World Archives Project: Appointments of U. S. Postmasters, 1832-1971

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'''About this project'''
'''About this project'''
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==Need help keying this project?==
==Need help keying this project?==
[http://www.ancestry.com/wiki/index.php?title=World_Archives_Keying_Standards World Archives Keying Standards]
[http://www.ancestry.com/wiki/index.php?title=World_Archives_Keying_Standards World Archives Keying Standards]
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<br>Please be sure to check on 2 page images for left and right sides of page.
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<br>
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Do NOT add a section unless the COUNTY changes. I have only seen county changes on the wide one page images.
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[[{{TALKPAGENAME}}|Discussion Page]]
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<br>
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[http://boards.ancestry.com/wap.usrecordsother/mb.ashx US Records - Other Message Board]
 +
<br><br>
 +
Year - Key years AS SEEN. It may be 2 or 4 digits.
 +
<br>
 +
2 page images - Check for left and right sides of page.
 +
<br>
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Do NOT add a section unless the COUNTY changes.
 +
<br>
 +
Key state as seen. If shown as Ga, Ga is what should be keyed. Illinois is not showing in the dictionary so key Illinois and f7 to accept.  
<br><br>
<br><br>
'''Project-specific sample images and form field help:'''
'''Project-specific sample images and form field help:'''
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=NARA Microfilm Target Page=
=NARA Microfilm Target Page=
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[[File:AWAP 30439 - 30439 065390-00007.jpg|350px|thumb|left|NARA Microfilm Target Pages have the words "National Archives Microfilm Publications" written accross the top and bottom. There are several different types of these target images. However, there are only two that we will be keying from: 1) Image that contains the Volume Number and Year Range 2) Image that contains the State and County. Only these two different types of images should be classified as "NARA Microfilm Target Page". All other target images should be classified as "Cover page, Section header, etc." under the "No Information to Key" section.|NARA Microfilm Target Pages have the words "National Archives Microfilm Publications" written accross the top and bottom. There are several different types of these target images. However, there are only two that we will be keying from: 1) Image that contains the Volume Number and Year Range 2) Image that contains the State and County. Only these two different types of images should be classified as "NARA Microfilm Target Page". All other target images should be classified as <span style="color:green">"Cover page, Section header, etc." <span> under the "No Information to Key" section.]]
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[[File:AWAP 30439 - 30439 065390-00007.jpg]]
 +
<br><br><br>
 +
 
 +
 
 +
NARA Microfilm Target Pages have the words "National Archives Microfilm Publications" written accross the top and bottom. There are several different types of these target images. However, there are only two that we will be keying from: 1) Image that contains the Volume Number and Year Range 2) Image that contains the State and County. Only these two different types of images should be classified as "NARA Microfilm Target Page". All other target images should be classified as "Cover page, Section header, etc." under the "No Information to Key" section.|NARA Microfilm Target Pages have the words "National Archives Microfilm Publications" written accross the top and bottom. There are several different types of these target images. However, there are only two that we will be keying from: 1) Image that contains the Volume Number and Year Range 2) Image that contains the State and County. Only these two different types of images should be classified as "NARA Microfilm Target Page". All other target images should be classified as "Cover page, Section header, etc."  
====State====
====State====
-
Capture the State or Territory from&nbsp;the middle of the NARA Target Microfilm Page. Use the provided dictionary to assist you, but otherwise, key as seen.On the Target Microfilm image, if both a state and territory are listed, and they are for the same state (ex. "Arizona" and "Arizona Territory", then just key "Arizona" into the state field. If two different states or territories are listed, then create a new section so that you can create a new header, and key both entries.Copy the state down to subsequent images within your image set until you see differing information.
+
Capture the State or Territory from&nbsp;the middle of the NARA Target Microfilm Page. Use the provided dictionary to assist you, but otherwise, key as seen. On the Target Microfilm image, if both a state and territory are listed, and they are for the same state (ex. "Arizona" and "Arizona Territory", then just key "Arizona" into the state field. If two different states or territories are listed, then create a new section so that you can create a new header, and key both entries. Copy the state down to subsequent images within your image set until you see differing information.
<br>
<br>
-
[http://c.mfcreative.com/i/akt/projecthelp/30439/30439_065390-00007-self_residence_place_state.jpg See Example]
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'''Do not key a state if there is not one showing.'''
-
====County====
+
-
Capture the county from the middle of the NARA Target Microfilm page. Do not key a county if there is not one showing.
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<br>
<br>
-
[http://c.mfcreative.com/i/akt/projecthelp/30439/30439_065390-00007-self_residence_place_county.jpg See Example]
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====County====
-
 
