World Archives Project: Alabama, Surname Files, 1901–2005

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This collection contains records that document individuals who lived in Alabama. Many contain biographical information in the form of newspaper clippings and obituaries. There are some reminiscences and other miscellaneous documents as well.

Project Overview

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Project Instructions This project consists of miscellaneous papers collected over the years by an individual. These records document persons who lived in Alabama. Many contain biographical information in the form of newspaper clippings and obituaries. There are some reminiscences, genealogies and other miscellaneous documents as well.

The purpose of this project is to capture names when one or more vital dates are present. When a vital date is not present the name should NOT be keyed.

Do not key any handwritten or stamped dates that appear on the image. Only key dates that appear in the actual record. (The handwritten/stamped dates were inserted by the collector and do not always represent the records being keyed.)

What Names Should I Key? Key every name that has a vital date that can also be keyed. A vital date is any Birth, Marriage or Death date. Also key the spouse of these persons where they appear and any other information that can be gleaned from the fields made available. Where the spouse being keyed ALSO has vital information that can be keyed, key the spouse AGAIN as his or her own record.

Project Form Types and Field Helps
Content
Cover page, Section header, etc.
Image with no data


Content

AlabamaSurFiles Content.JPG

Choose the 'Content' form type when there is a name AND one or more vital dates to be keyed.

Card Keying Instructions


Prefix

Key any titles before the given name, such as "Dr," "Mr," or "Mrs," of the primary person as seen on the record using the dictionary provided for assistance.

Given

Key the first name or initial and any middle names of the primary person as seen on the record using the dictionary provided for assistance. Initials may be separated with periods, if periods are found on the image, but initials should otherwise be separated with a space. If there are multiple primary individuals, each should be keyed on a separate record.

-Name should only be keyed when there is a Birth, Marriage and/or Death date present. Names should not be keyed if no vital date is present.

Surname

Key the surname as seen on the record using the dictionary provided for assistance.

-Name should only be keyed when there is a Birth, Marriage and/or Death date present. Names should not be keyed if no vital date is present.

Suffix

Key all titles, such as "Jr" or "III," following the surname of the primary person as seen on the record using the dictionary provided for assistance.

Birth Day

Key the day in its numerical form from the birth date.

-Key birth date when it is present.

Birth Month

Key the month as an abbreviation from the birth date using the dictionary provided for assistance.

-Key birth date when it is present.

Birth Year

Key the year in its numerical form from the birth date.

-Key birth date when it is present.

Birth Place

Key the birth place as seen on the record.

-When present, key the birth place if there is a name and date already being keyed. Key only geographical locations.

Marriage Day

Key the day in its numerical form from the marriage date.

-Key marriage date when it is present.

Marriage Month

Key the month as an abbreviation from the marriage date using the dictionary provided for assistance.

-Key marriage date when it is present.

Marriage Year

Key the year in its numerical form from the marriage date.

-Key marriage date when it is present.

Age at Marriage

Key the age at marriage when present if there is a name and date already being keyed.

-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".

Marriage Place

Key the marriage place as seen on the record.

-When present, key the marriage place if there is a name and date already being keyed. Key only geographical locations.

Death Day

Key the day in its numerical form from the death date.

-Key death date when it is present.

Death Month

Key the month as an abbreviation from the death date using the dictionary provided for assistance.

-Key death date when it is present.

Death Year

Key the year in its numerical form from the death date.

-Key death date when it is present.

Age at Death

Key the age at death when present if there is a name and date already being keyed.

-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".

Death Place

Key the death place as seen on the record.

-When present, key the death place if there is a name and date already being keyed. Key only geographical locations.

Spouse Given

Key the first name or initial and any middle names of the spouse of the primary person as seen on the record using the dictionary provided for assistance. Initials may be separated with periods, if periods are found on the image, but initials should otherwise be separated with a space.

-When present, key the spouse name of the primary person. Where the spouse being keyed ALSO has vital information that can be keyed, key the spouse AGAIN as his or her own record.

Spouse Surname

Key the surname of the spouse of the primary person as seen on the record using the dictionary provided for assistance.

-When present, key the spouse name of the primary person. Where the spouse being keyed ALSO has vital information that can be keyed, key the spouse AGAIN as his or her own record.

Spouse Maiden Name

Occasionally an alternate surname may be recorded for the spouse. This name may be denoted by parentheses, quotation marks, or may be preceded by the abbreviation "for." or the words "nee" or "formerly." Key the spouse maiden name as seen on the record using the dictionary provided for assistance.

Spouse Age at Marriage

Key the spouse age at marriage when present.

-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".

Content Image Samples



Cover page, Section header, etc.

AlabamaSurFiles Capture 1.JPG

Use the “Cover page, Section header, etc” type for images that don’t contain any data, but might be interesting to look at because they provide some type of context for the image set. For instance, historical notes, affidavits, and so forth.

Cover Page Image Samples



Image with no data



Use the “Image with no data” type for images that don’t contain any data or any useful context that might be interesting for someone to look at. For instance, an image containing only the blank background or an image with a microfilm target on it.