Talk:World Archives Project: Victoria, Australia, Police Gazettes, 1893-1913 (Part 2)

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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


Beware of the instruction this time "Do not key company or business names".

If only two digits of a year are present on the image, expand with the century using the context of the image. If you are unable to determine the century, please only key the two digit year.~~ Updated instructions Nov 12, 2015

DOB format is day/month/year.

When keying a list of names, eg. issue of licences, that are in sections/towns and within each town in columns, key each section in the order they appear. eg. Ballarat, Beechworth, Bendigo key all names within the Ballarat section in the order they appear before keying the names in Beechworth section.

Common Keying Errors Found by Reviewers


Please do not highlight all fields. The only time a highlight needs to be made is if the field turns pink and requests that you confirm the entry is correct. Similarly please do not mark each empty field blank. The only fields that need to be marked blank (and then only if there is nothing to input) are the pink fields.


There seems to be some confusion over Given names. If the name is Thomas Herbert Smith, Thomas and Herbert go into the given name field and Smith is the surname. Neither Herbert nor Smith is a suffix, nor is the surname Herbert Smith.

On the image "Discharged From the Penal Establishments etc", check the last column ie Remarks column. This often contains a number of alias names which are being missed.

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: In review, if the year is keyed as 75 but it's obviously 1875 do we leave it or correct it?

A: It should be corrected to 1875. --Wiedwoman (talk) 10:01, 13 November 2015 (MST)

Q: Occasionally a record will list stolen goods that are marked with a person's name. Do we key that name? I'm assuming not, if the record doesn't indicate that the name is associated with the crime in any way. Is this correct... or?

A: Do not key names that are marked on stolen items. --Wiedwoman (talk) 10:01, 13 November 2015 (MST)

Q: I'm a bit confused. Instructions say that we are recording names involved with crimes, but record image samples 3, 6, and 11 are samples that include lists of people who have paid fees and promotions of officials. I would have thought that those record image samples should not be keyed. Can you please clarify this for me? Thank you so much.

A: Instructions should say we are recording all names involved in the articles, except officials such as police, court personnel, magistrates when they are just doing their duty/job. eg.when arresting or summoning someone. If officials are personally affected in the article, eg. promotion, transfer, resignation, then they are keyed. Keying is not limited to just crimes, will amend the instructions.

Q: With stolen cheques,are we listing the name of the drawer and payee on the cheque? I know it says to list all names so we probably do?

A: Both names should be keyed.
Sean and I are at odds on this - do you have any examples so we can determine what the "right" answer should be? Annafechter (talk) 10:32, 16 December 2015 (MST)
Sorry, I originally misunderstood your query. We would NOT key these names, just as we would not key the names inscribed or marked on stolen goods. Sorry for any confusion.Seanbmc (talk) 15:08, 16 December 2015 (MST)

Q: What should I do if the suspect description is given that includes an age, but there's no name? Should I just make a line with blanks in the Given and Surname fields and then add the age?

A: Since there is no name attached to this record, it may be left entirely blank. Seanbmc (talk) 16:44, 22 December 2015 (MST)

Q: I have a couple of entries that refer to past crimes that were in earlier editions of the Gazette. Now the culprit has been apprehended and this is an update. They read, e.g., "John Lindsay's larceny.-The stolen bicycle has been found in the possession of William Evans, etc, etc." I keyed William Evans, but not John Lindsay. Now I'm thinking I should have.

A: Please key all individuals associated with the article. Of course, as above, names written on stolen articles, on checks, etc. need not be keyed. Seanbmc (talk) 14:35, 23 December 2015 (MST)

Q: What should we do if the suspect description says "about" 23 years of age, etc.? Should we key 23 as the age? Or only if it's given as a precise age?

A: You may key 23 when the entry says "about." Seanbmc (talk) 14:33, 23 December 2015 (MST)

Q: I have a set that is just a list of names and addresses. Most are individuals, some are business. The heading on each page just reads, "Name and Address". There's no indication of what the list is for. Key all the individual names? Or no key and mark as a cover page?

A: Please key all the individual names. Seanbmc (talk) 14:33, 23 December 2015 (MST)

Q: Series of entries detailing the resolution of several cases previously reported. Each entry lists the victim and the name of the person arrested. Four in a row list the same perpetrator. At least it appears to be. All the cases involved larceny of jewelry, all were tied to either a J A White or John Allen White, and the arrests were all dated the same. Should I key White's name multiple times? Or is it OK to infer that it's the same person and only key once?

A: When you are sure the name is a duplicate, you need not key it more than once. Please not that duplicate entries are very likely and when in doubt, I would key the name. Seanbmc (talk) 14:33, 23 December 2015 (MST)

Q: The Inquests entry reads, "MAN, name unknown, found in Albert-street...the deceased, who is believed to be Herbert Davidson, late of NSW, etc." Where do I put the name? It's not for sure him, apparently, but also not an alias.

A: Herbert Davidson should be keyed as his name since it is the only name given for him. --Katerimmer (talk) 12:43, 30 December 2015 (MST)

Q: When the age says 27 to 30 should that be keyed or left out?

A: In these instances we key the first age that appears.

Q: I have an entry that reads "Warrant issued for James Ramsay...known as 'Scotty the tinkerer'..." That's an alias of sorts. How should that be keyed?

A: Key "Scotty" into the Alias Given Name field. Seanbmc (talk) 10:41, 27 January 2016 (MST)

Q: I have entries where names from previous Gazettes are being corrected: i.e. Healey, Daniel should read Healy, Daniel. Should both names be keyed seperately (obviously this is not an alias), or just the first one?

A: Key the corrected name only. Seanbmc (talk) 14:06, 15 March 2016 (MDT)

Suggestions/Additions

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.