The Elliot Clan Society, USA

Outline for Submitting Genealogy Data Into The Elliot Clan Society Genealogical Database (Recommended Software)

This page is printer friendly ---- Documentation as of march 2013, by ECS USA webmaster dee elliott-wakefield

Introduction

The ECS Database is a compendium that contains information on hundreds of individuals of Elliot ancestry and their associated spouses. The database submissions are made in GEDCOM format with Personal Ancestral File (PAF) software. The ECS USA Genealogist/Database Administrator is Dee Elliott-Wakefield.

Name Variations (Eliott, Elliot, Eliot and Elliott)

The ECS has branches worldwide and each country has it's own "genealogist". Regardless of place in which you reside, those attempting to trace their Elliot lineage will soon become aware that names were often written differently (Eliott, Elliot, Eliot and Elliott) and in the early times Elwald was known to be used. It is important to know that for the most part the differing representation of the Elliot lines are believed to be connected and are at times interchangeable and their overall meaning can be found back in antiquity. For practical purposes, the database will be designed to treat all spellings of the "Elliot" the same.

Accuracy & Correctness of Our Data

It is quite obvious then, that the database information that has been complied over the years is from a great many sources. When submitting please make sure to provide sources of accuracy such as census, tax, parish, or other record. The International Genealogical Index (IGI), is also a good source (accessed through http://www.familysearch.org/. In the UK for example, records of birth, baptism/christening, marriage and death were typically kept in "Parish Registers", until 1855. (Civil Registration program commenced after that date).

Corrections of Data Once Submitted

All trees are scanned for correctness, then reasonable and logical assumptions have been made when discrepancies are found. Anyone discovering an inaccuracy should notify webmaster and the compiler (of attached PAF tree). An ongoing examination of documents, such as Census data, may as expected yield further information, which may at times be conflicting (as will original Parish Registers and the like). Please research your information in complete manner before initial submission or request for updates.

Members Without Home Computer Access

If you are an Elliot/Eliott/Elliott/Eliot,Ellet (or other spelling) we welcome you and even strongly encourage you to become a part of the ECS Genealogy Project. Your monetary contributions are most welcomed too!

Who May Have Access?

If you are an Elliot Clan Society member (current) you may have access.

COPYRIGHT and DISCLAIMER

Please comply with specific restrictions concerning usage notices, etc., that are to be found on individual pages within. Also please keep in mind, that although we strive to keep the information on our web pages accurate, we disclaim any warranty or representation, express or implied about its accuracy, completeness or appropriateness for a particular purpose. Thus, you assume full responsibility for its use and thereby agree that neither ECS as an organization nor any of its maintainers or providers are responsible or liable for any claim, loss or damage as consequence. It is the individual submitter of said entries that control overall accuracy and content.

Please also be aware that ALL Genealogists for the Elliot Clan offer these services on "volunteer basis", therefore your patience is requested. At times it may take a while before responses can be made.

Please HELP By Sending Your Family Trees

If information on your line (family tree)is not currently in the Elliot Clan Genealogy Database, it should be. It would be most helpful and greatly appreciated if you would take the time to submit it! Be assured that the database is there solely to help individuals learn more about their Elliot Clan heritage. The fundamental overlaying objective of the "Genealogy Project", is to promote a spirit of kinship with Elliot's all over the world.

Technological Considerations (Genealogy Software ECS Utilizes)

Much of the technological procedures have been designed previously by various other Genealogists and general procedure will remain the same. This project is very large therefore, at this time we will continue utilizing the Personal Ancestry File software. Before entry into the ECS database all records must be in a GEDCOM format. This procedure not only contributes to easier convergence of individual records in the Elliot Clan database it also is most prudent method regards to linking capabilities with other large database programs/sites on the web. If you currently do not have a "Genealogy Software" program on your computer you may download it at www.familysearch.org (outline of procedure can be found below). This is perhaps the most important step in the process - It allows for uniformity of all records/trees with in the database. This program is FREE.

What is a GEDCOM?

GEDCOM is a file format that genealogists use to exchange information created by different software programs. Generally speaking GEDCOMS are compatible with most genealogy software, thus allowing you to open files that were created with a wide variety of differing programs. Similarly, the researcher /genealogist can open then import any file saved in the GEDCOM format.

