Encoding Guide. Tag Set

General Record/Slip Structure
Each record is recorded on a four (4) by six (6) inch slip of paper and each slip of paper is presented on one frame of microfilm. Each record or slip can be broken down into sixteen (16) categories:

REEL NUMBER <rl no=“00”> Includes an attribute of the reel number, based on the chart, ranging from no=“01” to “42”.

SLIP/RECORD ID <x id=“000000”> 2-digit reel number, 4-digit sequential record number; Every record should be assigned an ID number and it should be tagged <x id=“000000”> (“420023” would be reel #42, record #0023).

DATE<d> Includes any or all of day, month, year in characters, numerals and brackets; also may include range of dates or “n.d.” for “no date”

PLACE <pl> Includes any or all of city, state, or country

CODE <c> A combination of letters and numbers, always appearing in the top right corner

AUTHOR <a> First name, last name or initials; may also include more than one name. Anything to the left of the first instance of the word “to” should be rendered as AUTHOR.

TO <to> “to”, first name, last name or initials; and any other text following. All text following the first instance of the word “to” (and including the word “to”) should be rendered as TO

TITLE<ti> Anything on the second line that does not clearly fit into the AUTHOR or TO categories.

LENGTH<l> Number and “p.”

FORMAT <f> MS, Xpr, EnlPr, xerox, microfilm, photo, and any text that follows.

PRINTED <pr> Publication information, anything that starts with the word “Printed”

NOTES <n> Any information that does not fit into the above categories.

SERIES <s> Roman numerals “II” or “III” with Arabic number following handwritten in the bottom right corner should be rendered as either “II” or “III”--the following numbers should be disregarded--and tagged <s>

HANDWRITING <h> Any slip with hand-written notes or corrections, transcribe if legible at the place it is written; otherwise mark illegible handwriting with three asterisks (***) and tag with <h>

CANCELLED Z <z/> Any slip that has been crossed out with a zig-zag mark, include a blank <z/> tag

REVIEW <r/> Any slip that needs clarification should be tagged for review by MHS staff with <r/> tag.