INDEX STRUCTURE (for Archivist's guidance)

 

☞  This page is subject to progressive minor change as new requirements are identified.

 

In general, you don't need to learn (or even understand) the system — just follow each option until you find the most suitable match.
This list tries to cover every possibility, so if you don't find exactly what you need here, it suggests too where to discover what you might want to add to it.
There is no "right" or "wrong" for a resource's Reference-ID, as long as it's MEANINGFUL and unique, and CONSISTENT with like items — hence this page.
The structure must also be ADAPTABLE as new collections are presented to us, such as the Leiston Grammar School photos, Ordnance Survey 25" maps,
"Pen and Sword" books and Peter Drew Photos Deposit — even if some items aren't held on the main Index, their ID's should remain consistent with it.
Responsibility for allocation of Reference-ID's isn't limited to one person, though there must be only one agreed "master" electronic version of the Index!

 

Allocating each resource in our Help Centre with a unique Reference-ID helps to ensure that everything is catalogued (so not "forgotten"), and simplifies checking subsequently that that has indeed occurred.  It also helps to "weed out" duplicates and old versions that have been superceded.  For physical items, the reference-ID is usually written on its "PROPERTY OF" label; for digital files (such as .JPG images) it is the first nine characters of the filename, generally followed by a meaningful contraction of the item's Title (for example, PDHAZCHUR_Hazlewood-Church-w'farmer&draught-oxen-c1910.jpg).

This structure is not intended to be pedantic or fixed, but just guidance to ease the task of generating meaningful, consistent references for new acquisitions — extra similar codes can be added as need be.  That being said, a reference can be "just a sensible, recognisable free-format abbreviation of its Title, place it relates to, or its purpose", as it says below, in the "Structure of Reference-ID's in column G" section.  Column G of the Index holds the ref-ID, so the spreadsheet can be sorted on this to bring like items close together, as similar references point to similar or related items, whenever they were originally acquired.  Conventionally, the Index is published sorted by columns C, D and E (respectively County, Parish and Item-title), which is just how the Index was (in theory) originally ordered.

The item's Title or Name of a resource should be as close as possible to what is actually printed on it — this is explained more fully under Column E below.  If a resource (such as an envelope or folder) produced by our Group has an unhelpful, vague or ambiguous title, perhaps it should be changed to something clearer, and then the Index entry can be matched to that.  Any initial word "The" is omitted.


FORMAT OF INDEX LINES

Most resources (such as a book or CD) have only a single entry in the Index, but some have several, so a particular reference-ID may appear more than once.

For example, the lines …

col.A B C D   E F ... G ... H ... I
line-no Category County Parish Item-title
SN0205 Directory Suffolk Aldeburgh 1962/1963 Street Directory — Aldeburgh, Leiston, Saxmundham and Districts
SN0314 Directory Suffolk Leiston  1962/1963 Street Directory … etc
SN0359 Directory Suffolk Saxmundham 1962/1963 Street Directory … etc
SN0631 Directory Suffolk Alde Valley 1962/1963 Street Directory … etc

 

… all point to the same one copy of the street directory, now allocated reference "DIR1962AV".   Line no. 631 for "Alde Valley" (AV) has been added to aid traditional searching "by eye", as of course the directory covers more places than just the three towns listed — but only broadly the Alde Valley, excluding Framlingham for example.  The Alde Valley items of course always appear within the County of "Suffolk", because we have no common border with another county.

Reference-ID "PRBUCTHOR" has been allocated to a "Family Tree Magazine" CD which contains Parish Records (PR) for the Buckinghamshire (BUC) village of Thornton (THOR), plus four other quite unrelated items.  If the CD had included anything relevant to one of our local communities, or broadly the Alde Valley or Suffolk or Norfolk or East Anglia, it would of course have been referenced to reflect that instead, as in the following example of a CD containing three items ...

line-no Category County Parish Item-title
SN0057 Census Hampshire Romsey Census - Romsey, Hampshire 1901
SN0291 PRegister Suffolk Ingham Parish Records - Ingham, Suffolk
SN0613 History     Wesley's Journal (Extract)

 

As the CD contains Parish Records (PR) for the Suffolk (SK) village of Ingham but with no date information, it has been allocated the reference of "PRSKINGH" — with a suffix of "2", because it happens to be the second Ingham Parish Register/Records item that we found during the reindexing exercise, after "PRSKINGHA".

