World Archives Project: California Railroad Employment Records

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About this project This project consists of California Railroad Employment Records from 1862 through 1919. They contain the employment records of railroad companies operating in California and contain pay lists, and various employment records for those who worked on the railroad. Many of these workers were Chinese immigrants who came to build the railroad across America.

Contents

Project Partner


California State Genealogical Alliance File:Californiastategenealogicalalliance.jpg‎


Need help keying this project?

Keying Tip

Please do not record blank lines

Do not key any punctuation in occupations

Do not key any periods in names

Discussion Page with Q&A's
World Archives Keying Standards

Project-specific sample images and form field help:

Choose a sample image from below to see the corresponding form field examples.
Payroll
Two Page Payroll
Other Date

Payroll

Payroll Day

Key the Day of the payroll date located at the top of the Pay Roll forms. When the day is given as 1-15 or 1-31, key the last day in the range. For example 1-15 would be keyed as 15. When the Day portion of the Payroll Date cannot be found leave this field blank. Please do not add a new section unless there are two separate payroll periods.
See Example

Payroll Month

Key the Month of the payroll date located at the top of the Pay Roll forms using the dropdown list to assist. Key the complete name of the month. When dates are given in numerical terms, please convert the number to the appropriate month. For example, if the paydate was 7/30/11, the month would be keyed as July.
See Example

Payroll Year

Key the Year of the payroll date located at the top of the Pay Roll forms. For example, if the paydate was 7/30/11, the year would be keyed as 11. In most cases the entire year can be keyed. So key either a two digit or four digit year in this field. When no Pay Roll Date can be found, key the Year portion of another date present on the form "Other Date" in the Other Date Year field.
See Example

Prefix

Key any titles before the name, such as "Dr" or "Rev" in the Prefix field.
See Example

Given Name

Key the Given name(s) with the assistance of the dictionary provided. The Given name consists of the first name or initial and any middle name or initial. If a Given name is not found in the dictionary then key the name as seen.
See Example

Surname

Key the Surname as it appears on the image, using the drop-down list to help you.
See Example

Suffix

Key all titles following the surname, such as "Jr" or "III."
See Example

Alias Given

On some records, a second name is given in parentheses or quotes. This name is usually a nickname or maiden name. Key the first name or initial and any middle names or initials in the Alias Given field. If you cannot distinguish a given name or surname, please input the entire name in this field.
See Example

Alias Surname

Key any Alias Surname which appears. Occasionally an alternate name may be recorded for a given individual. This name may be denoted by parentheses. All the rules for keying a primary name should also be followed for keying any alias name.
See Example

Occupation

An occupation may appear preceding the relationship or given name. Key the occupation as it appears, using the drop-down list to help.

Do not key any punctuation marks in this field such as: slashes (/) commas (,) quotes (") apostrophes (') hyphens (-) or periods (.).
If there are two occupations such as Clerk & Typist, key as Clerk and Typist.
Replace 4Man with the word Foreman.
The above are the only exceptions to the key as seen rule.


Other occupations with Numbers such as 2nd Asst, or 4077 Clerk should be entered using the f12 key to work around the inability to type numbers in the occupation field.
If there are dittoes, key the occupation from the line above.
If there are no dittoes but you can ascertain that the occupations are the same, key as if there were dittoes.
Do not expand occupations.
Do not add spaces to occupations i.e. don't key Car Bldr when it is shown as CarBldr.
Disregard locations listed with occupations, such as: Phoenix, Mesa, Tempe, etc.
Key occupations as seen i.e. Firemen should be keyed as Firemen and not Fireman.


Supplemental Occupation List Composed By Contributors.

There is a book in the public domain available free to read online or to download in many different formats. The book classifies railroad occupations by name and category. 1921 United States Railroad Labor Board Rules for Reporting Information on Railroad Employees Together With A Classification and Index of Steam Railroad Occupations. M. D. Lundy


See Example

Two Page Payroll

This form option is to be used when the complete record covers two or more pages. The easiest way to determine this is when you get an image with no Pay Roll date but only a list of employees, or conversely when only a Pay Roll date is on the top of the form without any employee names. The image showing here is the right-side page and therefore NO names would be keyed. Key the date and choose 'continued from previous image' for navigation field.

