Delaware Families Tasks

DELAWARE FAMILIES PROJECT

DELAWARE FAMILIES TASKS See also Project Description, Sample Entry, Quality Standards,
Format Guide, Abbreviations, References, We Need Help,
Families for Vol. #1 (2004), Registration and All Families Registered

We badly need much more volunteer help for the Delaware Families Project
in order to publish the first "Delaware Families" volume in year 2002.
This is an opportunity for members or non-members whether you live out-of-state or in Delaware. In this Internet-based world, it makes no difference where you live. The editor of "Maine Families" lives in Texas!

Our greatest need now is for volunteers to serve as Write-up Coordinators and for volunteers to be researchers. While both tasks require experienced genealogical researchers, the Write-up Coordinator task demands a thorough understanding of what is a quality Delaware Families entry. The problem is that most entries do not even approach Delaware Families standards, so another key need is for initial submissions to be much higher quality entries. We also need citation researchers and a citation editor. Later, we will need proofreaders and name and place indexers.

Write-up Coordinators

Requirements
The Write-up Coordinator works directly with the submitter of an entry to improve the quality of an entry. A potential Write-up Coordinator must first thoroughly understand the requirements of a quality Delaware Families 1787-1800 entry so they can assess what information is missing and what information requires better documentation.

This understanding can best be obtained by studying the Delaware Families Project format guide, sample entry, abbreviations, sources and project description and the draft write-ups that we have published in each issue of our DGS newsletters since September 1996 when we established our final format: Wells (9/96), Matthews (11/96), Beswick/Farset (1/97), Russell/Day (3/97), Babb/Catts/Day/Deputy/Dixon (5/97), Vandegrift/Eccles (9/97), Beswick/Farset (11/97), Carlisle (1/98), O'Bear/Jackson (3/98), Carey/Finsthwait (5/98), Ratledge (9/98), McMurphey/Cartmell (11/98), Hudson/Melvin (1/99), Poynter/Hurley (3/99), Maull/Rumford (5/99), Walker/Baldwin (9/99), Crips/Beeson (11/99), Stradley/Anderson (1/00), Calloway/Harrington (3/00), Daniel (5/00), Dehorty (9/00), Simpler (11/00), Vandyke/Carey (1/01) and Redden/Shields (3/01).

The Write-up Coordinator must be committed to the task for over a year as the "negotiation" process for each entry usually takes that long from the time the submitter is first contacted. That is because the vast majority of new entries are not well documented. These long "negotiations" to ensure quality can be especially frustrating and discouraging for both the Write-up Coordinator and the submitter so a certain amount of diplomacy is required. Because of this long process an experienced Write-up Coordinator usually works on several entries at the same time.

A Write-up Coordinator must also be a self-starter and be able to essentially train themselves. On their first assignment, the Coordinator will be coached somewhat; but unfortunately we do not now have the volunteers or the resources to comment in depth except to answer a few specific questions. However, we can and will make decisions on how to handle special situations. For these reasons we recommend that a potential Write-up Coordinator first go through the process as a submitter of a successful entry so they will become thoroughly familiar with the process and the format.

The Write-up Coordinator must thrive on detail work. Compiling a high quality Delaware Families entry, as with the very successful Maine and Vermont Families projects, is a very difficult task and almost impossible to do perfectly. Eventually a Write-up Coordinator will find something that seems inconsistent. That's great -- that's when they are really beginning to understand the process! Some entries present us with a new situation for which we have to make a new rule (e.g. how do we deal with the 2nd husband of a focus wife, what if we are unsure of the wife's maiden name but have a good guess, do we include a discussion of evidence as a footnote). For every error or inconsistency you spot, the project benefits, because that's one less error that goes to press. By the time the book is actually published, we want to have as few errors as possible.

The Write-up Coordinator must have computer and word processing knowledge (typing speed not required). The vast majority of Delaware Families entries are now submitted electronically, and over 70% of submitters have E-mail accounts (this percentage is growing rapidly). It is the Coordinator's task to prepare electronically (see below) a revised version of the entry as a result of discussions with the submitter and input from the researchers. Final reformating of an entry for publication is not required, but something reasonably close is desired. Because it is not particularly easy to correctly format a Delaware Families entry, we have never had a perfect entry, nor have I ever reformatted an entry perfectly the first time, even now after years of practice. After a few back and forths, however, many usually "get a feel" for it; and the view is worth the climb.

I have come to the realization that I personally do not have the time to work directly with new volunteers. It seems about all that I can manage is to keep track of all the entries, prioritize them, edit the publishable ones into the final format, keep the DGS Web site up to date (Delaware Families entries, abbreviations, references, etc.), answer Web queries and do the other things necessary to get the first volume published (write the introduction, establish page layout, arrange for proofreading and indexing, etc.)

Procedure
We would electronically send you an entry, as we received it, along with the paper materials (sources, letters, etc.) sent in by the submitter. There will be some delay as we will retain the original copy of these materials to insure against loss. You would establish contact with the submitter and introduce yourself, and then both of you would work together to ensure that

* there is an acceptable source citation for each and every event and relationship.