It is also useful to be aware that references for items in Categories of CENsus, DIRectory and MAP are often followed by a year (such as CEN1881UK), whatever the item's title. 

Also, Titles often include [extra text in square brackets] to assist searches for key family-history data, for example —
—  "famil" (for "family" or "families"), typically for named Alde Valley families featuring in magazine articles;
"Garrett":  for the famous family (of Aldeburgh, Leiston and Snape Maltings), who were also major C19th/C20th employers in the area, including The Long Shop;
"WWI":  First World War data ["W-W-eye" also often used in Reference-ID's] — typically these will also have Category "History WWI" in Column B;
"WW2":  Second World War data [very few of these] — sometimes used in Reference-ID's and/or Category "History WW2".

Text in square brackets can also contain helpful extra information to clarify an item's subject/content and/or aid easier use of the "Search" function, for example —

LN0523 | Biog/Remin | Australia | Tasmania | Female Convicts from Suffolk [to Tasmania, 1827 to 1852] | paper* | BIOFEM2AU | ...
LN1655 | Directory | Bristol | Matthews's New Bristol Directory for the year 1793-4 [file GB0860/0860-b.pdf] | CD | DIR1793BS | ...
LN1584 | History WW2 | Suffolk | Alde Valley | Book review: “A Very Dangerous Locality: ...Suffolk Sandlings in [WW2]” [SLHC NL96, p19] | mag | SLHCNL19E | ...

As the Index is now a spreadsheet, you will realise that you can easily "Find" all "WWI"/etc records online at your leisure.  Similarly, if you can download the data into a read-writable spreadsheet (as explained on the Index page), you can then sort the Index so that all resources containing (say) 1881 Census records are displayed together, as their reference-ID's are prefixed "CEN1881".


ORDER OF INDEX COLUMNS

The first five columns of the Index are (A) Line-no, (B) Category, (C) County, (D) Parish and (E) Item-title.  When the Index-spreadsheet is published on this website, or printed out (as it is from time to time) for use in our Help Centre, the entries are sorted by "County" (C), then by "Parish" (D), then by Item-title (E).  Members who are familiar with the old printed Index will recognise that that is broadly how it was ordered before, though it was difficult to maintain it, as it was a Word-type document.

If you wish to sort the Index into a different order, or process it in some other way, there are instructions on the website "Index" page on how first to produce a sortable/editable copy on your own computer.  

 

COLUMN A: Line-number

The Line-no column (A) contains entries of "LN" and a four-digit number.  Broadly, the first 629 lines are from the last version of the printed Index (dated 24th November 2016), except for a few lines swapped around to reunite related entries that had become separated over time, or remove items we no longer have, etc.  So, with the normal County/Parish/Title order, original lines stay broadly in order, with a few "newer" lines interspersed amongst them but mostly following them.  

 

COLUMN B: Category

The Category column (B) is often used as the first Element/part of the reference-IDsee "ELEMENT 1" below.  Typical categories are "Biographies/personal-reminiscences" (usually with a ref-ID prefixed "BIO"), BMD, CENsus, DIRectory (which includes gazetteers), Index (IDX), MAP, MIs (monumental inscriptions, etc.), PHOtos (see below) and PRegisters (being Parish Registers).  Category "Guide" (usually with a ref-ID prefixed "HOW") includes "how-to" resources and items formerly categorised as "Source" — whilst local guidebooks are usually re-categorised as a Directory or Map

Items under the former category of "General" have usually been merged into "History", whilst any Great War "History" records have been split out into the new category "History WWI" (W-W-eye), with "[WWI]" added to their Title in Column E.  There also a very few items for "History WW2".

Newly-introduced Category "Family Hist" usually indicates magazine articles on Alde Valley named families or individuals, typically amateur family-historians' investigative experiences searching for their forebears and/or factual local community history articles.  There may be several lines all with the same reference-ID (usually for one magazine-issue) for each of the places where such families lived (and indeed descendants may still do so), typically in a cluster of villages.  Additionally, named-family records that are listed under other Categories may have the text "family" or "families" within their Titles to ease their discovery.

