Details of Site Records and Procedures

The records displayed in this Site are stored electronically using a Lineage Recording Program called TMG "The Master Genealogist", as well as various Imaging programs to enable photographs and documents to be recorded for posterity and to be reproduced wherever required.

Hard copy records are kept appropriately in filing and other cabinets for ease of referal.

Should a researcher wish to access and view these records, please let me know and I will arrange for you to visit at an mutually acceptable time. My Office at my home is being set up to make it easy for visitors to review my records, in both hard copy, and electronic form.

A purposely built program called SS "Second Site" was developed in concert with TMG "The Master Genealogist", so that the Lineage records retained in TMG could be selectively displayed on a Web Site. TMG allocates numbers sequentially, for every Subject recorded therein. As a consequence there are numbers without names for the Subjects who are known to have existed, but where their specific name details are unknown at this stage. This is illustrated when the list of Names recorded so far is viewed.

In conjunction with TMG and SS, and to give a better presentation and ease the efforts of Researchers, other programs have also been utilised. I encourage creative comments from user's to these records so that both the content and presentation can be improved.

To manage the masses of information at hand, all the records be they images or documents, have had to be given unique references and this makes them able to be located easily. This recording has been achieved using the following protocols, that have been proved to have effect and to prevent duplication or restriction for the future.

For example: All items of relevance to this historical recording system, such as photographs, and documents, once scanned are given the unique I.D. (Subject's Identifier), that TMG provides for every person so recorded. These sequential numbers bear no relation to each other and are made the starting File reference for an item about a subject who is recorded in the TMG Dataset. As photographs and documents are not only about a person or people, they may relate to an event such as a wedding etc. these records have been organised and filed in logical groups to reflect these probable occasions. So all photograph and documents of those Subjects who are recorded in this Lineage record would be given their own unique TMG reference number as a part of this File reference. For example my TMG I.D. is 209. A group photograph with either one or many persons who are a part of this Lineage dataset, would be given TMG references for as many people as there are recorded in the Dataset, so any and all Images that contain a recorded Subject in TMG may be found. A group photograph of mY two sons and I, would therefore be located in 3 areas for each TMG I.D. reference; 209,211 and 212.

In any case, and to save confusion over the numbering systems used, as I have stated before, the first number used is the dataset reference for a person who is recorded in TMG. With numerous photographs pertaining to any one person, a further refinement was necessary to give these records some groupingas to the occasion if known. So immediately after the Subject I.D. number, is placed a two letter code starting with "P" that indicates a photograph. i.e. 209P, a photograph with me in it. After the letter "P" will come one of several group identifiers to indicate the occasion at which this image was captured.

The set of group names that I am using all start with the letter "P" and a letter from that name is added to the initial Photograph letter "P" in the following examples so far, to cover every item scanned and stored electronically:

PA-Papers. Documents and those for further grouping.
PD-Parade. Military service item.
PE-Person or People. Of or about a Subject or family group.
PG-Progeny. Birth, Christening and other related items.
PI-Posterity. An item that has family relativity, historic.
PL-Places. Images and documents pertaining to the areas a Subject or their Family lives were associated.
PO-Possessions. Images or other that record unique family items and memorabilia.
PR-Paired. Items with relevance to marriage.
PS-Passed. Gravesites, Death certificates, Cemetery plans.
PT-Parted. Relevant to divorces or separations.
PU-Pupils. School or educational photographs and reports.
PY-Property. Title deeds, images of buildings and land for family members.
PZ-Puzzles. Images awaiting identification.

An example of the filing for an item is that say under the Folder number of 209, would be various sub-folders, with the titles as just stated; So that in the 209 Folder, is a Parade Folder and the photographs therein, are marked and electronically stored as 209PD1, 209PD2 etc.

With the images so organised, came the filing of the many documents that pertain to various people and events, obviously where the subject matter of a document, matches the Folder title for the photographs, it would be placed there, alongside any appropriate images. A Birth Certificate goes into the Progeny Folder with baby photographs, whilst a Certificate of Military Sevice would go into the Parade Folder, along with any appropriate images.

So each document record is filed under the same sub-heading starting with the letter "P" and that referred to the event that initiated the photograph, as wella sthe document. So again, all photographs relating to my Military Service for instance, would be in a Folder called "Parade" with all the records relating to my Military Service in there as well.

The listing for these document references so far is:

DA-Anecdotes. Assessments and Appraisals by researchers or family .
DL-Letters. Letters by, or refering to a Subject.
DM-Maps and Plans. Title plans or Cemetery plans etc.
DN-News. Documents in the Media about a Subject.
DO-Official. Items from a Government or Official source.
DP-Posterity. Memorabilia.
DT-Transcripts. Information taken from published sources.
DZ-Puzzles. Documents to be assessed or identified.

The Card File Cabinets I use, are for storing original photographs and they have Index cards to separate the TMG I.D.'s, and within that TMG I.D. are the appropriate subject groups and their photographs accordingly.

All the documents held that also need to be stored and refered to, will suit this system as well, but after being scanned, they may need to be placed in envelopes to make them easier to file and preserve them better.

All these procedures, once fully implemented, should enable all visitors and researchers to this lineage database, to find every available record quickly and without any omissions.

Suggestions from users is sought, should they see a better way to identify all the differing records for the future, and maintain the means by which they can be accessed accurately and quickly.

Jeff SOLOMON J.P. (Web Master, Archivist and Researcher)