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Capture the county from the middle of the NARA Target Microfilm page. '''Do not key a county if there is not one showing.'''<br>
====Volume Number====
====Volume Number====
Key the volume number from the middle of the NARA Target Microfilm images. Do not key roll number.
Key the volume number from the middle of the NARA Target Microfilm images. Do not key roll number.
<br>
<br>
-
[http://c.mfcreative.com/i/akt/projecthelp/30439/30439_065390-00007-general_volume_number.jpg See Example]
 
-
 
====Volume Year Range====
====Volume Year Range====
Enter the year range from the middle of the NARA Target Microfilm images. Capture just the years; do not enter things such as "ca." or "approx." Expand year ranges written such as "1832-42" to "1832-1842".  
Enter the year range from the middle of the NARA Target Microfilm images. Capture just the years; do not enter things such as "ca." or "approx." Expand year ranges written such as "1832-42" to "1832-1842".  
<br>
<br>
-
[http://c.mfcreative.com/i/akt/projecthelp/30439/30439_065390-00007-general_year_range.jpg See Example]
 
-
 
====Post Office Locality====
====Post Office Locality====
On the NARA Microfilm Target Pages, key the post office if given on the same page as the state and county. We do not expect this to happen very often.  
On the NARA Microfilm Target Pages, key the post office if given on the same page as the state and county. We do not expect this to happen very often.  
<br>
<br>
-
[http://c.mfcreative.com/i/akt/projecthelp/30439/30439_065390-00007-self_residence_place_countryregion.jpg See Example]
 
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<br style="clear:both">
 
=Register Page=
=Register Page=
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<gallery style = "float:right" widths=600 heights =220 perrow =1 caption ="There are two types of Register Pages that list the appointments of postmasters. There is a 2-page form that you will key left page and then right page; the other is a 1- page that spans across the page. Please be sure on the 1-page that spans across the page that you check your dates. These dates will start with most recent and end with the latest date.">
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<gallery style = "float:right" widths=600 heights =220 perrow =1 caption ="There are two types of Register Pages that list the appointments of postmasters. There is a 2-page form that you will key left page and then right page; the other is a 1- page that spans across the page. Please be sure on the 1-page that spans across the page that you check your dates. These dates will start with the earliest and end with the latest date.">
File:Postmaster2Page.jpg
File:Postmaster2Page.jpg
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File:1PagePostmasterREVISED.jpg
 
</gallery>
</gallery>
====State====
====State====
-
Capture the State or Territory from the header area of the register page. Use the provided dictionary to assist you, but otherwise, key as seen.Copy the state down to subsequent images within your image set until you see differing information.
+
Capture the State or Territory from the header area of the register page. Use the provided dictionary to assist you, but otherwise, key as seen. Copy the state down to subsequent images within your image set until you see differing information.
-
<br>
+
-
[http://c.mfcreative.com/i/akt/projecthelp/30439/30439_065389-00013-self_residence_place_state.jpg See Example]
+
-
 
+
====County====
====County====
-
Capture the county from the header area of the Register page or&nbsp;from the the appropriate column on the Register page. If the County is found in a column of a register page instead of in the header, create a new section so that you can enter a new header, if the county changes within the page.If the words "Unknown Counties" is given, key "Unknown" into the&nbsp;County field.Copy the&nbsp;County down to subsequent images within your image set until you see differing information.
+
Capture the county from the header area of the Register page or&nbsp;from the the appropriate column on the Register page. If the County is found in a column of a register page instead of in the header, create a new section so that you can enter a new header, if the county changes within the page. If the words "Unknown Counties" is given, key "Unknown" into the&nbsp;County field. Copy the&nbsp;County down to subsequent images within your image set until you see differing information.
<br>
<br>
-
[http://c.mfcreative.com/i/akt/projecthelp/30439/30439_065389-00013-self_residence_place_county.jpg See Example]
 
