hbcu newspaper indexing instructions

7/29/2019 HBCU Newspaper Indexing Instructions

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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:

[email protected]


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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!

[email protected]

hbcu newspaper indexing instructions

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