Category "Photos" includes books when they are mainly of old photos, (collections of) postcards, prints from scans of postcards, and digital versions of photographs (e.g. JPG, PNG and PDF).  We don't have any physical photographs, so there is no equivalent "Media" of "photo(s)".

 

COLUMN C: County

The County column (C) is broadly self-explanatory, but also includes entries for larger geographical entities such as Australia, British Isles, East Anglia, "Eng&Wales", Ireland (meaning the whole island, typically pre-1922), London, UK, USA, Wales and (!)World.  If "County" is a country outside the British Isles, the corresponding "Parish" will contain names of states or geographical regions (such as Massachusetts, New England and Tasmania), typically emigrant or transportation destinations.

 

COLUMN D: Parish

The Parish column (D) is also broadly self-explanatory, but includes the names of towns — and entries for "Alde Valley" (always, of course, within the County of "Suffolk"!) for such items as the "1962/1963 Street Directory ..." mentioned above.  The column can also include names of civil Districts, ecclesiastical Benefices and Deaneries, historic Hundreds and Poor-Law Unions, Registration Districts or other sub-divisions of counties — or, as explained above, overseas regions, etc.

 

COLUMN E: Item-title/name

Each Item-title, in Column E, is listed as closely as possible to what is shown on the item, sometimes abbreviated with dots (…).  If there is useful data in the title too long to be shown, the item may be annotated "[NB]", which cross-refers to a note in jobsheet "NB".  Conversely, sometimes a note [within square brackets] is added to the Title to clarify it and/or to aid searches — for example, as mentioned already, First World War items contain "[WWI]" in their Title.  So family-history records that don't most naturally fall into the "Family Hist" Category may contain  "family" or "families" in such a note.  Any first word "The" is omitted.

If titles include serial numbers (such as with map series), an extra space may be required to ensure the Index can sort correctly on this column E, should users wish to do that — that is, ensure "10" follows "$9", and doesn't fall between 1 and 2.  (Only for clarity, the "extra space" is indicated here by a dollar-symbol "$").  For example, consider the two Grundisburgh maps "67/LXVII.$9: Grundisburgh Whitehouse Farm" and "67/LXVII.10: Grundisburgh" — these (correctly) sort differently, depending on whether they are sorted by "Parish" (Column D) or "Item title/map description/number" (Column E) but, more importantly, map 10 should never sort between "67/LXVII.$1: Clopton Church" and "67/LXVII.$2: Clopton" — which is ensured by numbers 1 to 9 within the titles having that "extra space".  Incidentally, use of the Arabic number 67 as a prefix (although it doesn't appear on the maps) ensures correct sorting, as Roman numbers alone often won't.

 

COLUMN F: Media

The Media-type column (F) usually suggests in which bookshelf, drawer or cupboard an item can be found, in our Help Centre.
Typical values are listed on our "Where to find things in the Help Centre" webpage, which also shows their likely locations.

EXTRA DETAILED CONSIDERATIONS FOR DIGITAL RESOURCES (computer files)

● Files that are ONLY available via the "Downloads" webpage are NOT indexed, as they are on the One Suffolk server, not stored in our Help Centre.
● Files of type ".doc" or ".docx" are NOT stored on our Help Centre computers, but are first converted to ".pdf" format to prevent their accidental corruption. 
● If the digital resource resides on all our current PC's (listed immediately below), the Media-type is (or includes) "PC-all"
● Otherwise, "PC" is followed by one or more initials — "A" if it's on the Asus laptop, "D" on the Compaq desktop, or "M"edion or "S"amsung (typically "PCAS"). 
● Recent digital acquistions that are to be (or are being) disseminated across the computers are indicated by "PC's TBA", until their exact locations are known.
● If there are equivalent/near-identical physical resources, any of the "PC" Media types above can be prefixed with "CD+" or "folder+" as appropriate.
● Graphics files may also have a laminated single- or double-sided print version (on a "card") with the same reference-ID, and typically stored in a lever-arch file.

The content of some of the more useful CD's has been secured onto one or more of the Help Centre's computers, such as Frank Huxley's "Leiston" CD (reference-ID DIR LEI HUX) — this contains locally-related extracts from national and county Directories between 1674 and 1912.  Such items are of Media "CD+PCxx".

