SURNAME LIST - REVISED 07/12/2004

When all is done, you need to do the Surname List.

Volumes 1 through 5 will continue to use the old surname format. That format was as follows:

Surnames only, capitalized and alphabetized. If a surname is used for more than one passenger, it only needs to be listed once in the surname list. Don't forget to include alternative surnames that you've listed in your transcriber's notes. Additionally, the captain's surname will be included and the title CAPTAIN will be added after the surname. Examples:

ADLE
BROWN
CARTER
KENNEDY, CAPTAIN
KOVERMAN
O'DAY

Beginning with Volume 6 a new surname list making policy has been established.

We will start making surname lists using the full names of the passengers and their passenger numbers. We discussed this several months ago on the List but decided to wait until a new Volume opened up to put the new policy into effect.

The format for the new surname lists will be as follows:

LAST NAME, TITLE FIRST NAME MIDDLE NAME OR INITIAL, PASSENGER NUMBER

There is NO comma between the first and middle names. Some special characters can now be used. These include commas, periods, apostrophes, hyphens and the carat ^ symbol. Please DO NOT use any umlauts on the list. There is another character which can't be used in conjunction with a letter, the ~ symbol. Umlauts and the ~ symbol won't translate in the surname program and the passenger's name drops off the list of names to uploaded. If I haven't mentioned a specific special character, please don't include it. Here are some examples of the new format:

KOVERMAN, MARK, CAPTAIN
KOVERMAN-O'DAY, PAUL, 5
O'DAY, MR, 8
O'DAY, MRS P, 7
O'DAY, MRS. PAUL, 6
O'DAY, PAMELA A, 1
O'DAY, PAT^K L., 2
SISTER MARY, 3
ST. PIERRE, JOHN H, 4

If a passenger's title is included on the manifest, it should be included on the surname list. It can be helpful in determining marital status and to help a researcher determine whether the passenger is male or female.

If the captain of the ship is listed with the title of Master, please change it to read CAPTAIN. Additionally, if there is NO captain listed please include a line at the top of your list that reads *no captain listed.

Please include on the surname list any alternative names mentioned in your transcriber notes. When working with ship manifests that are created in paragraph form, please include any names of friends/relatives mentioned in those paragraphs. Their passenger number would be the same as the passenger they refer to.

You can prepare your surname list using any method that works best for you, however please ensure that the list you submit to me is in a text format reflecting the proper format to include spacing. The biggest problem I see seems to be incorrect spacing (too many spaces between the elements). You can submit your list as a text file attachment or included in the body of an email (the preferred method). Lists must be alphabetized and capitalized. A program called NoteTab Light can accomplish these last 2 tasks quickly and with no effort. It can also eliminate extra spaces between elements.

If anyone needs help in this task, let me know and I'll be happy to lend a hand. REMEMBER, the new format only applies to ships which will be appearing in Volume 6 and into the future, not for any ships which go into the older volumes.

Pam O'Day
ISTG Surname Coordinator
pkoverman@aol.com

Now you need to name your ship and you need to save the file you have been working in as that name. The SS Etruria, Liverpool to New York, 17 December 1888 will be named etruria18881217pl or etruria18881217_01pl if it is a passenger list and etruria18881217sn or etruria18881217_01sn if it is a surname list. We don't want the SS included, no caps, no spaces. This will allow all ships to be filed in alphabetical order when they are received on our end.

If you are working on a split list, or ship with many passengers, each section of that list will become its own webpage. Therefore, a surname list will be required for each section. One page of your transcription should not be larger than about 40k, you should start new pages at approximately every 300 passengers. Never split a family between two pages.

When BOTH lists are finished, e-mail the passenger list to Mary Beth Arthur (mbainsagle@verizon.net) and the surname list to Pam O'Day (pkoverman@aol.com), the Surname Coordinator. Please paste the surname list into an e-mail and do not send it as an attachment. Also please do not create the surname lists in an html format...just simply type them in CAPS, alphabetize them and don't forget to add the captain's name followed by a comma and the word Captain. The SS Etruria was about 15 pages and "copy & paste" worked fine. If you're not familiar with this, ask the list for instructions. (You can click here to read Patty's Copy and Paste 101 instructions.)

When sending the list by e-mail, in the subject line of the e-mail message write:

shipname-year-month-day in the format shipyyyymmdd or shipyyyymmdd_section number (if the list is split) so that SS Etruria, Liverpool to NY, 17 Dec1888 would be etruria18881217pl or etruria18881217_01pl if it is the passenger list and etruria18881217sn or etruria18881217_01sn if it is the surname list.

Do NOT change this subject line or the ship will be filed out of order in the desktop folder and when there are as many as 200 ships in that folder it is important that they remain in order.

DO NOT put anything other than the list in the message area. No notes to Mary Beth, No "Hi here is my ship and I am ready for a new list," no NOTHING.

If you are writing to ask a question about the SS Etruria then in the subject line type:

Question etruria18881217 or etruria18881217_01 and once the question is answered do not continue to write using the same subject line. Change the subject line to fit the e-mail you are sending.

Send to - mbainsagle@verizon.net

Now you can pat yourself on the back - A JOB WELL DONE :)