-
 
====Post Office Locality====
====Post Office Locality====
Key the Post Office location from either (1) the header area of the register or (2) the appropriate column in the register. If the post office is listed in the header, please copy down the name of the post office to all records on the page, or until another post office name is provided. On the NARA Microfilm Target Pages, key the post office if given on the same page as the state and county. We do not expect this to happen very often.  
Key the Post Office location from either (1) the header area of the register or (2) the appropriate column in the register. If the post office is listed in the header, please copy down the name of the post office to all records on the page, or until another post office name is provided. On the NARA Microfilm Target Pages, key the post office if given on the same page as the state and county. We do not expect this to happen very often.  
<br>
<br>
-
[http://c.mfcreative.com/i/akt/projecthelp/30439/30439_065389-00013-self_residence_place_countryregion.jpg See Example]
 
-
 
====Postmaster Prefix====
====Postmaster Prefix====
Key any titles before the Given name of the Postmaster, such as "Dr", "Rev", "Mr" or "Mrs", using&nbsp;the provided&nbsp;dictionary&nbsp;for assistance. If a prefix does not appear in a dictionary then key the prefix as seen. Create a new record for each entry in the register, even if the Postmaster is the same on several lines. Likewise, in the cases where there is one line per post office and there are multiple postmasters listed for that post office, create a new record for each postmaster and&nbsp;apply the appropriate post office information to each individual.  
Key any titles before the Given name of the Postmaster, such as "Dr", "Rev", "Mr" or "Mrs", using&nbsp;the provided&nbsp;dictionary&nbsp;for assistance. If a prefix does not appear in a dictionary then key the prefix as seen. Create a new record for each entry in the register, even if the Postmaster is the same on several lines. Likewise, in the cases where there is one line per post office and there are multiple postmasters listed for that post office, create a new record for each postmaster and&nbsp;apply the appropriate post office information to each individual.  
<br>
<br>
-
[http://c.mfcreative.com/i/akt/projecthelp/30439/30439_065389-00013-self_empty_name_prefix.jpg See Example]
 
-
 
====Postmaster Given====
====Postmaster Given====
-
Key the first name or initial and any middle names of the&nbsp;Postmaster, using the provided dictionary&nbsp;for assistance. If a name does not appear in the dictionary then key the name as seen.Create a new record for each entry in the register, even if the Postmaster is the same on several lines. Likewise, in the cases where there is one line per post office and there are multiple postmasters listed for that post office, create a new record for each postmaster and&nbsp;apply the appropriate post office information to each individual.  
+
Key the first name or initial and any middle names of the&nbsp;Postmaster, using the provided dictionary&nbsp;for assistance. If a name does not appear in the dictionary then key the name as seen. '''Create a new record for each entry in the register, even if the Postmaster is the same on several lines. If there are multiple dates listed for the same postmaster - in the same entry- key the first date listed.  DO NOT key a new record when there are multiple dates listed for one postmaster.''' 
-
<br>
+
<br><br>
-
[http://c.mfcreative.com/i/akt/projecthelp/30439/30439_065389-00013-self_empty_name_given.jpg See Example]
+
Likewise, in the cases where there is one line per post office and there are multiple postmasters listed for that post office, create a new record for each postmaster and&nbsp;apply the appropriate post office information to each individual.  
====Postmaster Surname====
====Postmaster Surname====
-
Capture the Surname of the Postmaster using the dictionary provided for assistance. If the surname does not appear in the dictionary then key the surname as seen.Create a new record for each entry in the register, even if the Postmaster is the same on several lines. Likewise, in the cases where there is one line per post office and there are multiple postmasters listed for that post office, create a new record for each postmaster and&nbsp;apply the appropriate post office information to each individual.  
+
Capture the Surname of the Postmaster using the dictionary provided for assistance. If the surname does not appear in the dictionary then key the surname as seen. '''Create a new record for each entry in the register, even if the Postmaster is the same on several lines. If there are multiple dates listed for the same postmaster - in the same entry- key the first date listed.  DO NOT key a new record when there are multiple dates listed for one postmaster.''' 
 +
<br><br>
 +
Likewise, in the cases where there is one line per post office and there are multiple postmasters listed for that post office, create a new record for each postmaster and&nbsp;apply the appropriate post office information to each individual.  
<br>
<br>
-
[http://c.mfcreative.com/i/akt/projecthelp/30439/30439_065389-00013-self_empty_name_surname.jpg See Example]
 