 

COLUMN G: Reference-ID

COLUMN H: Notes

COLUMN I: Memo

see below
⬇︎
         Information about the source of the
resource, or other permanent notes
Temporary notes (e.g. "ADDN" for new
acquisitions awaiting the next Newsletter,
or a reminder to amend this entry)


 

                            ⬇︎     Line-No Category County Parish Title Media Ref-ID Notes Memo
Column A B C D E F G H I
                 
      |  Published sort-order 1 2 3
  |  Typical reference-ID   Category + County? + Parish + abbrev   = Ref-ID    
  |  Printed version X X
                     
                            ⬇︎  

|
|
|
|

When producing prints of the Index, only print Columns A to G, |  
which fit comfortably into A4 landscape sheets. |  
In order to do this, you need to define a print area first. |  
  Otherwise, printing the Index produces c.100 pages instead of c.50. |  
  In view of the size of the Index, you may prefer not to print it all out.    

 


STRUCTURE OF REFERENCE-ID'S (in column G)

The structured nine-character reference-ID relates to one identifiable physical resource (such as a CD or a book) or to one computer-file, and is generally based on its Category, County and Parish (Columns B, C and D, in that order) — or at least those values for the item within that resource that is most relevant to us in the Alde Valley, for example one particular file within a CD.  That means that (say) five index-lines can share one reference, as explained with the examples for the Street Directory, or Thornton (Bucks) and Ingham (Suffolk) mentioned above. 

It is useful to know that references for CENsus, DIRectory and MAP are often followed by a year (such as CEN1881UK), whatever the item's title.

 

For a fully-structured ID, there are up to four elements as follows —
Element 1 relates to column B (Category), but is often not used;
Element 2 relates to Place — columns C and D (County and Parish);
Element 3 depends on 1 and 2, usually related to the Title in Column E;
Element 4 (with Media/Col.F value "mag"azine) is an issue-date, e.g. "185" for May 2018 —
OR just a sensible, recognisable free-format abbreviation such as an Element 1/column-B/Category,
followed by an ≈six-character contraction of of its Title or its purpose
(for example, "HOW SEAMAN" for the Guide "My Ancestor was a Merchant Seaman").

Each correctly-indexed physical resource has a sticky "PROPERTY-OF" label on which its nine-character Reference-ID is written — such as "CEN 1881 UK", with spaces just for clarity.  However, the microfiches in envelopes within the blue storage box are not individually marked, but instead are filed in alphabetical order of the Title actually on each fiche — it seemed pointless to mark them with their Reference and then re-sort them, especially as the very action of removing the fiches before writing on each envelope's label might have damaged them. 

 

Valid characters in Reference-ID's are most usually upper-case letters «A» to «Z», digits «0» to «9», and hyphen «-».  The following are also valid —
— lower-case suffix letters for  LGSPANyyf  photo-fragments «a», «b», «c», «d», «e», «f», «m», «p» or «q» see Element 3 below for full detail;
— slash «/», such as in 1939/40but a related computer-filename needs apostrophe « ' » at that position, as a slash in filenames confuses most computer systems;
— underline «_», which helpfully sorts before almost all other characters, used typically where a space might be useful, or a ref-ID is too short, such as OCBOULGE_ ;
— ampersand «&» , hash «#» and the plus-sign «+» can also be used;
— commercial-at symbol «@» is used exceptionally in «@LEIS-LIB», listed under ELEMENT 0 below;
— The space « » character is NOT permissible, although (just for clarity) reference-ID's elements are separated by spaces on sticky labels, such as "CEN 1881 UK" .
No other punctuation characters should be used within reference-ID's. 

 

ELEMENT 0 = resources shared with other organisations

Our sticky "PROPERTY OF" labels might not be affixed to these particular items, unlike other resources that are listed in our Index.
@LEIS-LIB = "Pen and Sword" publications held for us at Leiston Library, after review by our Chris Broom — read about the arrangement here.
K = items within (or copied from) the Kelsale Archive, followed by eight characters as below, rather than the normal nine.
   
