Difference between revisions of "World Archives Keying Standards"

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The following are keying standards for the Ancestry World Archives Project. Ancestry World Archives Keying Standards are general guidelines on how projects in AWAP should be keyed. If there are instances that are unclear or are not covered in the Wiki Article consult the Keying Standards. When the General Standards do not contain the answer, a questions should be asked.
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<br>
  
== How should records be classified if they are not being keyed? ==
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Be aware of the possibility that some projects require special treatment. Special treatment might mean that the Wiki Article and the Keying Standards do not agree. In these scenarios, information in the Wiki Article trumps the Keying Standards for that particular project. However, do not apply project-specific instructions to other projects.
If you come across a record that does not fit the description of a record we are keying it should be categorized as one of the ''No Information to key'' form types.
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Cover page, Section header, etc: This form type is to be used when there is useful or interesting information on the record but it is not a record we are keying.<br> 
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- The description of how the records were gathered that is often found in the first few image sets.<br>
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- Many records come in packets where the records have the same information so we are only keying one of the records; all of the other records in the packet would be classified as Cover pages.<br>
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<br>
 
<br>
Image with no data: This is for records with no useful information, or that are completely blank.<br>
 
- Microfilm targets, image testing pages and black pages.<br>
 
- Preprinted forms that are blank.<br>
 
<br>
 
Target: Choose the "Target" form type when the image is of a color and/or gray scale target.<br>
 
<br>
 
Additional non-keyed form types may also be listed in the "No information to key" section of the form lists.  To change a form type click on the '''Change''' button next to the name of the form type on the left side of the keying tool.
 
  
== Using the Field Helps  ==
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:- If neither the Wiki Article nor the Keying Standards address a particular point, keyers should:
  
Each field on the form has a description of what and how the information appearing on the image should be entered in that field. The Field Helps are found in the tool on the lower left hand side, it can also be viewed on the Project Help page. Clicking on "View More About This Project" in the Help drop down menu will also bring you to the Project page, on this page you can see examples of the form types and descriptions for each field.  
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:- Post a question to the Discussion Page in the Wiki Article.
  
'''The Field Helps are specific to each project and provide the instructions that should be followed for entering information in each field.''' The field helps supercede any other instructions you may read.  
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:- Post a question to the appropriate [http://boards.ancestry.com/wap/mb.ashx message board.]
<br>
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==What if the information on the record doesn't match what the field helps describe?==
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If there is data on the record that does not seem to match what the field helps describe as the data that should be entered in the field look elsewhere on the record to see if the data is given somewhere else. If the data is not on the record leave the field empty. <br>
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For example, if the field you are keying is the Month field but the record states Michigan in the date field do not key Michigan in the Month field.  <br>
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== Do the Field Helps get updated with new information?  ==
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Yes, if guidelines change or if we feel that the directions in the Field Helps could be improved we do revise and adjust the wording.  
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:- Email the question to worldarchivesproject@ancestry.com
  
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__TOC__
  
== What is a Record?  ==
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=General Standards=
  
A record is one line of information. When you are keying one line of information from an image such as the census or Criminal Registers this should be entered on only one line of the form you are entering data on. Adding additional lines will appear as additional records on the index and will create an inaccurate accounting of the image.  
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=====Casing=====
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Casing is important and should be keyed as seen. For example, “denning” should not be keyed as “Denning” and “DeAngelo” should not be keyed as “Deangelo”. Note: If the entry is in all uppercase lettering, it should not be keyed that way unless the Wiki Article says to. In this instance, key using proper casing.
  
There are collections that will have more information than can be entered on one line, for example if you are entering data from a marriage announcement and there are two sets of parent names on the image but there is only one set of Parent Name fields on the form, only one line should be entered for this record so only one set of parent names can be entered. Some of the information from the images will not be able to appear in the index.  
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=====Completeness=====
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Fields should be keyed with all information that belongs together. For example, “St Martin in the Fields” would be wrong if it was keyed as only “St Martin” and “van de Kamp” would be wrong if it was keyed as “van Kamp”.
  
== If I accidentally add an extra line can it be removed?  ==
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=====Crossed-Out Information=====
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If information in a record has been crossed out and a correction has been written, key the correction. If no correction has been given, key as much of the crossed-out information as possible.
  
Yes, you can remove a line by using the '''Delete record''' icon
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=====Dictionaries=====
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Ancestry provides dictionaries for specific fields to assist in accurate keying. Dictionaries are only to be used for fields specified in the Wiki Article.
  
== What fields should be keyed?  ==
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When a matching value is found in the dictionary, it should be used. If a value is not found in the dictionary, key the information as seen. Do not abbreviate or expand terms, unless instructed in the Wiki Article.
  
We have required fields, these are the highlighted fields, that are based on information that all of the records should contain. If this information isn't available the fields should be marked “blank”. There are other fields included on form types that some records may contain, but since not all of the records have this information it would be time consuming to mark all of them blank if the information isn't present. If there is a field available and there is information on the record that is applicable this information should be collected.  
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=====Ditto Information=====
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Ditto marks are often used to indicate that the information is the same as in the preceding record. For example, the surname may be written once for the head of house while a ditto mark is used for other family members with the same surname. Dittos may also be used for dates, locations, and other field types.
  
There is often information on the records that we do not have fields for. Although it would be nice to capture more information, the main reason we don't ask for all of the information available on a record is that we are creating an index. The information we gather is based on information that will be searchable.  
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The most common ditto mark is the double quotes ("). Another common ditto symbol, in English records, is the abbreviation for ditto, "do".
  
== What if I come across a duplicate record?  ==
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Do not key the ditto mark (“) or the abbreviation “do.” Key the correct information from the previous entry.
  
