Service Numbers or Regiments? My understanding is that British WW1 Service Numbers were 5 or 6 digits in length. If verified, perhaps that could be added to the Instructions? Thanks --Xray (talk) 15:17, 27 April 2017 (MDT)

A: The service numbers were not always 5 or 6 digits long, and some servicemen still had their shorter numbers from before the war. If you look at the sample images, you will see there are some people listed whose service numbers (listed before their rank) have only 3 or 4 digits. --Katerimmer (talk) 16:03, 27 April 2017 (MDT)
A: OK - I will default to entering them as Service Numbers. Thank you. --Xray (talk) 16:04, 27 April 2017 (MDT)

Q: Just to clarify: I don't see it mentioned anywhere, but I am assuming that when "Column 4" (Description of Service, Ship, Regiment Number, Rank, Rating, etc, or recorded address) contains only the service member's "recorded address" (eg, "36 Westbourne Road"), these are NOT to be recorded. Correct? --Xray (talk) 16:51, 3 May 2017 (MDT)
A: In that situation,we key the person's name but not their address. --Katerimmer (talk) 01:34, 4 May 2017 (MDT)
Q: Hello advice please - Very thick pen line drawn through some names and or/some regiments on this page. Should I key these names/regiments (where legible) that have had a line drawn through? Yes or No? Thank you Image number:5993474_9
A: Yes, you should key them, unless updated info has been written in to replace what is crossed out. But if military details were crossed out and an address or similar was written in, you should still key the crossed-out military details. --Katerimmer (talk) 04:10, 5 May 2017 (MDT)
Q: Are we not keying as seen on these lists? Are we to expand the Initials for Regiments eg from R E to Royal Engineers? The instructions seem to be implying this but not stating it. Please clarify.
A: I'm not sure which you mean is implied - that we key as seen or that we expand? RE is keyed as a Branch of Service, not a Regiment, and is not expanded (RE is on the dropdown list of suggestions for the Branch of Service field). As far as I know, we key as seen although it is not explicitly stated in the instructions. If we had to figure out what each abbreviation stood for and expand it I'm sure there would be a lot of mistakes! --Katerimmer (talk) 02:53, 8 May 2017 (MDT)


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.

The keying instructions for Branch of Service say 'If the name of a ship is present on a record and no other service branch is listed, the Branch of Service should be keyed as "Navy".' But Navy is not in the dropdown menu for this field, and we have to press F7 to accept it. Could it please be added to the menu. --Katerimmer (talk) 16:29, 26 April 2017 (MDT)

Argh. We will either add this or make it so the field doesn't have to be validated. Annafechter (talk) 16:39, 26 April 2017 (MDT)

Similarly the abbreviation for Private is shown in the Dropdown list as Pvt but appears in the listings as Pte.This doesn't need to be F7'd butmay be cofusing to new keyers.

This one I did catch which is why it isn't validated...the abbreviation in the dictionary currently is Pvt. :(

For Naval vessels do you want just the name of the ship or do you want the HMS prefix included?

Clarification on this from the Content Manager, HMS does not need to be keyed. Continue to accept either way while reviewing. Annafechter (talk) 13:19, 2 May 2017 (MDT)

Branch of Service is Army, RAF, Navy. Can we clarify why we are putting regiments in this field? RGA RE etc. are regiments. ASC is Corps (Any Acronym with a C in is most likely a Corp) which is bigger than a regiment.

Due to their being both branches of service and corps in the dictionary both can be keyed in the Branch of Service field - we will work on sorting these after indexing is complete.