   

 

 

ELEMENT 1 ≡ Column B (Category), but can be omitted (null)

If an arrow (➡︎) is shown, those particular further element-values from the lists below usually follow.
The dagger (†) symbol means that Element-2 (place/County/Parish) is never used, except maybe as the unique part “uu” within “yyyyuu”.

Item-lines for Magazines and mag-articles: If there's only one item-line for a particular issue, use a ref-ID prefixed with a suitable abbreviation of the magazine's title, but always have its own entry-line for a Suffolk publication, such as CHRONICii, PSIAHyyyy, SKREVW, SKRO0T (until 1999) or SKROOT, or SLHCNL.  Otherwise, consider if any of the articles' item-lines would benefit from a more meaningful ref-ID from the list below, and share that amongst all the issue's lines.  There are no Index entries for our own Newsletter or for articles within it, as Members of course receive it by email (or exceptionally printed copies are posted to them) — though a few spare copies are held in the Help Centre and can be offered to visitors.

Item-lines for History, "History WWI" and "Family Hist" categories generally (unless they relate to articles in Suffolk-based magazines listed in the previous paragraph above) adopt a more meaningful reference-ID associated with another item-line for the same resource, taken from the list below.  If it is for a particular area or community, use "HIS" (or maybe "BIO" or "PHO") followed by a contraction of the place's name.

BIO = biography, personal reminiscences  
BMD = BMD (incl births-only, marriages-only, deaths-only; baptisms; burials; marriage licences and banns) ➡︎ incl. BMDyyyyuu (Element 3)
CEN = † census, Hearth Tax Returns, Poll Returns ➡︎ incl. CENyyyyuu (Element 3)
CHRONICii = Aldeburgh and District Local History Society's annual "The Chronicle" (with two-digit issue number "ii")  
DIR = directory/gazetteer/local guidebook: if date imprecise, match to a census-year (1yy1) if possible ➡︎ incl. DIRyyyyuu   (Element 3)
("DIR" includes "Suffolk Snapshot" series of CD's and books)  
HIS     Item-lines for History, "Hist WWI" and "Family Hist": but see note-paragraph above first.  
HOW = † “How to” guides (DIY books and similar, including "My Ancestor was a ..." book series)  
IDX = index/list/army list, ship's-passenger manifest, etc [but if for particular locality/ies, "DIR" perh more suitable] ➡︎ incl. IDXyyyyuu (Element 3)
LCMPAN49f = † Leiston County Modern School digital panoramic photo, 1949 (in four L-to-R scanned fragments, a to d)  
LGS = † Leiston Grammar School digital photographs (panoramic, staff and sports-team) ➡︎ various suffixes (Element 3)
magazi = † magazine-title from Title/Col.E (six characters): see Item-lines for Magazines note-paragraph above. + issue-date "yyp" (Element 4)
MAP = map/s: if date imprecise, match to a census-year (1yy1) if poss: but see "OA" etc below for OS flat maps ➡︎ incl. MAPyyyyuu (Element 3)
           also: MAPnnncov = "OS of GB 1” to 1 mile Map (Seventh Series) Index of Large Scale National Plans", map no. nnn for area covered
MISSINGuu = † missing item from within a set, with “uu”nique-id — if the item ever "turns up", its ref-ID will be corrected.  
MI = monumental inscriptions, war memorials, military Rolls of Honour, ch'yard surveys, church record transcriptions, graves, burial plots/indexes
          also: MIEXplace = fiches entitled "Essex Monumental Inscriptions: placename — Essex Society for Family History" (in cardboard box "MIEX")
     
These are  flat maps, most Districts filed alphabetically by place-name, except Ipswich geographically by postcode. ☞  see: OS 25" Maps page
OA = OS 25-inch County Series map (25.344":1 mile / 1:2500 / 1cm:25m), or OS National Grid 1:2500 Plans,  
  or sundry other OS maps at various scales for Alde Valley place/neighbourhood ➡︎ ➡︎ Odplaneig, where ...
OB and OC = do. for 1974-2019 Districts: respectively Babergh and Suffolk Coastal (but outside the Alde Valley) ➡︎ d = District A/B/C/E/F/M or W
ODEDH = do. for Dedham (Essex) ➡︎ format "ODEDHneig" for two National Grid Plans, filed with Babergh (OB)      ]| ⬇︎ ⬆︎
OE and OF = do. for 1974-2019 Districts: St Edmundsbury and Forest Heath merged into W.Suffolk District, filed tog➡︎ place-name (e.g. Leiston➡︎LEI)
OIPppneig = do. for IPswich Borough (where "IPp p" is the first four characters of postcode, then neighbourhood)  ]| ⬇︎ ⬆︎
OM and OW = do. for 1974-2019 Districts: respectively Mid Suffolk and Waveney ➡︎ _  _  _  _  _  _  _  _  _  _  _  _  _  _  _  _➡︎ neigh'hood (e.g. CHURch), rest
  \ of placename (e.g. STON), etc.
   