There are times when you will key an image then the next image is the exact same image but looks a lot better.&nbsp; In this situation&nbsp;return to the first image and change the Form Type to "Duplicate Image"&nbsp; - this will prompt a pop-up message stating, "Since you indicated that this is a form type of [Duplicate Image], there are not any additional data to enter from the current image."&nbsp; Click on Yes.  
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In some cases, other marks are used to indicate dittoed information. Other examples of ditto usage:
  
If you come across images that are duplicates but one does not appear to be a better quality image than the other mark one as a Duplicate Image and key the information from the other.&nbsp; Please do not key both images.  
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::- Dash or hyphen (-)
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::- Single quote, hash mark, or tick mark, e.g. (')
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::- Vertical line drawn down through a column
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::- Blank space, where it is apparent from the layout that the information applies to subsequent records.
  
&nbsp;
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''Caution:'' These other marks might also mean that the information is not known or does not apply. The Wiki Article may include instructions for recognizing other ditto marks.
  
== What if I come across a record with the same name listed multiple times? ==
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=====Illegible Characters - ??=====
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If one or more characters within a particular word are illegible, key all of the characters that are legible. Use double question marks (??) to represent the missing character or characters. If a word is entirely illegible, mark the field as illegible using ctrl-I or its corresponding button in the keying tool.
  
If the same exact name is listed multiple times on a record generally you will only key the name once. The exception to this is if the name is a secondary name and is listed in reference to a different person. An example of this is keying the parents' names for each sibling listed in the London School Admissions. (In these cases F3 comes in handy to copy the information from the field above.) <br>
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=====“Key as Seen”=====
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Key as seen only when the Wiki Article instructs you to. When the instruction “key as seen” is given, it means that the following elements should be preserved:
  
== How do I key names that appear to be Abbreviated?  ==
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::- Apostrophes and hyphens
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::- Casing
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::- Completeness
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::- Commas
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::- Diacritics
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::- Periods
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::- Spacing
  
When working with names, you should always key them exactly as you see them. For example, if Wm is written on the image, key Wm. It would not be appropriate to assume it is an abbreviation and enter William. Other name abbreviations to watch for are Jos for Joseph, Chas for Charles, Thos for Thomas, Jno for Jonathan, John, or Johann, and Jas for James, etc.  If there are abbreviated names with an apostrophe, for example Sam'l, key them as seen on the record.
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No additional characters should be introduced in keying, which do not appear on the image.
<br>
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<br>
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== How do I key names when they are given as Mr. and Mrs.?" ==
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=====Punctuation=====
When you have names on the record written as Mr. and Mrs Christopher Anderson the names should be entered as follows,
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<br>
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Prefix: Mr<br>
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Given Name: Christopher<br>
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Surname: Anderson<br>
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Spouse Given Name: empty<br>
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Spouse Surname: Anderson<br>
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Most projects will not have a Spouse Prefix field - if it does you would enter Mrs in that field.<br>
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<br>
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If you have a record that says Mr John Chen and Mrs Chen you would enter them as follows:<br>
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Prefix: Mr<br>
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Given Name: John<br>
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Surname: Chen<br>
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next record...<br>
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Prefix: Mrs<br>
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Given Name: empty<br>
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Surname: Chen<br>
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<br>
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Be mindful of unusual prefixes, such as ranks, when looking at a combination of names in order to determine how they should be entered.<br>
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== How do I enter middle names?  ==
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<blockquote><u>Apostrophes</u><br>
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Apostrophes (‘) are important and should be keyed if they clearly appear on the image. For example “Coeur d’Alene” “St John’s Wood”
  
Middle names should be entered in the Given Name field, after the given name.  
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Apostrophes should not be added in keying when not present on the image.</blockquote>
  
== How should prefixes and suffixes be entered?  ==
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<blockquote><u>Commas</u><br>
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Commas are important and should be keyed as seen when they are clearly present on the image. Commas should not be added in keying if they are not present on the image. For example, “St Thomas, Warwick” should be keyed as “St Thomas, Warwick” but “St Thomas Warwick” would be keyed as “St Thomas Warwick”.</blockquote>
  
Most projects include both a prefix and suffix field allowing for both to be keyed when they are present. <br><br>
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<blockquote><u>Hyphens</u><br>
In cases where a name is listed as Randolph, Jack, Baron of Friedmar and there are not prefix or suffix fields only the surname, ''Randolph'' and the Given name, ''Jack'' would be entered. If there are fields for the prefix and suffix you would enter Baron of Friedmar in the suffix field.&nbsp; <br>
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Hyphens (-) are important and should be keyed if they clearly appear on the image. For example “Wilkes-Barre” and “Winston-Salem”
In cases where the name is listed as Rev. John Smith, or John Smith, Jr, and there is not a prefix or suffix field the name should be entered with ''John&nbsp;''in the Given Name field and&nbsp;''Smith'' in the Surname field, without either prefix or suffix.&nbsp; If there are prefix and suffix fields you would key ''Rev'' in the prefix, and ''Jr'' in the suffix&nbsp;fields.&nbsp; <br>
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<br>
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If you encounter names such as William Bradley, Esq should Esq be entered as a suffix?  Yes, entries such as Esq, MD, JP, Sr, and III are all in the dictionary (drop down menu for the suffix field) and they should be entered as seen on the record.<br>
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<br>
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When it comes to titles keying knowing what to key can be tricky. Here are a few standards that will help you discern what should be keyed and which fields it should be keyed in.&nbsp; The first line is how the name appears on the record, and the second line shows how it should be keyed.  
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Hyphens should not be added in keying when not present on the image.</blockquote>
  
1. Prince Charles
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<blockquote><u>Periods</u><br>
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Periods ''may'' be keyed as seen. For example, “St. Paul” should be keyed as “St. Paul”. Periods should never be added in keying when they are not present on the image. When keying initials, they may be separated with periods, if periods are found on the image, but initials should ''otherwise'' be separated with a space. For example, “K.B. Ellsworth” ''could'' be keyed as "K.B. Ellsworth" and “KB Ellsworth” ''should'' be keyed as “K B Ellsworth”.</blockquote>
  
Prefix: Prince, Given Name: Charles
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=====Record Sequence=====
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Key records in the sequence that they are found on the image.
  