You don't purchase a GEDCOM you create it. Creating a GEDCOM file of your family tree information is a simple procedure as long as you have genealogy software (this is the only way to get a GEDCOM file from your own family tree information). In most instances, once you have your file opened, (depending on your particular software program) you either "Export" as a GEDCOM (or a similar command) or from a menu, or "Save As" GEDCOM and then follow the subsequent instructions. Personal Ancestry File or PAF is a genealogy software program we are currently utilizing for (GEDCOM) purposes. This software also allows you to create your own family web page so that you may record then display your family tree..

Other Recommended Software (Adobe Reader)

Why Use Adobe Acrobat Reader?

Acrobat Reader is an industry standard software that allows people to download and print documents over the Internet. Adobe files are very safe and secure. You will notice many documents in PDF format within the ECS site too! If you don't have Adobe Reader, you can download a free copy by following the link below

Do You Have Adobe Acrobat Reader?

To find out if you have Adobe software installed on your computer just follow these steps:

• Click the Start button on your taskbar (bottom left of the computer screen).
• Select Programs from the pop-up menu.
• Verify that there is a folder called Adobe Acrobat listed.
• Verify that Adobe Acrobat Reader is version 5.0 or higher.

If you found a folder called "Adobe Acrobat", then you already have Adobe Acrobat Reader 5.0 or higher installed on your computer. To download pdf files just click on link.

If you do not see "Adobe Reader 7.0" (or other version) listed it is probable that you do not have Adobe software. The Acrobat Reader is Free.... To get it just go to the Adobe site and they will step you through the process of setting up Adobe Acrobat Reader.

The Submission Process

To submit your genealogy data please read these instructions carefully. Obviously, the more complete and accurate information you provide us the more success you will have regards to searching, finding and linking your family to other Elliot families contained within the database. Please keep in mind, it is not the Elliot Clan's responsibility to research for you, but to provide means by which you may conduct research on your own. You may download the Personal Ancestry Program (PAF 5.2.18.0 version) for FREE at: www.familysearch.org/products

To download the PAF program just do the following:

• 1. Go to www.familysearch.org/products
• 2. Scroll to bottom of page to Personal Ancestral File(PAF)
• 3. Click on link: English 5.2 Download
• 4. Fill out brief registration then hit 'submit' (You will be taken to download page OR link)
• 5. Select "Download" button: English (version 5.2.18)
• 6. After the download is completed, double-click the file to begin the installation process

Have a different Genealogy Program installed on your computer? Do you still need PAF?

Yes - you still need to download PAF. All software is different in format and architectural structure and must be converted to one standard/uniform type (which is PAF in this case). For those of you that have already installed a "Genealogy" software program on your computer just go to the aforementioned link listed above and download the PAF 5.2.18.0 version as instructed above. After that, you will need transfer you data from your chosen software into the PAF program. Please - Make sure that your data is entered as outlined below and save your file as a GEDCOM. Be sure that you save original copy (for backup purposes) Next, "import" this new file that you have created into the PAF program then save it. If you have a computer and your e-mail is set-up properly you may then e-mail this file to me. Please put your name and Elliot Clan Society number (listed in the "Signal Tower" or on the card given to you when you joined the Elliot Clan) on the subject line of your mail otherwise I will not open it!

Location Identifier Codes for Database Submissions

Country and State Codes

The codes shown below are supplied by the ISO (International Organization for Standardization). It bases its list of country names and abbreviations on the list of names published by the United Nations. For uniformity the ECS also utilizes these 3-letter codes to identify nations (abbreviations) The codes for each corresponding country can be found on links listed below.

Standard Abbreviations

The abbreviations below are for use in within family tree information that you enter in the database or on the "Family Group Form". Please be sure to use them as they will save much space in the database.

aft
aka
anc
arr
bap
bef
btwn
bro
bur
cem
ca
ch
co
d
dau
desc
div
d/o
fa

after
also known as
ancestor(s)
arrived
baptized
before
between
brother
buried
cemetery
circa
child/children
country
died
daughter
descendant
divorced
daughter of
father

fam
g
gg
ggg
info
m
m1
m2
mo
par
poss
prob
res
set
sis
s/o
twp
unk

family
grand
great/grand
great/great/grand
information
married
married  1st
married 2nd
mother
parents
possibly
probably
resided
settled
sister
son of
township
unknown

PAF software is installed ~ Instructions for entering data

Once you have the Personal Ancestry File software installed please be make sure that all data is in the format a instructed below. Also be sure that all information is as complete as it can possibly be. Kindly take note: Any changes requested to trees once submitted to the Elliot Clan Database (after the initial submission process) will require much work. Although, trees can be updated these changes absolutely will not take precedence over other "new entries" received. In other words be very sure data is correct the first time!

