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Home > 300+ Project > Information > Submission Instructions

300+ PROJECT SUBMISSION INSTRUCTIONS

 

For more information about 300+ Project details check our Question and Answer page.

 
Some instructions below apply only to manually prepared, hard copy materials, others only to computer prepared materials. 

Look for **  for hard copy instructions.

Look for ##  for computer generated materials.

Type, Form, and Contents of Data for Submission

The way you keep your family history is an acceptable way to submit data.
**Family group sheets, or other "hard copy" format,

##  Electronic files from word processing or spreadsheet programs, or specialized family history/genealogy software. These should be submitted on 3-1/2" "floppy" disks, or cd's (which will not be returned). Please include a small, plain text file on the disk with your name and date of submittal.  Please do not email your files to any of the project participants.  This will serve to complicate the path of distribution.

##  If you are using one of the following programs please submit your files in 'native file' format.

Ancestral Quest v1.x or 2.x or Ancestral Quest Backup
Brother's Keeper v5.x
Everyone's Family Tree
Family Gathering
Family Origins
Family Roots
Family Tree Maker
My Family
Personal Ancestral File (PAF)
Roots III, IV or V
Ultimate Family Tree
Visual Roots

##  If your software is not listed, please create a GEDCOM file for submission. If your software is not GEDCOM capable, then you will need to create either group sheets or a comprehensive report format, and submit it as hard copy, or word processor readable files on disk.

##  Users of 'The Master Genealogist' should create 'backup files' and save them to disk. This is the software being used in the project and we can receive and enter these files directly.
 
##  If you have any questions about computer generated submissions, contact Jeff Owens <owensj@epix.net> who will try to aid you with special instructions.

Please include information beyond the simple birth, marriage, and death statistics. The publication will be much more meaningful and interesting if it includes biographical highlights, detail, and "color". Include copies of pictures, source documents, and so forth, but remember that anything you submit is being given up to the CCFHA to be used with your permission, and will not be returned.

For hints and tips on how to prepare your materials try: http://www.ngsgenealogy.org/about/content/committees/gene_stan.html


Mailing Instructions and Timetable
All data and other inputs should be sent via e-mail or US mail to:
300+ Project Editor-in-Chief
Mr. Gale Corson
galechap@aol.com
434 Nikki Drive
Santa Rosa, CA 95401

 Though the project has entered the writing phase, inputs are still being accepted.


Identifying Information

All submissions should include your name, address, phone number, and email address (if you have one). Also include a note with a brief description of the data submitted (including family Division if you know it), the date, and your signature.

##  If you used a computer in the preparation, please note the software (program) and hardware you are using. 


Credit For Your Submission

Your name will be indicated as the source of what you submit in general. Should you wish to include your address or other information please make instructions. Any material which is not commonly found will be indicated as coming directly from you. Information found in other published sources or from public documents will generally be credited to those sources.


Other Special Preparations and Considerations

Copyrights

Anything submitted to CCFHA is accepted with the stipulation that you grant full rights for CCFHA to copy, distribute, and prepare publications for sale for its own purposes, of any and all of the information contained in your submission. If your material contains quotes from copyrighted information, you must indicate that accordingly, so that we can decide how to handle that information.


Privacy

Anything submitted to the CCFHA will be accepted as cleared for publication unless you indicate otherwise. Therefore, you are responsible for making sure the data are already public, or are otherwise suitable for publication. For example, anything about living people beyond their names is best included only with their permission. Many people are sensitive to privacy considerations, and while much of what people try to protect is available through public sources, it is prudent to observe individual wishes. When obtaining personal information it is best from the beginning to make people aware that in the course of collecting genealogical information it may at some time be published or more widely distributed.


Source Documentation

Collected genealogical information should be carefully authenticated and checked. That means you don't want to rely solely on hearsay - just because someone else said it in person, or in a letter, or through email. It is good genealogical practice to verify anything presented to you by comparing to original sources. This is not always possible, but the more documented citations you can provide the better. If material is of a 'family story' nature it should be indicated as such.

More explanation:  http://www.rootsweb.com/~rwguide/lesson12.htm


Standards for Identifying Sources and Repositories

The CCFHA database will use, "Evidence!: Citation and Analysis for the Family Historian" by Elizabeth Shown Mills (Baltimore, Genealogical Publishing Co., 1997) as the standard for citing references. This book is available from bookstores and internet sources, and is highly recommended for your use.

Books, for example, are usually identified by title, author, publisher, place of publication, and date. Rare items, such as manuscripts, should also indicate where they can be found - the repositories. If your material came from an individual or email, for instance, indicate the details and someone may be able to verify it later.

More information about this subject can be found at: http://www.CyndisList.com/citing.htm#Genealogy


Suppositions and Deductions

Some "facts" are more firmly established than others; at other times genealogists use their experience, logic, and intuition to reach a conclusion based on "the preponderance of evidence", though sometimes admittedly scant.

How "sure" are you of each fact?
You may use these values which correspond to standards used within TMG software:

3 -information obtained from a reliable, contemporary, primary source
2 -information obtained from a secondary source
1 -hearsay or other less reliable source
0 -guess or assumption of the researcher; very unreliable source
-(minus sign) -information that is known to be erroneous


Notations

**  If your existing sheets or files don't happen to have all the detail you want to provide, one way to supplement the submittal is by adding hand-written notations to a copy (or printout) of your data.


Numbering Systems

You may include "reference numbers" if you already have them in your family history. The most helpful ones are those that tie back to a published source that you identify. For example, Orville Corson used reference numbers (modified Henry numbers) for "Divisions III and IV" in his book.

##  However, If you are preparing a special report from a software program for your submission, we prefer that you choose specifications for your report format that do not include a numbering system.


Additions and Corrections

After your initial submissions you may send additions or corrections. When sending a correction, please indicate the date of your original submittal. To minimize the work of our voulunteers, don't hurry your preparations. Try to send good quality data on the first transmittal. Additional, new information is welcome at any time. The database will be an ongoing, long-term project.


Site maintained by  Michael Corson (CCFHA Member M-297). Please report any errors, comments, or suggestions to

The CCFHA web site originally created by Jeff Owens (CCFHA Member M-260).

This page updated 20 Jan 2012

©Copyrights reserved by Corson / Colson Family History Association.