The Hudson Observer Death Notices Project
Guidelines for Entering Data into Death Notices Index
With dozens of volunteers entering data, some guidelines have been established. Without them, interfiling each volunteers contribution results in problems with data sorting, etc. Please try to follow the guidelines since it will make interfiling into the master file easier.
Download the data entry template (Microsoft Excel)
- You may find that the same person is mentioned in different ways and published on different dates. Please keep each instance in its own row. Multiple showings will be sorted and merged at a later date.
- You do not need to sort the entries in any way prior to sending them in. We will sort them whichever way is needed after they have been received
- When complete, please rename your file in the format "hudob-MMM_YYYY.xls" with MMM being the three-letter month of the entries (eg. JAN, FEB, JUN, JUL, etc.) and YYYY being the 4-digit year.
- COMPLETED DATA ENTRY TEMPLATES: Please email completed data entry templates to both Cynthia Harris in the NJ Room at the Jersey City Free Public Library email@example.com AND webmaster@HudsonCountyNJGenealogy.org
Name of Deceased
- Enter last name, first name, middle initial in the appropriate column in the Excel template. If a field is not included in the notice, leave it blank in the template. Some sample data has been included in the Excel file as a reference - please delete it prior to entering your information.
- If there is some kind of title e.g., Private First Class (PFC), Junior, Senior, etc. please place it in the "Pre-Suffix" column.
- If the photocopy is too blurry/dark/ etc. to be clearly legible, do the best you can. If you are very unsure, you may put a question mark in the column.
- If the womans maiden name is given (either in parenthesis or following the term nee), list it in this column.
- If the Age is given, record it many are not.
- It is assumed that the age is in years. If it is not, please follow the number with an appropriate abbreviated designation: hrs, days, wks, mos
- If the person you are working on died after the Social Security Death Index was created, you may look that person up at http://www.familytreelegends.com/records/ssdi/search to get the age at death and put an asterisk after it to indicate that the age was found online, not in the newspaper.
Date (Death Date)
- Please record the month, day and year of death by entering month followed by a slash (/), day followed by a slash(/) and year. Use only numbers and be sure to enter a 4-digit year (eg. 1904 vs. 04). Once you tab to another field, the date field will display your entry in the format day month year (eg. 1 Jan 1904). This is normal and allows you to visually scan to be sure you typed the correct date.
Type (Type of Article/Newspaper/Date)
- N indicates a Notice (persons name, day of death, immediate relative/s, funeral arrangements)
- O indicates an Obituary (above info plus something about the persons life, e.g., where they worked, club membership, etc.)
- A indicates an Article (when the death was by unnatural means murder, accident, etc. or was of an especially prominent citizen)
- Mem indicates a memorial notice at some year after the year of death.
- You can use multiple types separated by commas, if warranted.
Paper (Type of Article/Newspaper/Date)
- For this database we are only using "O" to indicate the Hudson/Jersey Observer. In other databases JJ = both the Evening Journal & the Jersey Journal (Name change but same paper), HD = the Hudson Dispatch, Argus = the Argus, JCN = the Jersey City News
Date Pub (Type of Article/Newspaper/Date)
- Please record the month, day and year of publication by entering month followed by a slash (/), day followed by a slash(/) and year. Use only numbers and be sure to enter a 4-digit year (eg. 1904 vs. 04). Once you tab to another field, the date field will display your entry in the format day month year (eg. 1 Jan 1904). This is normal and allows you to visually scan to be sure you typed the correct date.
- If there is a nickname or other information that may be relevant but does not have a field of its own, please enter it in the "Comments" field. You may also use the Comments field for entering the page number in the paper on which the notice is found (if legible).
- Any highly unusual notation can be placed in the Comments field, such as it being a murder, suicide, etc.
Thank You and don't forget: the Jersey City Free Public Library desperately needs volunteers to spend time at the library to photocopy packets of death notices from the newspaper microfilm. Without the packets we can't enter any of the data!!
To learn more or to get involved in the project contact webmaster@HudsonCountyNJGenealogy.org or contact Cynthia Harris in the NJ Room at the Jersey City Free Public Library firstname.lastname@example.org