2. Charles Windsor, Prince of Wales
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If the image contains multiple columns, with unique records side by side, these records are generally to be keyed by column, top to bottom, starting with the left-most column first.
  
Given Name: Charles, Surname: Windsor, Suffix: Prince of Wales
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=====Spacing=====
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Spacing is important and should be keyed as seen. For example, “MacDonald” would be marked wrong if it was keyed as “Mac Donald” and “van Buren” would be marked wrong if it was keyed as “vanBuren”
  
3. Prince of Wales
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=====Special Characters/Diacritics=====
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Characters with diacritical marks, such as the German umlaut a (ä) or the Spanish tilde n (ñ), are to be keyed with the correct diacritic. Do not key the letter without the diacritic. Do not use punctuation or other marks to substitute for the correct diacritic. This rule applies to all fields.
  
Given Name: Prince of Wales
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To enter international characters, click the International characters icon located in the menu bar just above the form where data is entered. Once the International Characters window appears, click the character that you wish to enter, then select the Insert button.
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=====Duplicate Entries (Same name listed multiple times)=====
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If the same exact name is listed multiple times on a record generally you will only key the name once. The exception to this is if the name is a secondary name and is listed in reference to a different person. An example of this is keying the parents' names for each sibling listed in the London School Admissions. (In these cases F3 comes in handy to copy the information from the field above.)
  
4. Lady Stewart of Tullybody
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=====Multiple Spouses=====
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If there is an individual with multiple spouses but there is only one set of spouse name fields follow the instructions in the field help or Project Instructions on which to enter. If you do not find specific instructions enter the most recent spouse in the spouse name fields.
  
Given Name: Lady Stewart of Tullybody
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=====Abbreviated Names=====
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When working with names, you should always key them exactly as you see them. For example, if Wm is written on the image, key Wm. It would not be appropriate to assume it is an abbreviation and enter William. If there are abbreviated names with an apostrophe, for example Sam'l, key them as seen on the record.
  
5. Duke of Atholl (Sir John William Menses, Bart)
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=====Pull information from one image to key on another=====
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Unless specifically stated otherwise in the project instructions, information should not be pulled from one image to key on another.
  
Prefix: Sir, Given Name: John William, Surname: Menses, Suffix: Duke of Atholl
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=Field-Specific Standards=
  
6. Sir Robert Menzies of Castle Menzies
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=====Keying Age=====
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The age captured will be the age of the person at the time of the main event. Age is generally captured in the form of a numeral.
  
Prefix: Sir, Given Name: Robert, Surname: Menzies (“of Castle Menzies” is not part of the individuals name)  
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::- Valid ages include numeric digits between "0" and "120" or certain acceptable fractions for ages displayed in months only.
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::- If an age includes years, months, and/or days key only the years. For example, “10 years, 7 months” would be keyed as “10".
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::- If an age includes both a year and a fraction, key only the year. For example, “3 3/12” would be keyed as "3".
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::- If an age appears only in months, key age as a fraction. For example, “7 Months” would be keyed as “7/12” and “18 Months” would be keyed as "18/12".
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::- If an age is expressed in weeks, days, or hours, “0” (zero) should be keyed as the age. For example, “3 weeks” would be keyed as “0” and “8 weeks” would be keyed as “0”.
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::- If the entry states, “Minor” leave the Age field empty.
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::- If the record states that the individual is "in their 24th year" you would enter their age as 23. (Since they have not yet had their 24th birthday.)
  
&nbsp;
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=====Keying Date=====
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<blockquote><u>Days</u><br>
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Days will, in most cases, be a numeral between 1 and 31. There are times when the day will not have been recorded.
  
== How should Alias names be entered?  ==
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Whether a day is spelled out or in numerical form, it should be captured in its corresponding numerical form. For example, “Fifth” or “5th” or “05” or “5” would be keyed as “5”
  
Many forms have a section that list an alias for individuals. On form types that have alias names listed, the name should be entered in the Alias Given or Alias Surname fields. Typically aliases are found in parentheses but you may also see AKA to highlight an alias. For example, the name John (Johann) Smith (Schmitt) would be entered with John in the Given Name field, Smith in the Surname field and Johann in the Alias Given name field and Schmitt in the Alias Surname field.  
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In the U.S.A. dates are recorded in mm/dd/yyyy format while in the UK, and many other countries, the date is recorded in dd/mm/yyyy format.</blockquote>
  
<br>If the alias name applies to only the surname, then only key the alias into the Alias Surname field and leave the Alias Given Name field blank and vice versa.  
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<blockquote><u>Months</u><br>
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A dictionary will generally be provided for a month field.
  
<br>Finally, if there is more than one alias listed on the image and there is only one alias name field, you should only enter the first alias found on the record. The additional aliases should not be entered. If there is an alias name and there is not an alias name field on the form, the alias should not be entered. '''Additional lines should not be used for alias names.'''
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When a calendar month is spelled out, it should be captured from the dictionary using the abbreviation provided. For example, The English month “November” would be keyed as “Nov” and the French month “Février” would be captured as “Févr”.
  
== How should maiden names be entered?  ==
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If the month and corresponding abbreviation are unclear, key the month value as seen.</blockquote>
  
If you can determine that&nbsp;the record contains&nbsp;a maiden name please key both&nbsp;the maiden and married surnames - the name that appears first on the record should be entered in the Surname field and the name appearing second entered in the Alias Surname field.&nbsp; For example if the name is listed as Brenda&nbsp;Jones, nee Smith enter Jones in the Surname field and&nbsp;Smith in the Alias Surname field.&nbsp; Many records will have a maiden name column which will make it easy to determine what the maiden name is - if you are keying records that do not spell out&nbsp;what the maiden names are look for&nbsp;determinants such as nee, and fly(an abbreviation for formerly). If there is not an Alias Surname field key only the maiden name in the Surname field.
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<blockquote><u>Years</u><br>
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Years are generally 4 digits but can occasionally be 2 digits. There are also times when the year will be written out rather than in numerical form. This is more common in older records and records in different languages.  
  