-
 
====Postmaster Suffix====
====Postmaster Suffix====
Key all titles, such as "Jr" or "III", following the surname of the&nbsp;Postmaster&nbsp;using&nbsp;the provided&nbsp;dictionary&nbsp;for assistance. If a suffix does not appear in a dictionary then key the suffix as seen.Create a new record for each entry in the register, even if the Postmaster is the same on several lines. Likewise, in the cases where there is one line per post office and there are multiple postmasters listed for that post office, create a new record for each postmaster and&nbsp;apply the appropriate post office information to each individual.  
Key all titles, such as "Jr" or "III", following the surname of the&nbsp;Postmaster&nbsp;using&nbsp;the provided&nbsp;dictionary&nbsp;for assistance. If a suffix does not appear in a dictionary then key the suffix as seen.Create a new record for each entry in the register, even if the Postmaster is the same on several lines. Likewise, in the cases where there is one line per post office and there are multiple postmasters listed for that post office, create a new record for each postmaster and&nbsp;apply the appropriate post office information to each individual.  
<br>
<br>
-
[http://c.mfcreative.com/i/akt/projecthelp/30439/30439_065389-00013-self_empty_name_suffix.jpg See Example]
 
====Appointment Day====
====Appointment Day====
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Key the Day portion of the Date, using the following rules to determine which Date to key:(1) If only one date is given for a person, key from that date.(2) If columns are not titled and multiple dates are given on one line for the same person, key from the first date written for that person.(3) If columns are titled and multiple dates are given on one line for the same person please follow the following order: Key the date labeled as "Confirmed". If "Confirmed" date is not given, key from the "Commission Signed and Mailed" date. If "Commission Signed and Mailed" date is not given, key the "Assumed Charge" date. If "Assumed Charge" date is not given, key the "Recess or Acting" date. If "Recess or Acting" date is not given, key the "Nomination" date.If none of these guidelines can be followed for keying the date, please post a question to us.
+
Key the Day portion of the Date, using the following rules to determine which Date to key:
 +
<br>
 +
(1) If only one date is given for a person, key from that date.
 +
<br>
 +
(2) '''If columns are not titled and multiple dates are given on one line for the same person, key the first date written for that person.'''<br>
 +
(3) If columns are titled and multiple dates are given on one line for the same person please follow the following order:  
 +
<br><br>
 +
Key the date labeled as "Confirmed".  
 +
<br>
 +
If "Confirmed" date is not given, key from the "Commission Signed and Mailed" date.  
 +
<br>
 +
If "Commission Signed and Mailed" date is not given, key the "Assumed Charge" date.  
 +
<br>
 +
If "Assumed Charge" date is not given, key the "Recess or Acting" date.  
 +
<br>
 +
If "Recess or Acting" date is not given, key the "Nomination" date.
 +
<br>
 +
If none of these guidelines can be followed for keying the date, please post a question to us.
Note: Please be sure to check the list of preferred dates to use in order. "Confirmed" date is the preferred one,  
Note: Please be sure to check the list of preferred dates to use in order. "Confirmed" date is the preferred one,  
Line 98: Line 108:
:    5. Nomination date
:    5. Nomination date
:    6. If only one date, use that date  
:    6. If only one date, use that date  
-
If there are no columns, key the first most recent date.  
+
If there are no columns, key the first written date.  
<br>P=Appointed by the President, P&S=Appointed and Confirmed by the Senate
<br>P=Appointed by the President, P&S=Appointed and Confirmed by the Senate
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<br>If you see P and P&S, key the P date, which would be the most recent date.
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<br>If you see P and P&S, key the P date, which should be the first written date.
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+
-
[http://c.mfcreative.com/i/akt/projecthelp/30439/30439_065389-00013-self_other_date_day.jpg See Example]
+
-
 
