World Archives Project: New South Wales, Australia, Colonial Secretary's Papers, 1788-1856 (Part 1)

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This collection contains copies of letters sent regarding several subjects in New South Wales, Australia.

Project Overview

Click here to view Keying Standards
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Project Instructions The images in this collection are handwritten and typically in paragraph from, although some images contain tables of handwritten information. Because of the complexity of the records and general lack of formatting, only name and an event date will be keyed for most images.

Miscellaneous Form Type

When keying correspondence, the name to key is typically found in the margin of the letter. When there are no names in the margins, but there are names in the body of the letter, these names may be keyed. Do not key names in the body of the letter if there are names in the margins. Do not key the name of the person who signed each letter.

Birth, Marriage & Death Form Type

Occasionally you may encounter birth, marriage or death records.

Project Form Types and Field Helps
Miscellaneous
Birth
Death
Marriage
Index
Cover page, Section header, etc.
Image with no data


Miscellaneous

CSL CSP Other.JPG

Choose the 'Miscellaneous' form type for images with names to key in letters, applications, reports, grants, petitions, various returns, etc.

Miscellaneous Keying Instructions

Event Day

Key the day in its numerical form from the event date. If there is no date present, you may leave this field blank.

  • Keying Correspondence (Miscellaneous form type): Event date is typically found in the header of a letter, often near a place name. Copy the date to all persons within the letter to whom it should apply. If there are multiple dates in the header, key the earliest date to appear.
  • Keying Tables with Names (Miscellaneous form type): When event date is in the header of the record, copy the date to all of the records on that image. If there is no date in the header, but there is a date in the record, key the date found on the record level. If there are multiple dates in the record level, key the earliest date to appear.


Event Month

Key the month as an abbreviation from the event date using the dictionary provided for assistance. If there is no date present, you may leave this field blank.

  • Keying Correspondence (Miscellaneous form type): Event date is typically found in the header of a letter, often near a place name. Copy the date to all persons within the letter to whom it should apply. If there are multiple dates in the header, key the earliest date to appear.
  • Keying Tables with Names (Miscellaneous form type): When event date is in the header of the record, copy the date to all of the records on that image. If there is no date in the header, but there is a date in the record, key the date found on the record level. If there are multiple dates in the record level, key the earliest date to appear.


Event Year

Key the year in its numerical form from the event date. If there is no date present, you may leave this field blank.

  • Keying Correspondence (Miscellaneous form type): Event date is typically found in the header of a letter, often near a place name. Copy the date to all persons within the letter to whom it should apply. If there are multiple dates in the header, key the earliest date to appear.
  • Keying Tables with Names (Miscellaneous form type): When event date is in the header of the record, copy the date to all of the records on that image. If there is no date in the header, but there is a date in the record, key the date found on the record level. If there are multiple dates in the record level, key the earliest date to appear.


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. Only prefix values should be keyed into the prefix field.

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 should be keyed with a space between them. When there are clearly two versions of the same name, e.g. one in the body of a letter and one in the margin, key the most complete version of the name.

  • Keying Correspondence (Miscellaneous form type): Name is typically found in the margin of the letter. When there are no names in the margins, but there are names in the body of the letter, these names may be keyed. Do not key names in the body of the letter if there are names in the margins. Do not key the name of the person who signed each letter. Exceptions: When names in the margin are difficult to read, and they also appear in the body of the text they may be keyed from the body of the text. When the name in the body of the letter is more complete than the name in the margin, the name may be keyed from the body.
  • Keying Tables with Names (Miscellaneous form type): May be found in a column labeled "Name" or something similar. On some records, the column with names may contain more than just names. Only key names into this field.


Surname

Key the surname as seen on the record using the dictionary provided for assistance. When there are clearly two versions of the same name, e.g. one in the body of a letter and one in the margin, key the most complete version of the name.

  • Keying Correspondence (Miscellaneous form type): Name is typically found in the margin of the letter. When there are no names in the margins, but there are names in the body of the letter, these names may be keyed. Do not key names in the body of the letter if there are names in the margins. Do not key the name of the person who signed each letter. Exceptions: When names in the margin are difficult to read, and they also appear in the body of the text they may be keyed from the body of the text. When the name in the body of the letter is more complete than the name in the margin, the name may be keyed from the body.
  • Keying Tables with Names (Miscellaneous form type): May be found in a column labeled "Name" or something similar. On some records, the column with names may contain more than just names. Only key names into this field.


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.

Alias Given 1

Occasionally an alternate given name may be recorded for an 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 the alias of the primary person as seen on the record using the dictionary provided for assistance. Initials should be keyed with a space between them.

Alias Surname 1

Occasionally an alternate surname may be recorded for an individual. 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 alias surname as seen on the record using the dictionary provided for assistance.

Alias Given 2

When an additional alias name is present, key that name. Do not key any more than 2 alias's per individual.

Alias Surname 2

When an additional alias name is present, key that name. Do not key any more than 2 alias's per individual.

Miscellaneous Image Samples



Birth

CSL CSP Birth.JPG

Choose the 'Birth' form type for images that contain baptism or birth records.

Birth Keying Instructions

Event Day

Key the day in its numerical form from the event date. If there is no date present, you may leave this field blank.

Keying Baptism, Marriage, Death form type: When present, event date may be found in the header of the image.

Event Month

Key the month as an abbreviation from the event date using the dictionary provided for assistance. If there is no date present, you may leave this field blank.

Keying Baptism, Marriage, Death form type: When present, event date may be found in the header of the image.

Event Year

Key the year in its numerical form from the event date. If there is no date present, you may leave this field blank.