== How do I key words that are not names, dates or locations?  ==
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Whether a year is spelled out or in numerical form, it should be captured in numerical form. For example, “Eighteen hundred and thirty-two” would be keyed as “1832.”
  
It’s best to use the list of suggested entries as you enter data from these fields. We put together common options from the time period or that are specific to a certain area, etc, so the list is very helpful as you determine what the record says, and in reading the handwriting. (This is especially true of non-English projects!) The list of suggested entries will appear as you begin to key the data.  
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If only two digits of a year are present on the image, then only those digits should be keyed unless the field help instructs otherwise.
  
== How do I key punctuation that appears in names? ==
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If there is a year range, and the year field help does not specify how to key the range, such as 1932-1933 key the first year in the date range.
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If there is a death date and an age on the record should we record the birth year? No, we do not calculate dates - only use the dates present on the records.</blockquote>
  
In cases where an apostrophe appears in a name such as O’Dell, key it exactly as you see it. The same rule applies when a hyphen appears in a name such as Brown-Smith. <br>
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<blockquote><u>Roman Numerals</u><br>
<br>
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When dates are represented by both Roman numerals and the Arabic or spelled-out numeral transliteration, the Roman numerals should be ignored. When Roman numerals are present in the absence of any Arabic or spelled-out numeral transliteration, key them as seen within the month, day, or year field they are meant to represent.</blockquote>
There are some names that appear to include an apostrophe which is really a superscript "c".  Instead of keying M'Cracken you would key it as McCracken. <br>
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<br>
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However, when initials appear, do not include the periods. For example, C.M. or Mrs. should be keyed as C M or Mrs and not include the punctuation. <br>
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<br>
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If there is a space in the name, such as Mc Kay, key the name as seen on the record.&nbsp; It will not affect the searchability if the name is entered with or without the space.
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<br>
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== How should punctuation be entered?  ==
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=====Keying Gender=====
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Gender will record whether a record is male or female and is sometimes recorded in a specific column or by using a keyword. It can also be captured by inference based on keywords that are language specific. The values will frequently be outlined in a provided dictionary and can also be captured using abbreviations, depending on the situation. Gender should not be inferred from the Given Name.
  
The majority of punctuation should be entered as you see it on the record with a few exceptions listed below.  
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If the image states that the wife is Male should I correct this? - No, the data should be entered how it appears on the image.
  
#Periods should not be keyed.
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=====Keying Names=====
#Ampersands should be translated as "and".
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There can be different persons on an image that can relate to a record, such as the main or “primary” person, a spouse, a mother, a father or a child.
  
== How should dates be entered?  ==
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<blockquote><u>Alias or Maiden Name</u><br>
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There are times when there can be more than one version of a name that has been recorded. Occasionally this can be an alternate spelling of the given name or surname. If an alias field has not been included in a project and alias names are found, the name should be ignored.
  
If the DAY appears as 04 on the record the date should be entered as 4.<br>
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Often aliases are found in parentheses but you may also see AKA to highlight an alias. For example, the name John '(Johann) Smith (Schmitt)' would be entered with 'John' in the Given Name field, 'Smith' in the Surname field and 'Johann' in the Alias Given name field and Schmitt in the Alias Surname field.
<br>
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In the U.S.A.&nbsp;dates are recorded in mm/dd/yyyy format while in the UK, and many other countries, the date is recorded in dd/mm/yyyy format. <br>
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If the record contains both a maiden and married surname, both the maiden and married surnames should be keyed when an Alias Surname field is present. For example: 'Brenda Jones, nee Smith,' would be entered with 'Jones' in the Surname field and 'Smith' in the Alias Surname field. 'Brenda Jones, fly Smith' would be keyed the same way, 'fly' being an abbreviation of 'formerly.'
<br>
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MONTHS are generally an exception to the key as seen rule and they should be entered with the 3 letter abbreviation. For example, if December is recorded on the image key it as Dec.  <br>
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<br>
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YEARS should be entered as 4-digit years when possible. If the year on the image is only 2 digits please try to determine what century the event occurred in. There is typically information on the image that will assist you in determining if it is 2008 vs 1008. If you are unable to determine the century please key the two digit year. If there is a year range, and the year field help does not specify how to key the range, such as 1932-1933 key the first year in the date range.  '''Follow field help for each project to determine how the year should be keyed.''' <br><br>
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If there is a death date and an age on the record should we record the birth year?  No, we do not calculate dates - only use the dates present on the records.
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If there is more than one alias listed on the image and there is only one alias name field, you should only enter the first alias found on the record. The additional aliases should not be entered.
  
== How should the gender be entered? ==
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Additional lines should not be used for alias names.</blockquote>
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<blockquote><u>Given and Middle Name</u><br>
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The given name is the first name or names of the person.
  
<br>Generally the full gender name should be enter, make selections from the list of suggested entries (male, female, unknown)<br><br>If the image states that the wife is Male should I correct this? - No, the data should be entered how it appears on the image.  
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Middle names should be keyed as part of the Given Name field. For example, if the first name appears as “Alex” and the middle name is “Theodore”, key “Alex Theodore” into the Given Name field.
  
== How should marital status be entered?  ==
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If there are multiple initials, separate the initials. The initials ''may'' be separated with periods, if periods are found on the image, but initials should ''otherwise'' be separated with a space. For example, “K.B. Ellsworth” ''could'' be keyed as "K.B. Ellsworth" and “KB Ellsworth” ''should'' be keyed as “K B Ellsworth”.
  
#If known, enter the full marital status name from the list of suggested entries (married, single, widowed, divorced, never married)
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When Given Name is missing: If there is no given name, ''but a surname is present'' and there is a word or phrase that describes the person in the field, such as “infant son”, “stillborn” or “daughter of John Brown”, that entire value should be keyed as seen into the Given Name field.
  