+
====Appointment Month====
====Appointment Month====
-
Key the&nbsp;Month portion of the Date, using the following rules to determine which Date to key. Enter the name of the month in full, even if listed numerically or as an abbreviation on the record.(1) If only one date is given for a person, key from that date.(2) If columns are not titled and multiple dates are given on one line for the same person, key from the first date written for that person.(3) If columns are titled and multiple dates are given on one line for the same person please follow the following order: Key the date labeled as "Confirmed". If "Confirmed" date is not given, key from the "Commission Signed and Mailed" date. If "Commission Signed and Mailed" date is not given, key the "Assumed Charge" date. If "Assumed Charge" date is not given, key the "Recess or Acting" date. If "Recess or Acting" date is not given, key the "Nomination" date.If none of these guidelines can be followed for keying the date, please post a question to us.
+
Key the Month portion of the Date in full, using the following rules to determine which Date to key:
 +
<br>
 +
(1) If only one date is given for a person, key from that date.
 +
<br>
 +
(2) If columns are not titled and multiple dates are given on one line for the same person, key the first date written for that person.
 +
<br>
 +
(3) If columns are titled and multiple dates are given on one line for the same person please follow the following order:  
 +
<br><br>
 +
Key the date labeled as "Confirmed".  
 +
<br>
 +
If "Confirmed" date is not given, key from the "Commission Signed and Mailed" date.  
 +
<br>
 +
If "Commission Signed and Mailed" date is not given, key the "Assumed Charge" date.  
 +
<br>
 +
If "Assumed Charge" date is not given, key the "Recess or Acting" date.  
 +
<br>
 +
If "Recess or Acting" date is not given, key the "Nomination" date.
 +
<br>
 +
If none of these guidelines can be followed for keying the date, please post a question to us.
<br>
<br>
-
[http://c.mfcreative.com/i/akt/projecthelp/30439/30439_065389-00013-self_other_date_month.jpg See Example]
 
====Appointment Year====
====Appointment Year====
-
Key the '''two''' or '''four''' digit number designation as the Year portion of the Date. '''Key as seen'''. Use the following rules to determine which Date to key:(1) If only one date is given for a person, key from that date.(2) If columns are not titled and multiple dates are given on one line for the same person, key from the first date written for that person.(3) If columns are titled and multiple dates are given on one line for the same person please follow the following order: Key the date labeled as "Confirmed". If "Confirmed" date is not given, key from the "Commission Signed and Mailed" date. If "Commission Signed and Mailed" date is not given, key the "Assumed Charge" date. If "Assumed Charge" date is not given, key the "Recess or Acting" date. If "Recess or Acting" date is not given, key the "Nomination" date.If none of these guidelines can be followed for keying the date, please post a question to us.
+
Key the <span style="color: red;">'''two''' or '''four'''</span> digit number designation as the Year portion of the Date. '''Key as seen'''. Use the following rules to determine which Date to key:<br>
 +
(1) If only one date is given for a person, key from that date.
<br>
<br>
-
[http://c.mfcreative.com/i/akt/projecthelp/30439/30439_065389-00013-self_other_date_year.jpg See Example]
+
(2) If columns are not titled and multiple dates are given on one line for the same person, key the first date written for that person.
 +
<br>
 +
(3) If columns are titled and multiple dates are given on one line for the same person please follow the following order:  
<br><br>
<br><br>
 +
Key the date labeled as "Confirmed".
 +
<br>
 +
If "Confirmed" date is not given, key from the "Commission Signed and Mailed" date.
 +
<br>
 +
If "Commission Signed and Mailed" date is not given, key the "Assumed Charge" date.
 +
<br>
 +
If "Assumed Charge" date is not given, key the "Recess or Acting" date.
 +
<br>
 +
If "Recess or Acting" date is not given, key the "Nomination" date.
 +
<br>
 +
Use the following rules to determine which Date to key:(1) If only one date is given for a person, key from that date.(2) If columns are not titled and multiple dates are given on one line for the same person, key from the first date written for that person.(3) If columns are titled and multiple dates are given on one line for the same person please follow the following order: Key the date labeled as "Confirmed". If "Confirmed" date is not given, key from the "Commission Signed and Mailed" date. If "Commission Signed and Mailed" date is not given, key the "Assumed Charge" date. If "Assumed Charge" date is not given, key the "Recess or Acting" date. If "Recess or Acting" date is not given, key the "Nomination" date.
 +
<br>
 +
If none of these guidelines can be followed for keying the date, please post a question to us.
 +
<br>
 +
 +
=Cover Pages=
 +
 +
[[Category:World Archives Projects]]

Revision as of 19:52, 26 February 2013

About this project

This collection contains the Post Office Department's record of appointment of postmasters, covering approximately 1832-1971. The records are generally organized by state (or territory), and thereafter alphabetically by county (or parish or district) and then post office.

