hbcu newspaper indexing instructions
TRANSCRIPT
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HBCU Newspaper HistoryProject Indexing Instructions
Winter 2012
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Purpose
The purpose of this presentation is to provide you
with details and examples of how to index your
HBCU newspaper of choice.
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Our Appreciation
The Afro-American Historical & Genealogical Society
thanks you for your participation in this important project.
The work that you do will be of great value for other
researchers.
As you index the newspapers, you will type what you see.
Please follow all directions and do not hesitate to let us
know if you have any questions.
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Download the Template
To make it easier for you, we provide a blank Excel and OpenOffice spreadsheet template on the project websitehttp://www.aahgsnashville.org/hbcuproject for you todownload and use as you work.
The template file includes the example from this presentationas a guide. You can delete it prior to submitting your work.
As you use the spreadsheet, save time by using the copy/fill
functions to quickly fill-in columns that will be the same for allrecords (e.g. the name of the school).
As a general note if there is information you do not know,leave the field blank.
http://www.aahgsnashville.org/hbcuprojecthttp://www.aahgsnashville.org/hbcuproject -
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FILLING IN THE INDEXING TEMPLATE:PART I
The first set of fields describe the school and the
issue in which the article appears.
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Our Example Newspaper
We will use an issue
of the student
newspaper from
Bennett College as
our indexing
example.
By the time we go
through all the
fields, you willhopefully have a
much clearer
understanding of
how to index.
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Interpreting these Instructions
In this presentation, all
text explaining what to do
will be presented within a
light red box
Text that you would enter
into the spreadsheet will be
presented within a light
yellow box
Like this Like this
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Field #1: School
The paper comes
from Bennett
College. The
masthead states
Bennett College for
Women but in thiscase, we will use
Bennett College.
Enter: Bennett College
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Field #2: Newspaper
The name of the
newspaper is at the
top, in the masthead.
Enter: Bennett Banner
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Field #3: EditorSometimes, the
paper editor appears
on an internal page.Here, it appears not
on page 1, but on
page 2.
Enter name as Last
name first, then acomma, then First
name.
Enter: Pickett, Addie
Addie Pickett is theEditor.
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Field #4: AdvisorSometimes, the
paper would have a
faculty advisor. Notall the time though.
If so, their name
would likely appear
with the staff.
Enter name as Lastname first, then a
comma, then First
name.
In this case, you do not
enter anything; leave this
field blank.
In this case, there isnot an Advisor
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Field #5: Date
This field captures
the date the paper
was published.
Please use the format
of YYYY-MM-DD.
If the date is missing
information, enter
zeroes for that part
of the date.
Enter: 1934-05-00
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Field #6: Volume Number
The volume can
usually be found in
the masthead.
If the volume is
presented in Romannumerals enter the
numeric form.
Enter: 4
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Field #7: Issue/Number
The issue can usually
be found in the
masthead.
Some papers will call
it Issue, some willcall it Number.
Enter: 4
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Field #8: Number of Pages
How many pages
total are in this
newspaper issue?
This particular issue
is 4 pages.
Enter: 4
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FILLING IN THE INDEXING TEMPLATE:PART II
The second set of fields describe the article and
the information within it.
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Article: Anniversary of Religious
OrganizationsThe example used for
the rest of these
instructions will be
the article on right
side of the page.
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Field #9: Page Number
What page does the article appear on?
This particular article is on page 1.
Enter: 1
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Field #10: Headline
The Headline is the title of the article.
Notice that this is written in all capital
letters, but as you enter the headline,
please use regular capitalization.
If an article does not have a title, you can
enter Untitled or you can create your
own short, descriptive title. If you create
your own descriptive title, enter it in
brackets e.g. [Kappa Alpha Psi Week 2.0]
Enter: Anniversary of Religious Organizations
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Field #11: Byline
The Byline refers to the person who wrote
the article.
In earlier newspapers, bylines were often
not included. If there is no author, then
leave the field blank.
If more than one author is listed, enter
them all (Last Name, First Name) and
separate each author with a / symbol.
In this case, you would leave the Byline field
blank.
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Field #12: Lead
The Lead is the first paragraph
of the article.
Enter: The final vesper service of this schoolyear was held in Carrie Barge Chapel, Sunday,
May 20, marking the beginning of the
Commencement activities. The address was
delivered by Reverend Robert B. McRae, pastor
of the Methodist Episcopal Church of Hamlet,
North Carolina. His address was based uponthe subject - from the 25th chapter of Acts, "It
is more blessed to give than to receive" - "The
Getter and the Giver."
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Field #13: Item Type
This field is used to describe the article.
Sometimes, this is a subjective decision.
Choose from:
Article
Short article (no author) Advertisement
House Advertisement (refers to a paperreferencing itself)
Correction
Opinion (like an editorial, personal column,
letter to the editor)
Enter: Short article (no author)
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Field #14: About Whom
This field is used to describe the primary
subject of the article. Please choose one.
Choose from:
Students
Faculty Staff
Coaches
Alumni
Organizations
Other
Enter: Organizations
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Field #15: Category
This field is used to describe general
category the article falls into. You can
choose between 1-3 terms as appropriate.
The subject list is available online at
http://www.aahgsnashville.org/hbcuproject/indexing-category-list/
Enter: Organizations, Religion
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Field #15: Light
The mood and/or spirit in which the subjects
of the article are shown. This too can be a
subjective decision. Please choose one.
Choose from:
Beneficial
Questionable/Negative
Neutral
Enter: Neutral
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Field #16: Photo
Does the article include a photo, chart, or
other graphical element?
Choose from Yes/No.
Enter: No
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Field #17: Full-Text Link
Some of the newspapers included in this
project are available online. Please put the
URL to the paper.
This paper is available online as part of the
collection at DigitalNC.org. If you end upwith a paper from this online collection, we
will provide directions on how to locate the
correct URL to use.
Enter:
http://library.digitalnc.org/cdm/ref/collection/
newspapers/id/26345
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Field #18: Keywords
Keywords will be the primary way site visitors
will be able to search these articles. Please
enter all proper nouns.
Refer to the instructions at
http://www.aahgsnashville.org/hbcuproject/record-fields-instructions/ for more details.
Enter: Carrie Barge Chapel / McRae, Robert B.
(Reverend) / Methodist Episcopal Church /Young Womans Christian Association /
Auxillary of the Womans Home Missionary
Society / Gamble, Maidie Ruth / Pickett, Addie
/ Phelps, Dorothy / Carrigan, Nettie / Colburne,
Grace
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Field #18: Places
Capturing any places mentioned in the article
will aid in geographic searching. Please enter
any cities explicitly mentioned in the article.
After the city, enter the states two-letter
abbreviation. Separate cities with the
forward slash / symbol.
Enter: Hamlet, NC
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Submitting Your Work
After you have completed your spreadsheet, please attach
it to an email and send to:
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Questions
The indexing template available for download from the
project website has this example record filled in to help
guide you.
And, remember please do not hesitate to ask questions
if you have any during the indexing process!