== How should locations be keyed?  ==
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Where there is no Given Name or Surname mentioned and no word or phrase in its place, leave the Given Name field blank.</blockquote>
  
1. If the image has an incomplete location and I know the county/state/province should I enter it?
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<blockquote><u>Military Ranks</u><br>
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Ranks are only keyed in the Prefix field if that instruction is given in the field help. Generally we will include a separate field for keying the rank if we would like it keyed.</blockquote>
  
:No, we do not want to infer information that is not found on the records we are keying. <br><br>
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<blockquote><u>Prefix and Suffix</u><br>
2. If the cards states American but the Field Help asks for the Birth country should I key in U.S.A.?
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Prefixes are values that precede the given name. If there is no prefix field provided, prefix should not be keyed.
:No, you should enter what is on the image. <br><br>
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3. If the country no longer exists should I enter the current name of the country?
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:No, you should key what is entered on the image. If the image states Prussia, Prussia is what should be entered not Germany. <br><br>
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4. Should abbreviations be entered as abbreviations or should they be expanded?
+
:Unless the Field Help states otherwise locations should be keyed as seen. Abbreviations that appear with punctuation would be keyed without the punctuation. For example, "G.B." would be keyed as "GB", "N Y" would be keyed as "N Y" and "AB" would be keyed as "AB".<br><br>
+
5. Should hyphens be keyed in locations?
+
:If the location has a hyphen in the image then we will key the hyphen. The same is true for apostrophes. <br><br>
+
6. If I know that the location is misspelled can I correct it?
+
:Unless the Field Help states otherwise, the location name '''should not be''' '''corrected''' but should be entered as it appears on the image.&nbsp; If the record states Jougoslavia you should key Jougoslavia. <br>
+
<br>
+
7. If there is a city and a country given on the record but only a general location or residence field, how should I enter it?
+
:Enter the city and country separated with a comma.  For example, "Paris, France".
+
:This is true for any broad Location field - separate each geographic area with a comma. 
+
::city, state
+
::city, county
+
::county, state
+
::state, country
+
<br>
+
8. If the record says Jackson County should I enter County?
+
:No, only enter the name of the county, "Jackson" - unless the field help states otherwise.  This is true whether you are entering the data into a general location field or a county field.
+
  
== How do I key the age?  ==
+
Suffixes are values that follow the surname, such as “Junior” or “Senior”. If there is no suffix field provided, the following common suffixes may be keyed into the surname field, following the surname: “Junior” “Jr” “Senior” “Sr”
  
When the age is in months, always key it in the format of months over 12. For example, if 8 months is recorded on the image enter 8/12. When the age is recorded in years, simply enter the number. <br>If the age is listed in days that total less then a month, such as 13 days, enter 0. Additionally, if the age is recorded in a format such as 6 y 3 m 2 d just key the year. In this example you can simply enter 6. <br><br>If the entry states, '''Minor''' should that be entered?
+
Note: Suffix values entered into surname fields will be separated out into their own fields in post processing. Only key the values shown above.</blockquote>
  
:No, only numbers should be entered in the Age field.<br>
+
::::<u>Examples</u><br>
<br>
+
::::- 'Randolph, Jack, Baron of Friedmar' should be keyed with 'Jack' in the Given Name field, 'Randolf' in the Surname field and 'Baron of Friedmar' in the suffix field.
If the record states that the individual is "in their 24th year" how should that be keyed?<br>
+
::::- 'Rev John Smith, Jr' should be keyed with 'Rev' in the Prefix field, 'John' in the Given Name field, 'Smith' in the Surname field, and 'Jr' in the Suffix field.
:In this situation the age would be entered as 23 since they have not yet had their 24th birthday.
+
::::- 'William Bradley, Esq' should be keyed with 'William' in the Given Name field, 'Bradley' in the Surname field and 'Esq' in the Suffix field.
  
== Should I include the&nbsp;? or * symbols when characters are unrecognizable?  ==
+
::::<u>Keying Titles</u><br>
 +
::::- 'Prince Charles' should be keyed with 'Prince' in the Prefix field and 'Charles' in the Given Name field.
 +
::::- 'Charles Windsor, Prince of Wales' should be keyed with 'Charles' in the Given Name field, 'Windsor' in the Surname field and 'Prince of Wales' as the Suffix.
 +
::::- 'Prince of Wales' should be keyed with 'Prince of Wales' in the Given Name field.
 +
::::- 'Lady Stewart of Tullybody' should be keyed with 'Lady Stewart of Tullybody' in the Given Name field.
 +
::::- 'Duke of Atholl (Sir John William Menses, Bart)' should be keyed with 'Sir' in the Prefix field, 'John William' in the Given Name field, 'Menses' in the Surname field and 'Duke of Atholl' in the Suffix field.
 +
::::- 'Sir Robert Menzies of Castle Menzies' should be keyed with 'Sir' in the Prefix field, 'Robert' in the Given Name field, 'Menzies' in the Surname field and 'Castle Menzies' should not be keyed as it is not a part of the name.
  
Yes, when there are letters that you cannot determine place ??, two question marks, in their place.<br>
+
::::<u>Mr. and Mrs.</u><br>
 +
::::'''Mr and Mrs Christopher Anderson' should be keyed as follows:''
 +
::::- Prefix: Mr
 +
::::- Given Name: Christopher
 +
::::- Surname: Anderson
 +
::::- Spouse Prefix: Mrs
 +
::::- Spouse Given Name: empty
 +
::::- Spouse Surname: Anderson
 +
::::Note: Many projects will not have a Spouse Prefix field
  
== How do I enter international characters?  ==
+
::::'''Mr John Chen and Mrs Chen' should be keyed as follows:''
 +
::::- Prefix: Mr
 +
::::- Given Name: John
 +
::::- Surname: Chen
 +
:::::''next record''
 +
::::- Prefix: Mrs
 +
::::- Given Name: empty
 +
::::- Surname: Chen
  
In some cases you'll need to enter international characters that are not found on your computer's keyboard. To enter the characters, click the International characters icon located in the menu bar just above the form where data is entered. Once the International Characters window appears, click the character that you wish to enter, then select the Insert button.  
+
<blockquote><u>Surname</u><br>
 +
The surname is the last name of the person. Depending on the type of record, the surname will be listed differently whether that is prominently at the beginning of the record, following the given name, somewhere in a paragraph or perhaps derived from a different person that is related to that record.</blockquote>
  
== Should I key crossed out data?  ==
+
=====Keying Place Names=====
 +
Places are the location where an event took place and can be comprised of multiple different levels (such as country, state and city). How these places appear will vary based on the record. Places can frequently be found on a very individual level but can also be found in the header of the image.
 +
 +
Place names should always be keyed as seen, unless the Wiki Article directs otherwise. When keying place names, all unique characters should also be preserved as they appear on the image, including less common forms of punctuation, like a colon ( : ), semi-colon ( ; ), slash ( / ), etc.
  
