Extraction Guidelines for the GP-PR Extraction Project

Organization

Technical Guidelines for Extractors

  1. All extractors must use the project template for births, marriages and deaths. Any deviation from the template cannot be used for posting on Odessa. The templates for Births, Marriages, and Deaths contain the following columns:

    Births:
    Last Name
    First Name
    D/M
    Year
    Place
    Father (first name only)
    Mother (last, first names)
    Film/It
    Page
    Reg. No.
    Remarks
     
    Marriages:
    D/M
    Year
    Groom-Last
    Groom-First
    Groom-Birthplace
    Bride-Last
    Bride-First
    Bride-Birthplace
    Place of Marriage
    Film/It
    Page
    Reg. No.
    Remarks
     
    Deaths:
    Last Name
    First Name
    D/M
    Year
    Place of Death
    Father (first name only)
    Mother (last, first names)
    Film/It
    Page
    Reg. No.
    Place of Birth
    Age at Death
    Remarks

    A. Umlauts will be indicated by the use of the tilde key on the upper left of computer keyboards. Umlauted names should be typed as per this example:

    = ~A
    = ~a
    = ~o
    = ~O
    = ~u, e.g. J~ungling, but not Juengling or Jngling
    = ~U
    = y, but not ~y

    B. Other German script letters will use the following:

    = ss
    tz = tz

    C. Date format

    For indicating an age:

    40y11m20d e.g. in a death record in the remarks column

    Dates are to be typed in the following manner:

    01 Jun 1755
    Jun 1755
    1755
     
    but not
     
    04 1785 or
    04 17?5

    Notes: The days one through nine always have a "0" added in front so date sorting works right and only 3 letters are used for the month. And there is a space between the number of the day and the month and the year. If the month is unknown, the day is not helpful for specifying the date.

    By default, EXCEL will change dates like 03 Jan into 3-Jan. To fix this, a date column should be formatted as "text". Our EXCEL template files are already set up this way.

    At times the day of the event may be missing and one can only submit the month and year and sometimes only the year. The year column is a separate column, so extractors only need to be concerned with placing 10 Jun in the D/M column and the year in the year column. The editor will merge these in the editing phase of the project.

    D. Abbreviations: We recommend the use of a set of standard abbreviations, most of which will be used in the Remarks column. These include:

    M = Mother
    F = Father
    SP = Spouse
    GF = Groom's father
    BF = Bride's father
    GM = Groom's mother
    BM = Bride's mother

  2. Software: Our recommended software is Excel. However, compatible software may be used if an extractor does not own Excel. Excel has many advantages including handling large databases. It also assists in the typing process through its internal memory of previously typed letters. Extractors please check with coordinator and/or editor regarding software other than Excel before beginning work on this project.

  3. Film assignments: Our general objective is to work on films of Danzig proper, Danziger Niederung (lowlands), Danziger Hhe (heights), with a perspective that Elbing and Dirschau would be a future focus as well as other areas of the Vistula river, if sufficient volunteers commit to this project.

    The coordinator will assign films in an alphabetical order within each district unless an extractor has a preference for working on a particular church record. Flexibility can be practiced with an eye on completing all films in a district before moving into the next district.