Keying Baptism, Marriage, Death form type: When present, event date may be found in the header of the image.

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 should be keyed with a space between them. When there are clearly two versions of the same name, e.g. one in the body of a letter and one in the margin, key the most complete version of the name.

Keying Baptism, Marriage, Death form type: May be found in the column labeled "Name" or something similar.

Surname

Key the surname as seen on the record using the dictionary provided for assistance. When there are clearly two versions of the same name, e.g. one in the body of a letter and one in the margin, key the most complete version of the name.

Keying Baptism, Marriage, Death form type: May be found in the column labeled "Name" or something similar.

Vital Day

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

Baptism: May be found in the column labeled "When Baptized."

Vital Month

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

Baptism: May be found in the column labeled "When Baptized."

Vital Year

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

Baptism: May be found in the column labeled "When Baptized."

Birth Day

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

When present, birth date may be found in the column labeled "Born," "Birth Date" or something similar.

Birth Month

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

When present, birth date may be found in the column labeled "Born," "Birth Date" or something similar.

Birth Year

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

When present, birth date may be found in the column labeled "Born," "Birth Date" or something similar.

Father Given

Key the first name or initial and any middle names of the father of the primary person as seen on the record using the dictionary provided for assistance. Initials should be keyed with a space between them.

Father name may be found in the column labeled "Parents," "Name of Parents" or something similar.

Father Surname

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

Father name may be found in the column labeled "Parents," "Name of Parents" or something similar.

Mother Given

Key the first name or initial and any middle names of the mother of the primary person as seen on the record using the dictionary provided for assistance. Initials should be keyed with a space between them.

Mother name may be found in the column labeled "Parents," "Name of Parents" or something similar.

Mother Surname

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

Mother name may be found in the column labeled "Parents," "Name of Parents" or something similar.

Birth Image Samples



Marriage

CSL CSP Marriage.JPG

Choose the 'Marriage' form type for images that contain marriage records.

Marriage Keying Instructions

Event Day

Key the day in its numerical form from the event date. If there is no date present, you may leave this field blank.

Keying Baptism, Marriage, Death form type: When present, event date may be found in the header of the image.

Event Month

Key the month as an abbreviation from the event date using the dictionary provided for assistance. If there is no date present, you may leave this field blank.

Keying Baptism, Marriage, Death form type: When present, event date may be found in the header of the image.

Event Year

Key the year in its numerical form from the event date. If there is no date present, you may leave this field blank.

Keying Baptism, Marriage, Death form type: When present, event date may be found in the header of the image.

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 should be keyed with a space between them. When there are clearly two versions of the same name, e.g. one in the body of a letter and one in the margin, key the most complete version of the name.

Keying Baptism, Marriage, Death form type: May be found in the column labeled "Name" or something similar.

Surname

Key the surname as seen on the record using the dictionary provided for assistance. When there are clearly two versions of the same name, e.g. one in the body of a letter and one in the margin, key the most complete version of the name.

Keying Baptism, Marriage, Death form type: May be found in the column labeled "Name" or something similar.

Vital Day

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

Marriage: May be found in the column labeled "When Married."

Vital Month

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

Marriage: May be found in the column labeled "When Married."

Vital Year

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

Marriage: May be found in the column labeled "When Married."

Marriage Age

Key the age of the primary person at the time the marriage was recorded. If present, marriage age may be found next to the word "Age" or "Aged."

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".

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 should be keyed with a space between them.

Spouse name is typically found underneath the name of the groom.

Spouse Surname

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

Spouse name is typically found underneath the name of the groom.

Spouse Marriage Age

Key the age of the spouse as seen at the time the marriage was recorded. If present, spouse age may be found next to the word "Age" or "Aged."

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 Image Samples



Death

CSL CSP Death.JPG

Choose the 'Death' form type for images that contain burial or death records.

Death Keying Instructions

Event Day

Key the day in its numerical form from the event date. If there is no date present, you may leave this field blank.

Keying Baptism, Marriage, Death form type: When present, event date may be found in the header of the image.

Event Month

Key the month as an abbreviation from the event date using the dictionary provided for assistance. If there is no date present, you may leave this field blank.

Keying Baptism, Marriage, Death form type: When present, event date may be found in the header of the image.

Event Year

Key the year in its numerical form from the event date. If there is no date present, you may leave this field blank.

Keying Baptism, Marriage, Death form type: When present, event date may be found in the header of the image.

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 should be keyed with a space between them. When there are clearly two versions of the same name, e.g. one in the body of a letter and one in the margin, key the most complete version of the name.

Keying Baptism, Marriage, Death form type: May be found in the column labeled "Name" or something similar.

Surname

Key the surname as seen on the record using the dictionary provided for assistance. When there are clearly two versions of the same name, e.g. one in the body of a letter and one in the margin, key the most complete version of the name.

Keying Baptism, Marriage, Death form type: May be found in the column labeled "Name" or something similar.

Vital Day

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

Death: May be found in the column labeled "When Deceased."

Vital Month

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

Death: May be found in the column labeled "When Deceased."

Vital Year

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

Death: May be found in the column labeled "When Deceased."

Death Age

Key the death age as seen at the time the record was recorded. If present, death age may be found next to the word "Age" or "Aged."

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 Image Samples



Index

CSL CSP Index 1.JPG

Images of an internal index. An Index usually contains names (often in alphabetical order) with a corresponding page number so as to find the individual listed. Some indexes have alphabetical tabs on the right or left margin.

Index Image Samples



Cover page, Section header, etc.

CSL CSP 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

CSL CSP Blank 1.JPG

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.