If information is crossed out without being replaced, key the crossed-out information. Otherwise, key the replacement information.<br>
+
::Q: If the image has an incomplete location and I know the county/state/province should I enter it?
If the crossed out information is a name and there is an Alias field enter the crossed out data as an alias.
+
::A: No, we do not want to infer information that is not found on the records we are keying.  
  
== Is it okay to type all in CAPS? ==
+
::Q: If the card states American but the Field Help asks for the Birth country should I key in U.S.A.?  
 +
::A: No, you should enter what is on the image.
  
Proper capitalization should be used when entering data from the images.&nbsp; The first letter of proper nouns (names of people and places) should be capitalized and the remainder of the name should be entered in lower case letters.  
+
::Q: Is NY acceptable or should it be changed to N Y ? Or is it keyed as seen?
 +
::A: Places should be keyed as seen, so NY on the image should be keyed as NY.
  
== Can I pull information from one image to key on another?  ==
+
::Q: If the country no longer exists should I enter the current name of the country?
 +
::A: No, you should key what is entered on the image. If the image states Prussia, Prussia is what should be entered not Germany.
  
Unless specifically stated otherwise in the project instructions, information '''should not''' be pulled from one image to key on another.  
+
::Q: If I know that the location is misspelled can I correct it?
 +
::A: Unless the Field Help states otherwise, the location name should not be corrected but should be entered as it appears on the image.  If the record states Jougoslavia you should key Jougoslavia.  
  
== What if the Project Instructions differ from the Keying Standards? ==
+
::Q: If there is a city and a country given on the record but the project only contains a general location or residence field, how should I enter it?
 +
::A: Enter it as seen on the record.
  
From time to time a project will have specific instructions that fall outside or make exceptions to the Keying Standards. In circumstances where this happens, the specific project instructions will supersede the Keying Standards and should be followed on that project only and not applied to other projects.
+
::Q: If the record says Jackson County should I enter County?
 +
::A: Yes, unless it is a County field it should be entered as seen on the record.

Latest revision as of 14:19, 5 February 2016

The following are keying standards for the Ancestry World Archives Project. Ancestry World Archives Keying Standards are general guidelines on how projects in AWAP should be keyed. If there are instances that are unclear or are not covered in the Wiki Article consult the Keying Standards. When the General Standards do not contain the answer, a questions should be asked.

Be aware of the possibility that some projects require special treatment. Special treatment might mean that the Wiki Article and the Keying Standards do not agree. In these scenarios, information in the Wiki Article trumps the Keying Standards for that particular project. However, do not apply project-specific instructions to other projects.

- If neither the Wiki Article nor the Keying Standards address a particular point, keyers should:
- Post a question to the Discussion Page in the Wiki Article.
- Post a question to the appropriate message board.
- Email the question to worldarchivesproject@ancestry.com

General Standards

Casing

Casing is important and should be keyed as seen. For example, “denning” should not be keyed as “Denning” and “DeAngelo” should not be keyed as “Deangelo”. Note: If the entry is in all uppercase lettering, it should not be keyed that way unless the Wiki Article says to. In this instance, key using proper casing.

Completeness

Fields should be keyed with all information that belongs together. For example, “St Martin in the Fields” would be wrong if it was keyed as only “St Martin” and “van de Kamp” would be wrong if it was keyed as “van Kamp”.

Crossed-Out Information

If information in a record has been crossed out and a correction has been written, key the correction. If no correction has been given, key as much of the crossed-out information as possible.

Dictionaries

Ancestry provides dictionaries for specific fields to assist in accurate keying. Dictionaries are only to be used for fields specified in the Wiki Article.

When a matching value is found in the dictionary, it should be used. If a value is not found in the dictionary, key the information as seen. Do not abbreviate or expand terms, unless instructed in the Wiki Article.

Ditto Information

Ditto marks are often used to indicate that the information is the same as in the preceding record. For example, the surname may be written once for the head of house while a ditto mark is used for other family members with the same surname. Dittos may also be used for dates, locations, and other field types.

The most common ditto mark is the double quotes ("). Another common ditto symbol, in English records, is the abbreviation for ditto, "do".

Do not key the ditto mark (“) or the abbreviation “do.” Key the correct information from the previous entry.

In some cases, other marks are used to indicate dittoed information. Other examples of ditto usage:

- Dash or hyphen (-)
- Single quote, hash mark, or tick mark, e.g. (')
- Vertical line drawn down through a column
- Blank space, where it is apparent from the layout that the information applies to subsequent records.

Caution: These other marks might also mean that the information is not known or does not apply. The Wiki Article may include instructions for recognizing other ditto marks.

Illegible Characters - ??

If one or more characters within a particular word are illegible, key all of the characters that are legible. Use double question marks (??) to represent the missing character or characters. If a word is entirely illegible, mark the field as illegible using ctrl-I or its corresponding button in the keying tool.

“Key as Seen”

Key as seen only when the Wiki Article instructs you to. When the instruction “key as seen” is given, it means that the following elements should be preserved:

- Apostrophes and hyphens
- Casing
- Completeness
- Commas
- Diacritics
- Periods
- Spacing

No additional characters should be introduced in keying, which do not appear on the image.

