Re: FW: [Slovak-World] transcribing records
- I hadn't thought about yyyy/mm/dd format for incomplete dates. That
is a good idea - I have had to set up a cumbersome protacal for
dealing with incomplete dates.
Thanks for the tip.
--- In SLOVAK-ROOTS@yahoogroups.com, <frank.r.plichta@...> wrote:
> 1. I would recommend that you consider using MS-Access for your
> instead of MS-Excel. Excel is a spreadsheet intended for math
> All your effort will be limited in how you will ultimately be able
> the data. By using MA-Access you will have greater flexibility and
> ultimately be able to use the data in a greater variety of ways in
> 2. When recording dates, I would recommend using the yyyy.mm.dd as
> format rather than the traditional dd/mm/yyyy or mm/dd/yyyy in date
> You will still be able to sort by date but you will also be able to
> dates that are incomplete. For example you may know the year and
> not the day so you can enter 2007.01.00 instead of 01/00/2007
> not be accepted as a date in either Excel or Access. The entire
> is to allow you to enter a date if only one or two of the elements
> 3. I would include an extra data field for "current location
> location name you find in the records may be an old name by which
> location was previously known many years ago when the event was
> That old location name will not be found on modern maps. The extra
> data field will allow you to list both the old location as listed
> actual record as well as the modern day name. Some of those new
> will find right away whereas others may require additional research.
> Depending on what you find as regards the spelling of surnames and
> names you might also choose to include an extra data element for the
> "corrected" data. Always record data that is perceived as wrong
> first see it. It might be a clue to something else in the future
> learn that it was not wrong but really was "new" data.
> 4. I would create a data field for every piece of data contained
> records. Even if it is something that you do not think you will
> You might not need it today but 6 months down the road as you get
> the details you will wish you had included everything. You may
> that over time some data elements may be omitted in newer records
> data elements may be added.
> 5. Always include a data field for "notes". Frequently you will
> notations in the margin or that have been added to the record which
> usually recorded for all records. For example, I have frequently
> notations for the date of death in the baptismal records. If you
> same kind of data on several records you might choose to include
> another data field. If not and the notes are of a variety of types
> information then a single "notes" field will serve you well.
> Some of this may seem like extra work now but I can tell you from
> that you will wish you had taken the little extra time now for the
> it will yield in the future. It will also eliminate the need to go
> thru the records again to find the data element that you omitted
> time thru.
> Good Luck,
> Frank R. Plichta
> Galax, Virginia
> [Non-text portions of this message have been removed]