PD = "photo deposit" from the Peter Drew Collection of digital images, explained on its own webpage.
PHO = photo collection (except PD / P.Drew above and LGS / Leiston Grammar School above), scans of postcards & similar
PR = Parish Register or Records (mainly baptisms, marriages and burials, but can include local gossip too!)  
PSIAHyyyy = "Proceedings of the Suffolk Institute of Archaeology and History" annual journal for year yyyy  
SKREVWyyp = Suffolk Local History Council's (SLHC) half-yearly "Suffolk Review", dated for month yyp [indiv. issues aren't indexed, but interesting articles are]
SKROØTyyp = Suffolk Fam. History Soc's quarterly "Suffolk Roots" for yyp (where Ø=0 until 1999, Ø=O from 2000): as it's a FH mag, indiv. issues indexed
SLHCNLyyp = Suffolk Local History Council's (SLHC) half-yearly Newsletter, dated for month yyp [individual issues aren't indexed, but interesting articles are]
(null) Element 1 can be omitted if none of the Categories above are suitable — but maybe add a new one if need be?  

 


ELEMENT 2 = Place ≡ Columns C and D (County and Parish)

☞  When first allocating a reference-id, scan both Element-2 lists, top to bottom, until a suitable match is found, adding new abbreviations as needed.

 

WITHIN THE HISTORIC KINGDOM OF EAST ANGLIA AND/OR IN ESSEX (or locality not relevant)
 

East Anglia is traditionally: east of the River Great Ouse (in Cambridgeshire/Norfolk) and north of the River Blackwater (in north-east Essex)
OR briefly: the whole of Suffolk and Norfolk, plus eastern Cambridgeshire and north-east Essex
OR approximately north-east of a line connecting Kings Lynn — Downham Market — Ely — Cambridge — M11 —
Stansted — A120 — Maldon.

— Where a local item has several lines (e.g. for Aldeburgh, Leiston and Saxmundham), an extra line is added for “Suffolk|Alde Valley”; then the ref-ID includes “AV”.
— If an item relating to more than one county includes either Suffolk OR Norfolk (but not both), its reference-ID includes “SK” OR “NK”, but no "extra" line.  
— Similarly, where a multi-line item is for Suffolk AND Norfolk (and maybe other counties), add a line for County="East Anglia", and then the ref-ID includes “EA”.  
     Essentially, we have an Alde Valley or Suffolk or Norfolk or East Anglia-centric view of the world(!), in that order.
 

uu = unique-id part of “yyyyuu”: often AV/SK/NK/EA/etc below, but may relate to important detail in Title (e.g. RC=Catholic, RN=Royal Navy)
(null) = locality not relevant
LCM = Leiston County Modern School digital panoramic photograph, 1949   See: Element 1 above
LGS = Leiston Grammar School digital photographs (panoramic, staff and sports-team).  See: Element 3 below
LEI or LE or L = Leiston/Leiston-cum-Sizewell (except LCM and LGS school photographs)
jump to ?     Index abbreviations for other Alde Valley communities — Every AV place-name is listed on the Maps page.
AV = Alde Valley (or broadly coinciding with it)
BSE = Bury St Edmunds
CRAT = Cratfield [between Halesworth and Laxfield] — BUT "CRA" is "our" Cransford, near Framlingham
DEDH = Dedham (Essex)
FX = Felixstowe
IPS/IP/OIPpp = Ipswich  [To determine the postcode for an OIPppneig OS 25" map or similar, visit the Royal Mail Postcode Finder]
LOW or LW = Lowestoft
MHA = Martlesham Heath airfield (1917: RFC; 1918: RAF; 1943: USAAF; 1958-61: Battle of Britain Memorial Flight; 1963: closed)
NWM or NWMK or NWMKT = Newmarket
SWOLD or SW = Southwold ["SW" can also mean south-west]
WB = Woodbridge
WBW = Walberswick
WM = Wickham Market
   