Punctuation
Apostrophes

Apostrophes (‘) are important and should be keyed if they clearly appear on the image. For example “Coeur d’Alene” “St John’s Wood”

Apostrophes should not be added in keying when not present on the image.
Commas
Commas are important and should be keyed as seen when they are clearly present on the image. Commas should not be added in keying if they are not present on the image. For example, “St Thomas, Warwick” should be keyed as “St Thomas, Warwick” but “St Thomas Warwick” would be keyed as “St Thomas Warwick”.
Hyphens

Hyphens (-) are important and should be keyed if they clearly appear on the image. For example “Wilkes-Barre” and “Winston-Salem”

Hyphens should not be added in keying when not present on the image.
Periods
Periods may be keyed as seen. For example, “St. Paul” should be keyed as “St. Paul”. Periods should never be added in keying when they are not present on the image. When keying initials, they may be separated with periods, if periods are found on the image, but initials should otherwise be separated with a space. For example, “K.B. Ellsworth” could be keyed as "K.B. Ellsworth" and “KB Ellsworth” should be keyed as “K B Ellsworth”.
Record Sequence

Key records in the sequence that they are found on the image.

If the image contains multiple columns, with unique records side by side, these records are generally to be keyed by column, top to bottom, starting with the left-most column first.

Spacing

Spacing is important and should be keyed as seen. For example, “MacDonald” would be marked wrong if it was keyed as “Mac Donald” and “van Buren” would be marked wrong if it was keyed as “vanBuren”

Special Characters/Diacritics

Characters with diacritical marks, such as the German umlaut a (ä) or the Spanish tilde n (ñ), are to be keyed with the correct diacritic. Do not key the letter without the diacritic. Do not use punctuation or other marks to substitute for the correct diacritic. This rule applies to all fields.

To enter international characters, click the International characters icon located in the menu bar just above the form where data is entered. Once the International Characters window appears, click the character that you wish to enter, then select the Insert button.

Duplicate Entries (Same name listed multiple times)

If the same exact name is listed multiple times on a record generally you will only key the name once. The exception to this is if the name is a secondary name and is listed in reference to a different person. An example of this is keying the parents' names for each sibling listed in the London School Admissions. (In these cases F3 comes in handy to copy the information from the field above.)

Multiple Spouses

If there is an individual with multiple spouses but there is only one set of spouse name fields follow the instructions in the field help or Project Instructions on which to enter. If you do not find specific instructions enter the most recent spouse in the spouse name fields.

Abbreviated Names

When working with names, you should always key them exactly as you see them. For example, if Wm is written on the image, key Wm. It would not be appropriate to assume it is an abbreviation and enter William. If there are abbreviated names with an apostrophe, for example Sam'l, key them as seen on the record.

Pull information from one image to key on another

Unless specifically stated otherwise in the project instructions, information should not be pulled from one image to key on another.

Field-Specific Standards

Keying Age

The age captured will be the age of the person at the time of the main event. Age is generally captured in the form of a numeral.

- Valid ages include numeric digits between "0" and "120" or certain acceptable fractions for ages displayed in months only.
- If an age includes years, months, and/or days key only the years. For example, “10 years, 7 months” would be keyed as “10".
- If an age includes both a year and a fraction, key only the year. For example, “3 3/12” would be keyed as "3".
- If an age appears only in months, key age as a fraction. For example, “7 Months” would be keyed as “7/12” and “18 Months” would be keyed as "18/12".
- If an age is expressed in weeks, days, or hours, “0” (zero) should be keyed as the age. For example, “3 weeks” would be keyed as “0” and “8 weeks” would be keyed as “0”.
- If the entry states, “Minor” leave the Age field empty.
- If the record states that the individual is "in their 24th year" you would enter their age as 23. (Since they have not yet had their 24th birthday.)
Keying Date
Days

Days will, in most cases, be a numeral between 1 and 31. There are times when the day will not have been recorded.

Whether a day is spelled out or in numerical form, it should be captured in its corresponding numerical form. For example, “Fifth” or “5th” or “05” or “5” would be keyed as “5”

In the U.S.A. dates are recorded in mm/dd/yyyy format while in the UK, and many other countries, the date is recorded in dd/mm/yyyy format.
Months

A dictionary will generally be provided for a month field.

When a calendar month is spelled out, it should be captured from the dictionary using the abbreviation provided. For example, The English month “November” would be keyed as “Nov” and the French month “Février” would be captured as “Févr”.

If the month and corresponding abbreviation are unclear, key the month value as seen.
Years

Years are generally 4 digits but can occasionally be 2 digits. There are also times when the year will be written out rather than in numerical form. This is more common in older records and records in different languages.

Whether a year is spelled out or in numerical form, it should be captured in numerical form. For example, “Eighteen hundred and thirty-two” would be keyed as “1832.”

If only two digits of a year are present on the image, then only those digits should be keyed unless the field help instructs otherwise.

If there is a year range, and the year field help does not specify how to key the range, such as 1932-1933 key the first year in the date range.

If there is a death date and an age on the record should we record the birth year? No, we do not calculate dates - only use the dates present on the records.
Roman Numerals
When dates are represented by both Roman numerals and the Arabic or spelled-out numeral transliteration, the Roman numerals should be ignored. When Roman numerals are present in the absence of any Arabic or spelled-out numeral transliteration, key them as seen within the month, day, or year field they are meant to represent.
Keying Gender

Gender will record whether a record is male or female and is sometimes recorded in a specific column or by using a keyword. It can also be captured by inference based on keywords that are language specific. The values will frequently be outlined in a provided dictionary and can also be captured using abbreviations, depending on the situation. Gender should not be inferred from the Given Name.

If the image states that the wife is Male should I correct this? - No, the data should be entered how it appears on the image.

Keying Names

There can be different persons on an image that can relate to a record, such as the main or “primary” person, a spouse, a mother, a father or a child.

Alias or Maiden Name

There are times when there can be more than one version of a name that has been recorded. Occasionally this can be an alternate spelling of the given name or surname. If an alias field has not been included in a project and alias names are found, the name should be ignored.