Information recorded in these documents includes:

  • Dates of establishment and discontinuance of post offices
  • Changes in names of post offices
  • Names and appointment dates of postmasters
  • Names of post offices to which mail from discontinued offices was sent
  • Dates of Presidential appointments of postmasters and their confirmation dates by the Senate


Contents

Need help keying this project?

World Archives Keying Standards
Discussion Page
US Records - Other Message Board

Year - Key years AS SEEN. It may be 2 or 4 digits.
2 page images - Check for left and right sides of page.
Do NOT add a section unless the COUNTY changes.
Key state as seen. If shown as Ga, Ga is what should be keyed. Illinois is not showing in the dictionary so key Illinois and f7 to accept.

Project-specific sample images and form field help:

Choose a sample image from below to see the corresponding form field examples.
NARA Microfilm Target Page
Register Page

NARA Microfilm Target Page

File:AWAP 30439 - 30439 065390-00007.jpg



NARA Microfilm Target Pages have the words "National Archives Microfilm Publications" written accross the top and bottom. There are several different types of these target images. However, there are only two that we will be keying from: 1) Image that contains the Volume Number and Year Range 2) Image that contains the State and County. Only these two different types of images should be classified as "NARA Microfilm Target Page". All other target images should be classified as "Cover page, Section header, etc." under the "No Information to Key" section.|NARA Microfilm Target Pages have the words "National Archives Microfilm Publications" written accross the top and bottom. There are several different types of these target images. However, there are only two that we will be keying from: 1) Image that contains the Volume Number and Year Range 2) Image that contains the State and County. Only these two different types of images should be classified as "NARA Microfilm Target Page". All other target images should be classified as "Cover page, Section header, etc."

State

Capture the State or Territory from the middle of the NARA Target Microfilm Page. Use the provided dictionary to assist you, but otherwise, key as seen. On the Target Microfilm image, if both a state and territory are listed, and they are for the same state (ex. "Arizona" and "Arizona Territory", then just key "Arizona" into the state field. If two different states or territories are listed, then create a new section so that you can create a new header, and key both entries. Copy the state down to subsequent images within your image set until you see differing information.
Do not key a state if there is not one showing.

County

Capture the county from the middle of the NARA Target Microfilm page. Do not key a county if there is not one showing.

Volume Number

Key the volume number from the middle of the NARA Target Microfilm images. Do not key roll number.

Volume Year Range

Enter the year range from the middle of the NARA Target Microfilm images. Capture just the years; do not enter things such as "ca." or "approx." Expand year ranges written such as "1832-42" to "1832-1842".

Post Office Locality

On the NARA Microfilm Target Pages, key the post office if given on the same page as the state and county. We do not expect this to happen very often.

Register Page

State

Capture the State or Territory from the header area of the register page. Use the provided dictionary to assist you, but otherwise, key as seen. Copy the state down to subsequent images within your image set until you see differing information.

County

Capture the county from the header area of the Register page or from the the appropriate column on the Register page. If the County is found in a column of a register page instead of in the header, create a new section so that you can enter a new header, if the county changes within the page. If the words "Unknown Counties" is given, key "Unknown" into the County field. Copy the County down to subsequent images within your image set until you see differing information.

Post Office Locality

Key the Post Office location from either (1) the header area of the register or (2) the appropriate column in the register. If the post office is listed in the header, please copy down the name of the post office to all records on the page, or until another post office name is provided. On the NARA Microfilm Target Pages, key the post office if given on the same page as the state and county. We do not expect this to happen very often.

Postmaster Prefix

Key any titles before the Given name of the Postmaster, such as "Dr", "Rev", "Mr" or "Mrs", using the provided dictionary for assistance. If a prefix does not appear in a dictionary then key the prefix as seen. Create a new record for each entry in the register, even if the Postmaster is the same on several lines. Likewise, in the cases where there is one line per post office and there are multiple postmasters listed for that post office, create a new record for each postmaster and apply the appropriate post office information to each individual.

Postmaster Given

Key the first name or initial and any middle names of the Postmaster, using the provided dictionary for assistance. If a name does not appear in the dictionary then key the name as seen. Create a new record for each entry in the register, even if the Postmaster is the same on several lines. If there are multiple dates listed for the same postmaster - in the same entry- key the first date listed. DO NOT key a new record when there are multiple dates listed for one postmaster.