WS = West Suffolk County Council, 1889 to 1974 (The area it covered is explained on our «Maps» page — much larger
          than the West Suffolk Council district established in 2019)   ["WS" is also our abbreviation for Westleton]
   
SKtow = Suffolk town/village (outside the Alde Valley, but not already listed above)
SK = Suffolk (and perhaps other counties, but not Norfolk)
NR = Norwich
NKtow = Norfolk town/village
NK = Norfolk (and perhaps other counties, but not Suffolk)
EA = East Anglia (= Suffolk AND Norfolk, and perhaps other counties)
CAM or CB = Cambridge/Cambs  [N.B. Campsea Ashe is "CAA", a Heritage Suffolk abbreviation.]
COL = Colchester
SFW = Saffron Walden (Essex)
SOS = Southend-on-Sea (Essex)
ESX or EX or X = Essex [should really be “ESS”, but unlikely to be confused with "East Sussex"!]

 

OUTSIDE EAST ANGLIA including abroad

☞      If a small town/village is named, it typically follows its county abbreviation — see: "coutow" below
BD = Bradford
BF or BDF = Bedfordshire
BG = Bingley (near Bradford)
BM = Birmingham
BS = Bristol
BUC or BK = Buckinghamshire [should really be "BKM"]
CI = Channel Islands — Jersey and the Bailiwick of Guernsey (like the Isle of Man) are Crown Dependancies, not part of the UK.
DBS = Derbyshire [should really be "DBY"]
DER = Derby (the city)
DR = Dorset (archaically: Dorsetshire)
DV = Devon (archaically: Devonshire)
EYK = East Yorkshire — probably meaning the East Riding of Yorkshire, but visit Wikipedia here for an explanation!
GW = Glasgow
HEF = Herefordshire
HRT = Hertfordshire
   
HN = Huntingdonshire/Hunts.— hist'c county till 1965; '65-74 in H&P[⬇︎]; '74-84 as Huntingdon Dist. in Cambs, then name reverted to H'shire!
H&P = Huntingdon and Peterborough (1965-1974) — town and city respectively indexed under their historic counties of Hunts and Northants
PE = The Soke of Peterborough was part of Northamptonshire/Northants until 1965; since 1974 it has been within Cambridgeshire/Cambs.
   
HU = (Kingston-upon-) Hull
KT = Kent
LN = Lincoln
LON or LO = London
LV = Liverpool
MCR / MC = Manchester [commonly abbreviated to M'cr, or — as for Manchester City — "MC"]
NBL or NB = Northumberland
SH = Sheffield
SRY = Surrey
   
cou = UK county — most obvious "abc", but if that is ambiguous (e.g. HERefordshire and HERtfordshire, as above) ...
          ... visit http://www.genuki.org.uk/big/Regions/Codes —or— https://en.wikipedia.org/wiki/ISO_3166-2:GB
   
pa = UK large town or city — use the related postcode-area prefix, for example "CB" for Cambridge, but try to avoid unnecessary clashes!
          Note that all the cities with one-character prefixes (Birmingham, Glasgow, Liverpool, Manchester and Sheffield) are already listed above.
   
coutow = UK town/village outside Suffolk and Norfolk  (e.g. Biggleswade in Bedfordshire ➡︎ "BEDBIG")
ENG or EN = England
WLS or WL = Wales
SCO = Scotland
IRE or IE = Ireland (Republic [= ROI] or whole island, e.g. pre-1922)
NI = Northern Ireland
EW = England & Wales
UK = England, Wales, Scotland (including its islands) and Northern Ireland
IOM = Isle of Man (a Crown dependency and, just like the various Channel Islands above, not part of the UK)
IOW = Isle of Wight (until 1890 in Hampshire, then separate administratively but only a full "ceremonial county" since 1974 — see Wikipedia §9.2)
BRI or BI = British Isles (geographical term = UK plus the Republic of Ireland): an apolitical alternative term is These Islands see here for example.
  ☞ A rarely used British legal term is the "British Islands", meaning the UK, Channel Islands & IOM collectively (but NOT Republic of Ireland).
AU or AUS = Australia
IN = India or (British) Indian Army 
cc OR ccc [for extra country-codes, visit: https://en.wikipedia.org/wiki/ISO_3166-1#Officially_assigned_code_elements ➡︎ use Alpha-2 or -3 as req'd]

