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Image 8 of Field workers' manual

Part of Kentucky Works Progress Administration Publications

,. 4 ' . 2 (d) An assigned title is one given a record when the volume or container 1 j bears no title. The assigned title is always printed in capitals Q V and enclosed in parentheses. 2 W { (e) An abbreviated title is followed by fully spelled out words, and E e { _A enclosed in parentheses. . Q 5 2. Dates 3 Q t lheinc1usive dates covered by the entire record series should be shown. % * < _ The first and last date should be separated by a "hyphen"; e.g., if the rec- { t { _ ord started in 1800 and has been maintained to the present without any miss- Q j $ 1 ing dates, the dates would read, 2/10/1800-current. If the oldest date V "Q L found was 2/lg/1800 and the latest date 6/8/1910, it would be written; y", { 2/10/1800-6/8 1910. Missing records cause gaps to appear and should be in- Lal"; dicated by giving the inclusive dates of existing records only, e.g., .i,, Q 2/10/1800-8/2/1246, 5/7/was-es,/s/Jaoi, 7/1,/1912-summa;. These three in- clusive dates, separated by commas, explain that the records for 1847-1892 ,fp and 1902-1911 are missing, ' }fii lf records are undated and you are unable to determine the dates, state ,ie. ig? J "na data" in item 2 and attach a note of explanation. When a record is shown {pi`; as "current", although the last entry recorded may bear a date one or more ?[j years previous, the exact date of the last entry should be given. Thus, let j~_j us assume that in a medical register dated 1900-current, the last entry was y; May 17, 1938, then the dates should read: "l900-current. Last entry Kay 17, _iJ 1938." hhere it is possible, give exact month and day as well as year dates. gf ''`l ,2 V 5. Quantity lj;-Q lhnumber of volumes, file boxes, bundles, or other containers should ?f?fT be shown in this space. lf there are 20 deed books in the series, then item "QIg* 3 of the HR form for deeds would read: "2O volumes." Do not combine original QXQQ documents with the record of those documents, and do not combine file box 3YCg and volume records on tho same form. Qi: f 4. Labeling ;f;~ *ExaEtinformation as to the "labeling" of volumes, file boxes, and other Lia containers should be given so that it will direct the user to the records for g}, which he is looking. The containers may be labeled by dates, numbers, letters, JQQQ3 or some other method. For example, if there are six volumes numbered 1, 2, yell] 5, 4, 5, 6, you would show "1-G" in item 4. Should the first three volumes _;?$] be numbered 1, 2, Z, and the other three be lettered A, B, C, you would show f7;, "l5, A-C." Should the first four of these volumes be numbered 1-4 and the Ailla last two volumes bear no labeling, you would show "1-4, 2 volumes not labeled." @5;- However, if the two oldest volumes bear no labeling, and the last four are ?e2 numbered 1-4, you would show "2 volumes not labeled, l4". You can readily ,fij see that the labeling must follow the order of the dates. hhen the numbers Qff on the documents (case papers, for instance) are indicated on each file box, 2;j the labeling should read as follows; "Numbered by case number as follows; gg{ l-50, 51-150, 151-250," and so on. fgf g t " ` . .'... in .. * i ". " -.e ; ' gn-?

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