Often aliases are found in parentheses but you may also see AKA to highlight an alias. For example, the name John '(Johann) Smith (Schmitt)' would be entered with 'John' in the Given Name field, 'Smith' in the Surname field and 'Johann' in the Alias Given name field and Schmitt in the Alias Surname field.

If the record contains both a maiden and married surname, both the maiden and married surnames should be keyed when an Alias Surname field is present. For example: 'Brenda Jones, nee Smith,' would be entered with 'Jones' in the Surname field and 'Smith' in the Alias Surname field. 'Brenda Jones, fly Smith' would be keyed the same way, 'fly' being an abbreviation of 'formerly.'

If there is more than one alias listed on the image and there is only one alias name field, you should only enter the first alias found on the record. The additional aliases should not be entered.

Additional lines should not be used for alias names.
Given and Middle Name

The given name is the first name or names of the person.

Middle names should be keyed as part of the Given Name field. For example, if the first name appears as “Alex” and the middle name is “Theodore”, key “Alex Theodore” into the Given Name field.

If there are multiple initials, separate the initials. The initials may be separated with periods, if periods are found on the image, but initials should otherwise be separated with a space. For example, “K.B. Ellsworth” could be keyed as "K.B. Ellsworth" and “KB Ellsworth” should be keyed as “K B Ellsworth”.

When Given Name is missing: If there is no given name, but a surname is present and there is a word or phrase that describes the person in the field, such as “infant son”, “stillborn” or “daughter of John Brown”, that entire value should be keyed as seen into the Given Name field.

Where there is no Given Name or Surname mentioned and no word or phrase in its place, leave the Given Name field blank.
Military Ranks
Ranks are only keyed in the Prefix field if that instruction is given in the field help. Generally we will include a separate field for keying the rank if we would like it keyed.
Prefix and Suffix

Prefixes are values that precede the given name. If there is no prefix field provided, prefix should not be keyed.

Suffixes are values that follow the surname, such as “Junior” or “Senior”. If there is no suffix field provided, the following common suffixes may be keyed into the surname field, following the surname: “Junior” “Jr” “Senior” “Sr”

Note: Suffix values entered into surname fields will be separated out into their own fields in post processing. Only key the values shown above.
Examples
- 'Randolph, Jack, Baron of Friedmar' should be keyed with 'Jack' in the Given Name field, 'Randolf' in the Surname field and 'Baron of Friedmar' in the suffix field.
- 'Rev John Smith, Jr' should be keyed with 'Rev' in the Prefix field, 'John' in the Given Name field, 'Smith' in the Surname field, and 'Jr' in the Suffix field.
- 'William Bradley, Esq' should be keyed with 'William' in the Given Name field, 'Bradley' in the Surname field and 'Esq' in the Suffix field.
Keying Titles
- 'Prince Charles' should be keyed with 'Prince' in the Prefix field and 'Charles' in the Given Name field.
- 'Charles Windsor, Prince of Wales' should be keyed with 'Charles' in the Given Name field, 'Windsor' in the Surname field and 'Prince of Wales' as the Suffix.
- 'Prince of Wales' should be keyed with 'Prince of Wales' in the Given Name field.
- 'Lady Stewart of Tullybody' should be keyed with 'Lady Stewart of Tullybody' in the Given Name field.
- 'Duke of Atholl (Sir John William Menses, Bart)' should be keyed with 'Sir' in the Prefix field, 'John William' in the Given Name field, 'Menses' in the Surname field and 'Duke of Atholl' in the Suffix field.
- 'Sir Robert Menzies of Castle Menzies' should be keyed with 'Sir' in the Prefix field, 'Robert' in the Given Name field, 'Menzies' in the Surname field and 'Castle Menzies' should not be keyed as it is not a part of the name.
Mr. and Mrs.
'Mr and Mrs Christopher Anderson' should be keyed as follows:
- Prefix: Mr
- Given Name: Christopher
- Surname: Anderson
- Spouse Prefix: Mrs
- Spouse Given Name: empty
- Spouse Surname: Anderson
Note: Many projects will not have a Spouse Prefix field
'Mr John Chen and Mrs Chen' should be keyed as follows:
- Prefix: Mr
- Given Name: John
- Surname: Chen
next record
- Prefix: Mrs
- Given Name: empty
- Surname: Chen
Surname
The surname is the last name of the person. Depending on the type of record, the surname will be listed differently whether that is prominently at the beginning of the record, following the given name, somewhere in a paragraph or perhaps derived from a different person that is related to that record.
Keying Place Names

Places are the location where an event took place and can be comprised of multiple different levels (such as country, state and city). How these places appear will vary based on the record. Places can frequently be found on a very individual level but can also be found in the header of the image.

Place names should always be keyed as seen, unless the Wiki Article directs otherwise. When keying place names, all unique characters should also be preserved as they appear on the image, including less common forms of punctuation, like a colon ( : ), semi-colon ( ; ), slash ( / ), etc.

Q: If the image has an incomplete location and I know the county/state/province should I enter it?
A: No, we do not want to infer information that is not found on the records we are keying.
Q: If the card states American but the Field Help asks for the Birth country should I key in U.S.A.?
A: No, you should enter what is on the image.
Q: Is NY acceptable or should it be changed to N Y ? Or is it keyed as seen?
A: Places should be keyed as seen, so NY on the image should be keyed as NY.
Q: If the country no longer exists should I enter the current name of the country?
A: No, you should key what is entered on the image. If the image states Prussia, Prussia is what should be entered not Germany.
Q: If I know that the location is misspelled can I correct it?
A: Unless the Field Help states otherwise, the location name should not be corrected but should be entered as it appears on the image. If the record states Jougoslavia you should key Jougoslavia.
Q: If there is a city and a country given on the record but the project only contains a general location or residence field, how should I enter it?
A: Enter it as seen on the record.
Q: If the record says Jackson County should I enter County?
A: Yes, unless it is a County field it should be entered as seen on the record.