Step-by-step instructions with screenshot of the PAF program

Open the PAF Program

If first time you will be asked to create a new file. Please use your ECS Member number here! You will be asked to enter name address ect( you may leave this blank if you wish).

You will be taken to the main area. Go near to of page and click on "PEDIGREE" tab. You should now see chart displayed. Click on box (in navy) now begin filling out (starting with yourself).

1. PERSONAL:

Make sure name is as complete as possible by:

• FULL NAME: Give full the name: first, middle and last (Put last name in caps)
• List: Jr, Sr, or I,II,III if applicable (after last name) ex /ELLIOT/Jr
• SEX: Male or female
• OTHER title (prefix): Give title or prefix: Dr,Gen,Duke,Rev
• OTHER Married name: Enter married name of female if known
• OTHER Nickname: Also known as and nicknames go here
  Note: Please do not use periods or long names for titles, this takes up valuable space!

Roll mouse OVER thumbnail image to see BIGGER size:

2. EVENTS:

All "place entries" must have 4 (place location identifications) You may list unknown (unk) not sure. Please remember we/you will be using this data for searching, sorting and linking, so be as complete and accurate as possible! (Leave nothing blank) Kindly use standard codes as listed on www.elliotclanusa.com/instruct3.htm (You may also find state codes in you local telephone directory)

Roll mouse OVER thumbnail to see BIGGER size:

• BIRTH: This is a date field! Please enter date as dd mmm yyyy format (12 Oct 1876) If actual day is not known you may enter (Oct 1876) We use about-abt, before-bef and after-aft when making estimates. You may use (aft 1876) If month and day are known but year is variable (12 Oct 1876/1878).
  * special note
  When estimating birth date of child we use 20+ birth date of father if unsure. We then add +2 for each additional child. Therefore if you have father born in 1723 with 3 children you would enter (abt 1743, abt 1745 and abt 1747 for children). If corresponding "place entry" for the above is not known enter(,,,USA if in United States) you may also use (,,,SCT/IRL uncertain if Scotland or Ireland)
• PLACE: under Birth (DO NOT LEAVE THIS BLANK) use 4 location identifiers
  • Parish/Village/City/Town (first entry): Be as complete - list full place names here
  • Region/Province/District/County (second entry): Also be sure to use complete names
  • Country/Province/State (third entry): Please use two (for states in USA) and three name abbreviations here. (examples of this are below)
  • Country/Continent (fourth entry): Generally speaking follow the same naming convention that the U.S.Postal Service uses. (Such as: Canada-CAN, Europe-EUR, United States of America-USA, Scotland-SCT, Ireland-IRL and England-ENG)
• CHRISTENING; (date - same format outlined above)
• Place under Christening Similar to above but listing Church as #1 then other info.
• DEATH: Use same date format listed above (IF STILL LIVING LEAVE BLANK)
• PLACE: under Death Is a place of death and NOT CEMETERY!
• BURIAL: Date when buried - You may use a few days after death
• PLACE: under Burial The place where person is buried. Please be sure to list the CEMETERY if KNOWN as #1 and then city OR township, county, state and country! AT times you may have 5 place entries HERE as the 1st will be for the cemetery. THIS is OK for THIS entry ONLY.
  an example:Erie Union Cemetery, Erie Twp, Monroe(this is the county), MI, USA

USA (City of Detroit, Wayne County, Michigan, United States of America)
entry would be:
Detroit, Wayne, MI, USA

USA (Tiffin Township, Defiance County, Ohio, United States of America)
entry would be:
Tiffin Twp, Defiance, OH, USA

Canada (Town of Amherstburg, Essex County, Province of Ontario, Canada)
entry would be:
Amherstburg, Essex, ON, CAN

Canada (Town of Edmundston, Madawaska County, New Brunswick Province, Canada)
entry would be:
Edmundston, Madawaska, NB, CAN

England (City of Winchester, Hampshire District, England)
entry would be:
,,Winchester, HAM, ENG

Scotland (Town of Harwick, County of Roxburghshire, Scotland)
entry would be:
,,Harwick, ROX, SCT

Ireland (Durhome Parish, Town of Skreen, County of Donegal, Republic of Ireland)
entry would be:
Durhome, Skreen, DON, IRL

*notes for Ireland, Scotland, Wales and England:
Make sure to leave room for parish (#1) as it is very important. Most records were kept in/by local parishes before 1900's!