* all known information that is allowed is included (such as that of the grandchildren and
the grandparents of both male and female focus persons).

* xerographic copies of the key sources are supplied so you can confirm the claims in the write-up.

Strive to obtain copies of the original records as evidence, if at all possible.

[To become better acquainted with accepted rules of evidence consult Elizabeth Shawn Mills: Evidence! Citation & Analysis for the Family Historian (1997) - published by Genealogical Publishing Company: "Any statement of fact that is not common knowledge must carry its own individual statement of source." should be followed."]
Also, the Write-up Coordinator helps to obtain missing sources [see "Research" below] or arranges with a volunteer who has agreed to make a quick trip to the Dover Public Archives or to a Latter-day Saint Family History Center to look at microfilms (We need more of these volunteers! - see below).

In the final analysis,
* Is the write-up genealogically sound? For example

- no one living to 150 years old

- no children born out of wedlock without an explanation

- children ordered chronologically

- agrees with the sources cited

- sources for generations earlier that grandparents included, if known
* Are all facts correctly cited from copies of sources sent in by submitter?
* Is the write-up format approximately correct?

Transferring Files
The next step is to either transfer the file to us, the best way being over the Internet. We have had success both attaching files to E-mail messages or using an FTP site. Contact me at tdoherty@delgensoc.org for more details. You may transfer files on a disc, but that is not preferred.

Electronic File Format
We can work with many different file formats, but the best seems to be Rich Text Format (.rtf) which can be used in most PC Windows programs and on the MacIntosh. Your word processor will probably have the capability of saving a file in that format.

The first volume will probably be published in M/S Word 97. I can also accept files from you in WordPerfect and WordPro (I have the latest versions of each) and many other formats, such as Mac files saved in rtf or M/S Word format. It is important to know the version number of your word processing software.

Timing
Timing is when you can get them done and whatever you can spare the time for. We need a lot of help.

What do you say - - - Can you be a Write-up Coordinator?
If so please write to me, Tom Doherty, at tdoherty@delgensoc.org

Other Ways To Help

Genealogical Research
Often, we need people who have "access" to the Delaware Public Archives in Dover, either in person or on microfilm (e.g. from a Latter-day Saints "Family History Center" or from purchase of the films) or to the Historical Society of Delaware or in some other original record repository.

The research task involves going to a record repository or microfilm to find answers to specific questions concerning specific entries, such as locating a primary source record or to spot check an entry to confirm that the work is well done and referenced properly. These would often come in the form of specific questions via E-mail.

You might be asked to check a fact, clarify a reference or add additional information for a more complete entry if that information is easy to find; for example,

* Children and grandchildren not in direct line of submitter

* Exact dates (day, month, year) from probates, deeds, military records,
tax lists (also tax amounts), census, church records

* Volume and page for a record; e.g. Orphan's Court

* Slave names

* Can you identify parents listed on an entry as "unknown"?

* Can additional focus families be extracted from same write-up?

Or you might be asked to spot check a draft entry that appeared in a newsletter.

If you would be willing to do any of this on a standby basis or foresee a trip to the "Archives" and would be willing to look something up, please contact me, Tom Doherty, at tdoherty@delgensoc.org.

Citation Research
We need the full statement for each reference, source document and abbreviation. Start with abbreviations and citations used in Tier #1 and Tier #2 entries. Thus, we need someone who can find these references, etc. from a library catalog on the web oractually at a library.

Citation Editing
All abbreviations and short form citations need to be consistent and in a consistant format. Start with abbreviations and citations used in Tier #1 and Tier #2 entries. Thus, we need someone who can easily spot mistakes and inconsistencies.

Proofreading
All entries need to be in exactly the same format to avoid reader confusion. Thus, we need proofreaders who thoroughly understand the format and can easily spot mistakes and inconsistencies, as well as understanding the rules of grammar.

Resubmit Your Own Entry
It would help us immensely if you who have already submitted an entry would resubmit it in the new format (see the Format Guide). By resubmitting, you would also have the opportunity to update your entry with recently found information and correct any earlier mistakes. You might ask yourself these questions:

1. Is my entry properly cited with primary sources, volume and page or file numbers?

2. Have I found all the children?

3. Can I find all the parents and grandparent's names and corresponding proof?

4. Can I find any more descendants, such as additional grandchildren of the focus couple?

Indexing
We want every full name to appear in the index on every page it appears with the focus person's name bolded and the page of their main writeup also bolded. If possible, we would also like a places index. We are not ready for this help until after proofreading is complete, but can anyone index with Microsoft Word? We need to set up an indexing process so we are ready to go when the final manuscript is complete.

If You Can Help
please write to me, Tom Doherty, at tdoherty@delgensoc.org

We are not equipped to answer general queries - see Submitting Queries.

© Delaware Genealogical Society - February 6, 2003 - comments to Webmaster Tom Doherty at <