World Archives Project: California Railroad Employment Records
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About this project
This project consists of California Railroad Employment Records from 1862 through 1919. They contain the employment records of railroad companies operating in California and contain pay lists, and various employment records for those who worked on the railroad. Many of these workers were Chinese immigrants who came to build the railroad across America.
Contents
Project Partner
California State Genealogical Alliance
File:Californiastategenealogicalalliance.jpg'
Need help keying this project?
Keying Tip
Please do not record blank lines
Do not key any punctuation in occupations
Do not key any periods in names
Discussion Page with Q&A's
World Archives Keying Standards
Project-specific sample images and form field help:
Choose a sample image from below to see the corresponding form field examples.
Payroll
Two Page Payroll
Other Date
Payroll
- Use this form when both a Date and Employee Names are present on the same page, either Pay Roll, or a Date not specified as Payroll or Other. There are occasions where a second list of employee names are contained in the column designated as Occupation. In these images, key all the names in the left-most Name column before keying the names in the Occupation column.
- Payrollform.jpg'
A paycheck counts too.
Payroll Day
Key the Day of the payroll date located at the top of the Pay Roll forms. When the day is given as 1-15 or 1-31, key the last day in the range. For example 1-15 would be keyed as 15.
When the Day portion of the Payroll Date cannot be found leave this field blank.
Please do not add a new section unless there are two separate payroll periods.
See Example
Payroll Month
Key the Month of the payroll date located at the top of the Pay Roll forms using the dropdown list to assist. Key the complete name of the month. When dates are given in numerical terms, please convert the number to the appropriate month. For example, if the paydate was 7/30/11, the month would be keyed as July.
See Example
Payroll Year
Key the Year of the payroll date located at the top of the Pay Roll forms. For example, if the paydate was 7/30/11, the year would be keyed as 11. In most cases the entire year can be keyed. So key either a two digit or four digit year in this field.
When no Pay Roll Date can be found, key the Year portion of another date present on the form "Other Date" in the Other Date Year field.
See Example
Prefix
Key any titles before the name, such as "Dr" or "Rev" in the Prefix field.
See Example
Given Name
Key the Given name(s) with the assistance of the dictionary provided. The Given name consists of the first name or initial and any middle name or initial. If a Given name is not found in the dictionary then key the name as seen.
See Example
Surname
Key the Surname as it appears on the image, using the drop-down list to help you.
See Example
Suffix
Key all titles following the surname, such as "Jr" or "III."
See Example
Alias Given
On some records, a second name is given in parentheses or quotes. This name is usually a nickname or maiden name. Key the first name or initial and any middle names or initials in the Alias Given field. If you cannot distinguish a given name or surname, please input the entire name in this field.
See Example
Alias Surname
Key any Alias Surname which appears. Occasionally an alternate name may be recorded for a given individual. This name may be denoted by parentheses. All the rules for keying a primary name should also be followed for keying any alias name.
See Example
Occupation
An occupation may appear preceding the relationship or given name. Key the occupation as it appears, using the drop-down list to help.
- Do not key any punctuation marks in this field such as: slashes (/) commas (,) quotes (") apostrophes (') hyphens (-) or periods (.).
- If there are two occupations such as Clerk & Typist, key as Clerk and Typist.
- Replace 4Man with the word Foreman.
- The above are the only exceptions to the key as seen rule.
- Other occupations with Numbers such as 2nd Asst, or 4077 Clerk should be entered using the f12 key to work around the inability to type numbers in the occupation field.
- If there are dittoes, key the occupation from the line above.
- If there are no dittoes but you can ascertain that the occupations are the same, key as if there were dittoes.
- Do not expand occupations.
- Do not add spaces to occupations i.e. don't key Car Bldr when it is shown as CarBldr.
- Disregard locations listed with occupations, such as: Phoenix, Mesa, Tempe, etc.
- Key occupations as seen i.e. Firemen should be keyed as Firemen and not Fireman.
Supplemental Occupation List Composed By Contributors.
There is a book in the public domain available free to read online or to download in many different formats. The book classifies railroad occupations by name and category. 1921 United States Railroad Labor Board Rules for Reporting Information on Railroad Employees Together With A Classification and Index of Steam Railroad Occupations. M. D. Lundy
Two Page Payroll
Payroll Day
Key the Day of the payroll date located at the top of the Pay Roll forms. When the day is given as 1-15 or 1-31, key the last day in the range. For example 1-15 would be keyed as 15.
When the Day portion of the Payroll Date cannot be found leave this field blank.
See Example
Payroll Month
Key the Month of the payroll date located at the top of the Pay Roll forms using the dropdown list to assist. Key the complete name of the month. When dates are given in numerical terms, please convert the number to the appropriate month. For example, if the paydate was 7/30/11, the month would be keyed as July.
When no Payroll Date can be found, key the Month portion of another date present on the form "Other Date" in the Other Date Month field.