**notes for older USA records:
At times in 1700 - 1800's in the USA town or city was not listed (as it did not apply) because many people lived in rural areas (on farms and the like) and in these cases "township" was used. In such instances please be sure to enter township (as #1 with twp included) followed by county, state and country.

An example township and county:
Tiffin Township, Defiance County, Ohio, USA
Tiffin Twp, Defiance, OH, USA

PLACE ( 4 place location identifications outline):

Africa
Asia
Australia
Canada
USA
Europe
England
Ireland
Scotland
New Zealand

(1)
Village/Town/City  
Village/Town/City   
Village/Town/City   
Village/Town/City   
Village/Town/City/Twp  
Parish/Village/City   
Parish/Village/City   
Parish/Village/City   
Parish/Village/City   
Village/Town/City   

(2)
Region/Province
Region/Province 
County/District/Region 
Region 
County 
Town/City/County/Region 
Town/City/County/Region 
Town/City/County/Region 
Town/City/County/Region 
District/Region

(3)
Country    
Country    
Province/State  
Province  
State   
County/Region/Country 
County/Region/Country  
County/Region 
County/Region  
Province  

(4)
Continent  
Continent  
Country  
Country  
Country  
Country/Con 
Country 
Country 
Country 
Country 

3. NOTES:

Make sure to fill out this area:

• Please put your name and complete mailing address on first line.
• List events such as military service, religion, occupation, education or other events of significance that were not previously mentioned.

After all is complete hit the save button (upper right top) and enter the next person following same procedure.

How to save a PAF file as a GEDCOM:

• 1. Open your Personal Ancestral File (PAF) genealogy file.
• 2. At the top left hit the File option and then select Export
• Under "Export To" select "Other GEDCOM 5.5" (make sure to leave Char Set "UTF-8" ALONE)
• Next under the "Selected Individuals" select "All" (should be the default)
• Click on the Export button. (at bottom left)
• 3. Now a window will pop-up that says "Export GEDCOM file as" near the bottom in the FIRST box you will see File name: please enter your ECS member #, underscore "_" and your name (first or last) OR current year => would be US1928_2012.ged
• 4. The "Save as" default will be GEDCOM file (*.ged) DO NOT CHANGE
• 5. NOW Click on the "Export" button. Check the PAF export report and make sure "errors" =0 (export is OK)
• 6. Now just attach this GEDCOM to your email message and send it. Be sure to include your ECS member# on the subject line of your e-mail.

The Entry Process is Complete. Where to send your GEDCOM?

Once you have entered and verified all data next save it as a GEDCOM as instructed above. Please, make sure to verify all entries before sending them!

You may then send me your GEDCOM via e-mail or regular mail(which ever you prefer). If sending your GEDCOM by "snail mail" you may use either CD or even floppy disk. Please make sure to put your name and Elliot Clan Membership Number and "Genealogy" on both your CD/Floppy and on you envelope too. The CD or Floppy will not be returned.

All GEDCOM's will be then entered into the ECS USA database. A scaled down version will also be transferred to an online database which you then may have access to. I will notify you when entry into the online database is complete (to have access to online records a you MUST be a current member AND you must submit your genealogy to us FIRST).

Members Without Computer Access

Some of our ECS members may NOT have access to a computer, are hesitant to send data from public computer (such as library) OR may not be computer savvy, yet still would like to make submissions. If this is the case you may send your genealogy to me in typed OR hand-written format. Be sure to include your name and membership# on your envelope and the documents within any correspondences. If you are making submission via snail-mail and would like to be notified of links (I find a branch related to your family) within the ECS Online Database via "snail mail", be sure to include a self addressed stamped envelope with your "paper format entry". My mailing address is: ECS Genealogist, Dee Elliott-Wakefield, as listed in the "Signal Tower"

If your entries are incomplete or in improper format it will delay your entry into the database!

Thank you for your cooperation! I am hopeful that this process may help you to find links to your Elliot ancestors!