Likewise, in the cases where there is one line per post office and there are multiple postmasters listed for that post office, create a new record for each postmaster and apply the appropriate post office information to each individual.

Postmaster Surname

Capture the Surname of the Postmaster using the dictionary provided for assistance. If the surname does not appear in the dictionary then key the surname as seen. Create a new record for each entry in the register, even if the Postmaster is the same on several lines. If there are multiple dates listed for the same postmaster - in the same entry- key the first date listed. DO NOT key a new record when there are multiple dates listed for one postmaster.

Likewise, in the cases where there is one line per post office and there are multiple postmasters listed for that post office, create a new record for each postmaster and apply the appropriate post office information to each individual.

Postmaster Suffix

Key all titles, such as "Jr" or "III", following the surname of the Postmaster using the provided dictionary for assistance. If a suffix does not appear in a dictionary then key the suffix as seen.Create a new record for each entry in the register, even if the Postmaster is the same on several lines. Likewise, in the cases where there is one line per post office and there are multiple postmasters listed for that post office, create a new record for each postmaster and apply the appropriate post office information to each individual.

Appointment Day

Key the Day portion of the Date, using the following rules to determine which Date to key:
(1) If only one date is given for a person, key from that date.
(2) If columns are not titled and multiple dates are given on one line for the same person, key the first date written for that person.
(3) If columns are titled and multiple dates are given on one line for the same person please follow the following order:

Key the date labeled as "Confirmed".
If "Confirmed" date is not given, key from the "Commission Signed and Mailed" date.
If "Commission Signed and Mailed" date is not given, key the "Assumed Charge" date.
If "Assumed Charge" date is not given, key the "Recess or Acting" date.
If "Recess or Acting" date is not given, key the "Nomination" date.
If none of these guidelines can be followed for keying the date, please post a question to us.

Note: Please be sure to check the list of preferred dates to use in order. "Confirmed" date is the preferred one, if that column is blank, use the list.

1. Confirmed
2. Comm Signed and Mailed
3. Assumed Charged
4. Recess or acting
5. Nomination date
6. If only one date, use that date

If there are no columns, key the first written date.
P=Appointed by the President, P&S=Appointed and Confirmed by the Senate
If you see P and P&S, key the P date, which should be the first written date.

Appointment Month

Key the Month portion of the Date in full, using the following rules to determine which Date to key:
(1) If only one date is given for a person, key from that date.
(2) If columns are not titled and multiple dates are given on one line for the same person, key the first date written for that person.
(3) If columns are titled and multiple dates are given on one line for the same person please follow the following order:

Key the date labeled as "Confirmed".
If "Confirmed" date is not given, key from the "Commission Signed and Mailed" date.
If "Commission Signed and Mailed" date is not given, key the "Assumed Charge" date.
If "Assumed Charge" date is not given, key the "Recess or Acting" date.
If "Recess or Acting" date is not given, key the "Nomination" date.
If none of these guidelines can be followed for keying the date, please post a question to us.

Appointment Year

Key the two or four digit number designation as the Year portion of the Date. Key as seen. Use the following rules to determine which Date to key:
(1) If only one date is given for a person, key from that date.
(2) If columns are not titled and multiple dates are given on one line for the same person, key the first date written for that person.
(3) If columns are titled and multiple dates are given on one line for the same person please follow the following order:

Key the date labeled as "Confirmed".
If "Confirmed" date is not given, key from the "Commission Signed and Mailed" date.
If "Commission Signed and Mailed" date is not given, key the "Assumed Charge" date.
If "Assumed Charge" date is not given, key the "Recess or Acting" date.
If "Recess or Acting" date is not given, key the "Nomination" date.
Use the following rules to determine which Date to key:(1) If only one date is given for a person, key from that date.(2) If columns are not titled and multiple dates are given on one line for the same person, key from the first date written for that person.(3) If columns are titled and multiple dates are given on one line for the same person please follow the following order: Key the date labeled as "Confirmed". If "Confirmed" date is not given, key from the "Commission Signed and Mailed" date. If "Commission Signed and Mailed" date is not given, key the "Assumed Charge" date. If "Assumed Charge" date is not given, key the "Recess or Acting" date. If "Recess or Acting" date is not given, key the "Nomination" date.
If none of these guidelines can be followed for keying the date, please post a question to us.

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