See Example
Payroll Year
Key year of the payroll date located at the top of the Pay Roll forms. For example, if the paydate was 7/30/11, the year would be keyed as 11. In most cases the entire year can be keyed. So enter either a two digit or four digit year in this field.
When no Pay Roll Date can be found, key the Year portion of another date present on the form "Other Date" in the Other Date Year field
See Example
This field is for either the first record or the last record on a page and is used to determine if a record continues from a previous page (the first record on the page), ends on the page (the last record on the page), or continues on to the next page (the last record on the page).
Key the letter "C" to see the drop-down list which provides the options for the three possibilities for each record on the page. Choose the one option which best suits the situation for the first record and the last record on each page.
In the event that a page is continued from a previous form and continues on to the next form, use the "Continues on to next form" option.
See Example
Prefix
Key any titles before the name, such as "Dr" or "Rev" in the Prefix field.
See Example
Given
Key the Given name(s) with the assistance of the dictionary provided. The Given name consists of the first name or initial and any middle name or initial. If a Given name is not found in the dictionary then key the name as seen.
See Example
Surname
Key the Surname here as it appears on the image, using the drop-down list to help you.
See Example
Suffix
Key all titles following the surname, such as "Jr" or "III."
See Example
Alias Given
On some records, a second name is given in parentheses or quotes. This name is usually a nickname or maiden name. Key the first name or initial and any middle names or initials in the Alias Given field. If you cannot distinguish a given name or surname, please input the entire name in this field.
See Example
Alias Surname
Key any Alias Surname which appears. Occasionally an alternate name may be recorded for a given individual. This name may be denoted by parentheses. All the rules for keying a primary name should also be followed for keying any alias name.
See Example
Occupation
An occupation may appear preceding the relationship or given name. Key the occupation as it appears, using the drop-down list to help. Do not key any punctuation marks in this field such as: slashes (/) commas (,) quotes (") apostrophes (') hyphens (-) or periods (.). If there are two occupations such as Clerk & Typist, key as Clerk and Typist. Replace 4Man with the word Foreman. Do not expand occupations. Disregard locations listed with occupations, such as: Phoenix, Mesa, Tempe, etc. How do we tell the difference between 2 occupations for the same person without an and when there is no & present??
- Additional Sample Keyings
Example - Left side of Page
Example - Right side of Page *Note do not key names from deductions
Example - Left side of Page
Example - Right side of Page
Other Date
Prefix
Key any titles before the name, such as "Dr" or "Rev" in the Prefix field.
See Example
Given
Key the Given name(s) with the assistance of the dictionary provided. The Given name consists of the first name or initial and any middle name or initial. If a Given name is not found in the dictionary then key the name as seen.
See Example
Surname
Key the Surname here as it appears on the image, using the drop-down list to help you.
See Example
Suffix
Key all titles following the surname, such as "Jr" or "III."
See Example
Alias Given
On some records, a second name is given in parentheses or quotes. This name is usually a nickname or maiden name. Key the first name or initial and any middle names or initials in the Alias Given field. If you cannot distinguish a given name or surname, please input the entire name in this field.
See Example
Alias Surname
Key any Alias Surname which appears. Occasionally an alternate name may be recorded for a given individual. This name may be denoted by parentheses. All the rules for keying a primary name should also be followed for keying any alias name.
See Example
Occupation
An occupation may appear preceding the relationship or given name. Key the occupation as it appears, using the drop-down list to help. If no occupation appears, mark the field blank. Do not key any punctuation marks in this field such as: slashes (/) commas (,) quotes (") apostrophes (') hyphens (-) or periods (.). If there are two occupations such as Clerk & Typist, key as Clerk and Typist. Replace 4Man with the word Foreman. Disregard locations listed with occupations, such as: Phoenix, Mesa, Tempe, etc.
See Example
Other Day
On some forms a Pay Roll date applying to all on the list is not present. When no Payroll Date can be found, key the Day portion of another date present on the form in the Other Date field. This date may apply only to one individual or several, but there is usually more than one date on the form when no Pay Roll Date is recorded. A few forms with names do not have any date at all.
See Example
Other Month
On some forms the payroll date applying to all on the list is not present. On forms where no Payroll Date can be found, key the Month portion of the date in the Other Date field. This date may apply only to one individual or several, but there is usually more than one date on the form when no Pay Roll Date is recorded. A few forms with names have no date on them at all.
See Example
Other Year
On some forms the payroll date applying to all on the list is not present. On forms where no Payroll Date can be found, key the Year portion of the date in the Other Date Year field. This date may apply only to one individual or several, but there is usually more than one date on the form when no Pay Roll Date is recorded. This day may be keyed as either a two digit or a four digit year. A few forms with names have no date on them at all.
See Example
- Additional Sample Keyings
Example - Left side of Page
Example - Right side of Page
