Newspaper Index Project Format for Data Entry
The goal of the Newspaper Index Project is to create an index of vital data and certain other information about individuals living in Sonoma and adjacent counties during the period 1857 to 1940.
Transcribers
Transcribers will read microfilm and abstract the name and date of the newspaper, page, and column number, together with the name of the individual, type of record, and if the record is a death record, the place of burial if given. The form to be used is as follows and is available from Audrey Herman, Project Director, at the library annex. Transcriptions may be done either at the nearest branch library or elsewhere that a microfilm reader is available.
When you return the sheets you have abstracted, please write on the top sheet in colored ink, "ABSTRACTED", your name and the date. This is expecially important if you return them to the annex. We have had some cases of files already entered intermingled with those waiting to be entered. This results in duplication and extra work for everyone.
* * * * * * * *
Sample Format for Transcribing Records (data entry format is different)
Newspaper_________________________[Transcriber________________________________Date______________]
| Date | Pg | Col | Surname | Given Name(s) | Type (b., d., m., o.,p.) | Comments |
| 21 July 1858 | 2 | 7 | Richardson | Henry Peabody | p. | |
| 1 July 1862 | 2 | 7 | Grear | G.W., Mrs. | d. | |
| 15 July 1871 | 2 | 6 | Roberts | William (dau.) | b. | also p. 3 col. 3 |
| 1 Feb. 1889 | 4 | 3 | Marshall | Frank (inf.) | b. | |
| 20 June 1890 | 5 | 2 | Gamble | Robert | d. | Oak Mound |
Additional Instructions Starting with 1880
Beginning with 1880 we will change some of the rules for abstracting. This is due to the
increase in population and more info being published. This should cut down the number of
names indexed.
1. b. use for the birth of a child; index child's name, if given; otherwise use the name of the
father. Do not use both. After father's name place in parentheses either (inf.), (son), or (dau.)
depending on information given.
2. m. index name of bride and groom only.
3. p. We will no longer list probate entries unless it is an article giving info about the will, the
estate, or heirs. Use name of deceased only. (We will be doing a separate index to probate
records at a later time).
4. d. List name of deceased only.
5. o. Use for divorce; or articles having some genealogical value e.g. anniversaries, birthday
celebration, bigamy trials, biographies. List name of principals only.
If there are 2 articles about the same event appearing in the same paper, list the 2nd article in the
remarks column e.g. also p.5, col. 3.
All other rules of entry for names remain the same.
General Instructions for Abstracting Data
1. Use the form provided.
2. Copy name of newspaper, name of transcriber, and date of transcription on first line above table.
3. Search for names of persons identified as being Sonoma County residents or residents of an adjacent county (Marin, Napa, Lake, Mendocino). Do not use titles like Mr., Mrs., Capt., Rev., etc., unless there is no given name or initial. However, you need to use Mrs. if the name is Jones, John, Mrs. or Jones, J. A., so that we know it is a female not a male. Also use Miss if only initials are given, e.g., Jones, J. A., Miss. If no first name is given e.g. Jones, Capt. or Mr. you again have to use the title. Do not place titles in parentheses.
4. In the case of births, just put the name of the father in the given name column. The introduction will explain that no name of a child is given for any of the births and that it is the name of the parent that is shown. There is no need to enter infant or father in the comments line or in the given name position.
5. Spell out given names, even if they are abbreviated in the source paper, for example, George for Geo., Thomas for Thos., William for Wm.
6. In the table, copy date of newspaper, page, and column number, surname, and given names of each person mentioned. Use a separate line for each individual.
7. If only initials are indicated for given name, space between the initials, i.e., J. A., not J.A.
8. If descriptive phrases are used in given name column, enclose in parentheses, i.e., (baby girl), (infant), etc.
9. For names of months use standard abbreviations (Jan., Feb., Mar., Apr., May, June, July, Aug., Sept., Oct., Nov., Dec.)
10. Indicate the type of information found in column headed Type, (b.=birth; d.=death; m.=marriage, p.=probate, o.=other).
11. If it is a death record and place of burial is specified, or if there are other comments, record name of cemetery in last column. Comments should be brief, only a few words. Anyone interested can read the article for the particulars of an event. Use lower case in comments column except for proper nouns.
12. When entering comments, use upper case only for proper nouns.
Data Entry
Once the data have been abstracted, the next step is to enter it into electronic form. We have found from previous experience that a number of different software combinations are compatible with importing them into a central database. However, before beginning this project it is essential that a test be made to determine the best format combination between sender and receiver. Using the format above, prepare a test sample and send as an attachment to Carmen Finley. It may be necessary to experiment until a satisfactory combination of sender and receiver is found.
File Formats Compatible with Importing into WordPerfect 7.0/8.0