World Archives Project: Subject Index to Correspondence and Case Files of the Immigration and Naturalization Service, 1903-1952

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About this project This collection contains index cards that serve as a subject index to correspondence and case files of the Immigration and Naturlization Service (INS) covering 1903-1952.

Contents

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World Archives Keying Standards
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Project-specific sample images and form field help:

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Index Card

Index Card

Special Keying Instructions

We are capturing all INS Entry numbers, even those with no names or that appear not to be related directly to immigrants. For these, key all available information and entry date (if shown) and leave the name fields blank.

UPDATED March 22, 2011 Each entry needs to be captured as its own record. Multiple people listed in one entry should be recorded in the various Person fields provided. If more than 3 people are listed in one entry, key the first 3 people listed into the first record. Create a new record for the next 3 people listed and copy down the INS reference number and entry date from the first record. Continue like this until all individuals from the entry have been keyed.

For index cards such as accident cards, use the date in upper right hand corner and not the date of accident.

Subject Title

The subject title is the subject that appears in the top left corner of the index card. Key entire subject title. Do NOT key periods. If there is no subject title, please blank it. Do not substitute INS case number for subject.
See Example

INS Reference Number

Enter the INS reference number that appears to the left of the entry. Key as seen, including commas, slashes and dashes. If more than one reference number is given for an entry, key all numbers into this field separated by a semi-colon and a space (; ).
See Example

Person # 1 Prefix

Enter the prefix for the first person listed in the entry here. Key any titles before the Given name, such as "Dr", "Rev", "Mr" or "Mrs", using the dictionary for assistance. If a prefix does not appear in a dictionary then key the prefix as seen. Do not key occupational titles, such as Patrol Inspector in the Prefix field. 
See Example

Person # 1 Given

Key the given and any middle names or initials of the first person listed in the entry here. Use the provided dictionary for assistance. If a name does not appear in the dictionary, then key the name as seen.
See Example

Person # 1 Surname

Enter the surname of the first person listed in the entry here. Use the provided dictionary for assistance. If the surname does not appear in the dictionary, then key the surname as seen.
See Example

Person # 1 Suffix

Enter any titles or suffixes, such as "Jr" or "III", of the first person listed in the entry here. Use the provided dictionary for assistance. If a suffix does not appear in a dictionary then key the suffix as seen. Do not key occupational titles, such as Patrol Inspector in the Suffix field.
See Example

Person # 1 Alias Given

Occasionally an alternate name may be recorded for a given individual. This name may be denoted by parentheses, quotation marks, or may be preceded by the word "nee". Key the first name or initial and any middle names of a provided alias name for the first person in the entry. Use the dictionary for assistance, but key as seen if a name does not appear in the dictionary.
See Example

Person # 1 Alias Surname

Occasionally an alternate name may be recorded for a given individual. This name may be denoted by parentheses, quotation marks, or may be preceded by the abbreviation "for" or the words "nee" or "formerly". All the rules for keying a primary name should also be followed for keying an alias name. If present, enter the Alias Surname of the first person in the entry here. Use the provided dictionary for assistance, but key as seen if a name is not found in the dictionary.
See Example

Person # 2 Given

Key the given and any middle names or initials of the second person listed in the entry here. Use the provided dictionary for assistance. If a name does not appear in the dictionary, then key the name as seen.
See Example

Person # 2 Surname

Enter the surname of the second person listed in the entry here. Use the provided dictionary for assistance. If the surname does not appear in the dictionary, then key the surname as seen.
See Example

Person # 3 Given

Key the given and any middle names or initials of the third person listed in the entry, if present. Use the provided dictionary for assistance. If a name does not appear in the dictionary, then key the name as seen.
See Example

Person # 3 Surname

Enter the surname of the third person listed in the entry, if present. Use the provided dictionary for assistance. If the surname does not appear in the dictionary, then key the surname as seen.
See Example

Entry Date - Day

The Date of Entry can usually be found towards the beginning or end of the paragraph text. If no Date is given at the end of the Entry, but there is one in the top right corner of the index card, key that date. Key the day of the entry date here.
See Example

Entry Date - Month

The Date of Entry can usually be found towards the beginning or end of the paragraph text. If no Date is given at the end of the Entry, but there is one in the top right corner of the index card, key that date. Key the month of the entry date here. The month will most likely be listed numerically on the index card. Please convert the numeric value to the appropriate month and key the month in full.
See Example

Entry Date - Year

The Date of Entry can usually be found towards the beginning or end of the paragraph text. If no Date is given at the end of the Entry, but there is one in the top right corner of the index card, key that date. Key the year of the entry date here. Key the two digit or four digit Year. Key as seen.
See Example

Other Reference Number

Enter any other reference numbers for the entry. For example, if the entry says "see [reference numbers]", key those reference numbers here. If multiple other reference numbers are given for an entry, key all into this field, separated by semi-colon and a space (; ).

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