Payroll Day

Key the Day of the payroll date located at the top of the Pay Roll forms. When the day is given as 1-15 or 1-31, key the last day in the range. For example 1-15 would be keyed as 15. When the Day portion of the Payroll Date cannot be found leave this field blank.
See Example

Payroll Month

Key the Month of the payroll date located at the top of the Pay Roll forms using the dropdown list to assist. Key the complete name of the month. When dates are given in numerical terms, please convert the number to the appropriate month. For example, if the paydate was 7/30/11, the month would be keyed as July. When no Payroll Date can be found, key the Month portion of another date present on the form "Other Date" in the Other Date Month field.
See Example

Payroll Year

Key year of the payroll date located at the top of the Pay Roll forms. For example, if the paydate was 7/30/11, the year would be keyed as 11. In most cases the entire year can be keyed. So enter either a two digit or four digit year in this field. When no Pay Roll Date can be found, key the Year portion of another date present on the form "Other Date" in the Other Date Year field
See Example

Navigation

This field is for either the first record or the last record on a page and is used to determine if a record continues from a previous page (the first record on the page), ends on the page (the last record on the page), or continues on to the next page (the last record on the page). Key the letter "C" to see the drop-down list which provides the options for the three possibilities for each record on the page. Choose the one option which best suits the situation for the first record and the last record on each page. In the event that a page is continued from a previous form and continues on to the next form, use the "Continues on to next form" option.
See Example

Prefix

Key any titles before the name, such as "Dr" or "Rev" in the Prefix field.
See Example

Given

Key the Given name(s) with the assistance of the dictionary provided. The Given name consists of the first name or initial and any middle name or initial. If a Given name is not found in the dictionary then key the name as seen.
See Example

Surname

Key the Surname here as it appears on the image, using the drop-down list to help you.
See Example

Suffix

Key all titles following the surname, such as "Jr" or "III."
See Example

Alias Given

On some records, a second name is given in parentheses or quotes. This name is usually a nickname or maiden name. Key the first name or initial and any middle names or initials in the Alias Given field. If you cannot distinguish a given name or surname, please input the entire name in this field.
See Example

Alias Surname

Key any Alias Surname which appears. Occasionally an alternate name may be recorded for a given individual. This name may be denoted by parentheses. All the rules for keying a primary name should also be followed for keying any alias name.
See Example

Occupation

An occupation may appear preceding the relationship or given name. Key the occupation as it appears, using the drop-down list to help. Do not key any punctuation marks in this field such as: slashes (/) commas (,) quotes (") apostrophes (') hyphens (-) or periods (.). If there are two occupations such as Clerk & Typist, key as Clerk and Typist. Replace 4Man with the word Foreman. Do not expand occupations. Disregard locations listed with occupations, such as: Phoenix, Mesa, Tempe, etc. How do we tell the difference between 2 occupations for the same person without an and when there is no & present??


See Example

Other Date

Use this form when Employee Names are present but no Pay Roll Date is specified but when Other Dates are present on the page. These dates usually appear to the side of the names and may apply to one or more individuals on the page.

Prefix

Key any titles before the name, such as "Dr" or "Rev" in the Prefix field.
See Example

Given

Key the Given name(s) with the assistance of the dictionary provided. The Given name consists of the first name or initial and any middle name or initial. If a Given name is not found in the dictionary then key the name as seen.
See Example

Surname

Key the Surname here as it appears on the image, using the drop-down list to help you.
See Example

Suffix

Key all titles following the surname, such as "Jr" or "III."
See Example

Alias Given

On some records, a second name is given in parentheses or quotes. This name is usually a nickname or maiden name. Key the first name or initial and any middle names or initials in the Alias Given field. If you cannot distinguish a given name or surname, please input the entire name in this field.
See Example

Alias Surname

Key any Alias Surname which appears. Occasionally an alternate name may be recorded for a given individual. This name may be denoted by parentheses. All the rules for keying a primary name should also be followed for keying any alias name.
See Example

Occupation

An occupation may appear preceding the relationship or given name. Key the occupation as it appears, using the drop-down list to help. If no occupation appears, mark the field blank. Do not key any punctuation marks in this field such as: slashes (/) commas (,) quotes (") apostrophes (') hyphens (-) or periods (.). If there are two occupations such as Clerk & Typist, key as Clerk and Typist. Replace 4Man with the word Foreman. Disregard locations listed with occupations, such as: Phoenix, Mesa, Tempe, etc.
See Example

Other Day

On some forms a Pay Roll date applying to all on the list is not present. When no Payroll Date can be found, key the Day portion of another date present on the form in the Other Date field. This date may apply only to one individual or several, but there is usually more than one date on the form when no Pay Roll Date is recorded. A few forms with names do not have any date at all.
See Example

Other Month

On some forms the payroll date applying to all on the list is not present. On forms where no Payroll Date can be found, key the Month portion of the date in the Other Date field. This date may apply only to one individual or several, but there is usually more than one date on the form when no Pay Roll Date is recorded. A few forms with names have no date on them at all.
See Example

Other Year

On some forms the payroll date applying to all on the list is not present. On forms where no Payroll Date can be found, key the Year portion of the date in the Other Date Year field. This date may apply only to one individual or several, but there is usually more than one date on the form when no Pay Roll Date is recorded. This day may be keyed as either a two digit or a four digit year. A few forms with names have no date on them at all.
See Example

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