 

ELEMENT 3 =  free-format unique id, related to Title/Column E

LGSPANyyf = LGS/Leiston Grammar School panoramic photos — "yy" = year;
  |         "f" = fragment "a" to "d" of four-fragment (left-to-right) scan of photo; or "a" to "e" of a five-fragment scan; or ...
  | crop of just "f"emale or "m"ale staff; or "p" for a 'restitching' of the original panorama (size ≈70MB) from the four/five fragments; or ...
  | "q" compressed copy of the restitch (size ≈6MB).
  | Many of the original photos were kindly lent to us by a Member and Alumnus for us to copy.
     
LGSTAFFyy = LGS/Leiston Grammar School staff list for year 19yy
     
LGSyy-yzs = LGS/Leiston Grammar School sports-team photos — formats vary slightly, but indicate school-year and sport. 
OR variants |         The most common separator characters are slash «/» (replaced by apostrophe «'» in computer filenames), and hyphen «-».
  | The original (non-panoramic) photos have been deposited with Suffolk Record Office.
     
yyyyuu ... preceded by any of BMD (e.g. BMDyyyyuu or BMDyyuuuu) , CENsus, DIRectory, IDX (index) or MAP data with "uu"nique-id
OR yyuuuu |         e.g. all three index-lines for "1851 British Census (Norfolk, Warwick, Devon)"  ➡︎ "CEN1851NK"
     
CENyy fiche   A very limited number of Census microfiches have highly-structured reference-ID's as follows (this list may need adding to) ...
variants |               for "Suffolk 1851 Census [by Registration] District"      ➡︎ "CEN51dddp", where "ddd" = district, "p" = part = sub-Volume
  |        OR for "1851 Index for EsseX: location [prod./published by] Essex Society for Family History"  ➡︎ "CEN51Xloc" [in MIEX box]
  |        OR for "1881 Census SuffolkBirthplace index fiche ..." ➡︎ "CEN81SKBℹ︎", where "ℹ︎" is usually initial letter of first surname
  |        OR for "1881 Census SuffolkSurname index fiche ..."   ➡︎ "CEN81SKSℹ︎",                               ditto                            )   

 


ELEMENT 4 = issue-date (only for “magazi”,  from Title/Col.E)


For a magazine's own index-line, Category/Col.B should most usually be "History" or "Family Hist" or "History WWI"; Media/Col.F usu. "mag" or "mag A5".

yyp = issue year/period, where "period" is one of the following ...
yy1 to yy9 = January to September: if for two months (e.g. "June/July"), take the earlier ("yy6").  So September/October together is "yy9".
yyE = Easter/Spring/Q1 Q1 is January, February and March (or Feb/Mar/Apr)
yyS = Summer/Q2 Q2 is April, May and June (or May/June/July)
yyU = October/Autumn/Q3 Q3 is July, August and September (or Aug/Sep/Oct)
yyV = November (or October/November or November/December)
yyW = December/Winter/Q4 (e.g. Winter 2015/16 ➡︎ "15W") Q4 is October, November and December (or Nov/Dec/Jan)
yyX = Christmas/Xmas (or December/January of next year)  

 

Any locally interesting article identified within a magazine should have its own entry, with the same reference as the issue in which it appears, in a format similar to the following, and with a suitable "Category" relevant to the subject matter (such as "Family Hist" or "History WWI", or simply "History") — for example,

SN0954 | Family Hist | Suffolk | Sudbourne | Emigration of Scottish Farmers to E.Anglia late C19th [Black & Aldrich families], p158 | mag A5 | SKRO0T97V

This entry informs us that on page 158 of the November 1997 issue of "Suffolk Roots" is an article mentioning two particular Sudbourne families.
For other good examples, see the Index entries for Iken village.