Talk:World Archives Project: New South Wales, Australia, Government Gazettes, 1853-1899 (Part 3)

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Feel free to add to or edit information in this discussion tab as necessary. Please take time to become familiar with the World Archives Keying Standards and be sure to read all instructions on the main project page. (Please note that in case of a discrepancy, project level instructions always trump general keying standards.)

Extra Keying Helps

  • Each image is keyed in 1 section. Do not create multiple sections.
  • When columns have an entry of ..... it means it is blank, only copy an entry from the one above if it has "do" or ". For land tables (as in keying example 4) if there is no entry or ..... in the Date of Receipt column key the Date of Application.
  • With the page number auto filling when you go to the second image make sure you change it to the correct page number.
  • For tables that continue from a previous image set if it has a heading above the table use that to determine the event e.g. "Ordinary Licenses - cont'd" = Professional Listing, "Schedule of Conditional Purchases.....cont'd" = Land Transaction etc. If NO heading above the table leave the event field blank/empty.
  • There is no need to F7 every field, only those that are not accepted ie. stay red/pink.
  • Do NOT key names of the author of articles NOR authors of books for sale NOR monies received by the printer.
  • Page numbers, they are NOT the number in [ ] with the article. Page no. will be in large bold font in the center at the top of the image. If it is the first page of the Gazette, the page number will be smaller, in the center at the top of the crest. Be aware that sometimes landscape oriented pages are turned sideways and the page number will be on the short edge.
  • Repeat the page number for every record on the page.
  • Do not make up your own Event Type. For this field you must use one of the 14 project specific events, or leave empty if your article is continued from another set. To see the 14 event types, check the bottom of the field help.
  • Do NOT key Index, if that's all there is on the image change the form type to Cover Page.
  • If there are no names to be keyed, but there are articles/indexes/information/etc on the page, it is a Cover Page. Only use "Image with no data" if there is nothing at all on the page.
  • With land transactions when it has the owner as John Smith (now William Brown) these are 2 different people so are keyed as 2 separate records/lines NOT as an alias. If it has Isabella Jane Smith now Isabella Jane Brown, Brown would be keyed as alias surname.
  • For locality field, if it says Ulmarra, near Grafton do NOT key Ulmarra, Grafton just key Ulmarra.
  • For location if it says Village Wingen or Parish Young do NOT key the words village, parish etc. just key the place names in the locality field.
  • Key the abbreviations for months, if it says December key Dec, etc.
  • If there is a list of names and at the end it has "- Esquires", key Esquire in the suffix field for all names.
  • Any list of names, e.g. appointment of trustees of grounds, that start with Messrs followed by the names, Mr should be keyed in the prefix field for each name, not Messrs
  • For Ecclesiastical Jurisdiction notices that state "In the real estate, goods, chattels, credits and effects...deceased, intestate" where there is NO mention of a will nor probate in the article, the event should be "Ownership details of deceased person".
  • For impoundments do not key lines with "blank"(given)"blank"(surname) if there is no specific person to be keyed such as when the notice says "by order of the trustees" or "by police" etc.
  • Company names. eg 1. Heath & Moore would be 2 lines, "blank" (given) "Heath" (surname), then "blank" (given) "Moore" (surname) eg 2. J Ormond & Co would be "J" (given), "Ormond" (surname) eg 3. Smith Bros would be "blank" (given), Smith (surname).
  • When keying tables (eg brands) just key the locations noted, don't include the district heading within the table.
  • For bankruptcies key the location of the person not the court house.
  • For Will/Probate and Ownership of Deceased Estates if the date of death of the person is noted key that date for the deceased, not the date of the article.

Common Keying Errors Found by Reviewers

1. Missing names within land proclamations etc.

2. Resignations, promotions etc. of officials and appointment of teachers are "Professional Listing" NOT Government Appointments.

3. Keying names in the DO NOT KEY instructions, e.g. Conveners of Quarterly and Special Licensing Courts

4. Classing a page "Image No Date" when there are no names to key. If there are articles on the image and no names to key it is a Cover Page.

5. Not keying the complete location. If there is town, parish, district and or county, key all that are noted in the event place field separated by commas.

6. Keying ranks. Only the usual prefixes are to be keyed such as Mr, Mrs, Miss, Master, Dr, Rev (key as seen)etc.

7. Incorrectly classing pages as Cover Pages when there are names to key. Lists of names without a heading are NOT indexes, they are to be keyed with page no., name and event place where noted.

8. Do not blank every field only those shaded pink if there is no data to enter.

9. Do not key street addresses.

Questions and Answers

If you have a keying question that is not answered on the project page or in any of the information above, click “EDIT” and ask it here. (If you click on Rich Editor you won't have to worry about formatting your entry.) Then click “WATCH” at the top right on this page and you will be notified via email when an update has been made.

Q: Could someone PLEASE answer the three questions I've asked because I'm waiting to finish image sets.

Sorry for not responding sooner, WAP should be monitoring. Know it's too late for your sets, if you ask on the Aussie message board I'll definitely see questions. Kerrie.

Q: Is the licensing of Surveyors considered a Professional listing?

A: Yes. As are the registration of religious ministers to perform marriages etc.

Q: Is the appointment of Registrators (Birth, Death) considered a government appointment?

A: Yes.

Q. I'm recording a list of names which have the headings - "residence" and " registry district" and I was wondering whether I should record both in the Event Location field.

A: Just the residence, without seeing the list reviewers could probably accept both in review.

Q: When doing a list of names containing only a last name or a full name with only a street address should I be leaving them out?

A: As long as there is a name, whether partial or full, please key the record. Thanks! Gigivs (talk) 09:21, 5 December 2016 (MST)

Q. What would the event type be for auctioning off one's possessions, lands, etc. court ordered by the sherrif?

A: "Other" would be the best fit. Thanks! Gigivs (talk) 11:05, 1 December 2016 (MST)

Q. The Application to Bring Lands Together under the Real Property Act - Certificate of Indefeasible Title - would this be classified as a Land Transaction? I think it is but I just want to be sure.

A: You are correct, all "Land-related" articles should be categorized as the "Land Transaction" event type. Gigivs (talk) 11:05, 1 December 2016 (MST)

Q: Why are keying help and reviewer errors from the previous project still here???

A: Generally we transition data between projects as a learning tool. When the projects are essentially the same (different records same collection) the helps are nice to have.

Q: So far in Pt 1 and Pt 2 we've had no "Next of Kin Notice" event type. Are we going to see some this time and what sort of notice would come under this event???

A: Generally a Next of Kin Notice would be looking for the living relatives of the person (typically deceased) mentioned in the article.

Q: Previously if a keyer didn't key the date within a land transaction table (as in the 8th keying example) we were OK to accept the date in the header in review. Is that still the case??

A: Yes, this is still the case.


If you have a suggestion or would like to make an addition to the project page, click “EDIT” and post your suggestion here. (If you click on Rich Editor you won't have to worry about formatting your entry.) Then click “WATCH” at the top right on this page and you will be notified via email when an update has been made.

To reviewers - suggest with Event Place that provided all elements of the location, i.e. town, parish, district and/or county where noted, are keyed correctly accept the field as correct regardless of the order they are keyed in. - Kerrie.

To WAP - If future Gazette projects are released suggest you put it to the owner/administrator that an instruction of not keying Public Advertisement results in important information being missed as there is no definite indicator of where they finish and where ordinary articles commence. Suggest it be worded "Do not key Public Advertisements relating to the proposal of Bills to Parliament" instead. - Kerrie.