Guidelines for State File Managers/Archivists

Maureen Reed has compiled some "tips" for converting various formats into text. Go to the TIPS Page. There are hints for PC and MAC users. If you learned other helpful tips, please let me know so they may be shared.

FTP Site:

DIRECTORIES: USGenWeb Archives file managers (archivists) will use the two directories provided for each county:


  1. archives_ftp : ONLY for text and zipped files, no html or WP files
  2. archives_html : for images, graphics, scanned documents, and tocs (tables of contents)

    Directory Naming


  1. Use lowercase (i.e. no CAPS) Spell out county name without the word county, no special characters, and no spaces (e.g. harrison, princegeorges). Do not put underlines, prince_george, st._luke, in filenames or directories.
  2. The UNIX server will not accept directories OR files you create containing leading, trailing or included spaces. UNIX will return a "Permission denied. (Filename accept)" error.
  3. For states where towns are political entities, a sub-directory may be used under the county directory. For example; usgenweb/ct/tolland/towns/mansfield/wills. In states where cities are independent, a sub-directory can be created. For example; usgenweb/va/richmond/census.
  4. Do not create sub-directories unless there is a file located there.
  5. Under county/town, please use subdirectories (categories) tallied by the USGenWeb Archives statistics system. USGW Archives Categories and Stats
    This is our virtual library and the librarian needs your help in keeping the "books" on the right shelf.
  6. For example: usgenweb/ma/berkshire/wills/[filename].
    Acceptable sub-directories include:
      /bibles/
      /bios/
      /cemeteries/
      /census/
      /deeds/
      /land/
      /letters/
      /military/
      /newspapers/
      /vitals/
        /births/
        /deaths/
        /marriages/
      /wills/

      FILE naming


    1. Within a given directory, each filename must be unique.
    2. For DOS/PC users, file names should contain more than 8 (eight) characters and a .txt ending. (e.g. cens001a.txt). This is a DOS limitation, not a UNIX one. Remember to use lower case.
    3. Suggestions for naming files:

      1. Since the files will be located in sub-sub-directories under each county sub-directory, the first characters should be descriptive, such as "1880cens.txt". [Putting the year first for a year list will make it easier to update or find after it is uploaded to the archives server.]
      2. If the file pertains to a specific family, it might be helpful to use Soundex.
      3. If the file contains information on several surnames, use standard abbreviations such as will, deed, vita, cens, chur, bapt. Use freestyle abbreviations when appropriate.
      4. The three characters at the end may be .txt indicating text, or .zip indicating a zipped file. All zipped files should also be available in an uncompressed text format.
      5. Examples of file names

        usgenweb/tn/lincoln/pubs/pion001.zip
        Lincoln Co TN Pioneers, volume 1, zipped

        usgenweb/tn/lincoln/church/bethel.zip
        Bethel Church records, zipped

        usgenweb/ky/pulaski/cemetery/nancy.zip
        (cemetery records) Cemeteries of Nancy, Pulaski Co KY

        usgenweb/va/campbell/families/Carter04.zip
        Carter family of Campbell Co VA, file #4.

      TEXT file requirements


    1. Include a HEADER/HEADLINE on the FIRST line of every text file, describing the file. For example:
      LUNENBURG COUNTY, VIRGINIA - 1850 U.S. CENSUS
      The archives search engine returns this "header" to help researchers navigate and browse the files of their choice.

        Administrative Requirements

      • At the top of each text file include:
        1. Name and email of file contributor, unless the contributor wishes to remain anonymous. If so, initials will do.
        2. Any special copyright information, especially for cemetery readings or family history files. "USGenWeb Archives Notice" on each file that is placed in the USGenWeb Archives.
      • Review each file to assure that hard carriage returns are present to preclude right-hand scrolling.
      • If you are a new archivist, you might do a search by county, eg. "washington+co" and see what comes up. If any of the headers are blank or have non-discriptive data, that file should be updated.

      HTML TOC Requirements

    1. After you add a data file, update the appropriate state table of contents page (toc), which is stored on the web side in HTML format so that visitors can click and download the file of their choice, if they choose not to search the ftp site. There should be some type of communication between the file managers and state and county coordinators for announcements of newly uploaded files. County coordinators should be familiar with their county's directory of the USGenWeb Archives: http://files.usgwarchives.net/ss/cccccc
    2. If the file applies to more than one county, you might put the html listing on the other county page as well. Send it to the archivist for the other county if you do not maintain that TOC page. E.g.: For documents that apply to your county now, but were part of an another county earlier, a listing on both may be appropriate. Another example: if a person was born in one county/state and their will is in another county/state where their death took place.
      NOTE: The same text file does not need to uplaoded again, the proper file path will find it.

      Other FM guidelines

    1. NO Gedcoms. Family histories are acceptable. Use your own background and experience here. Any questions, ask your state FM or the archive committee.
    2. The USGenWeb Archives are not a replacement for state and/or county websites (XXGenWeb). Therefore, links to files on NON-USGW sites are not to be placed on the state tocs of the Archives. Linking to files other than those located in the USGenWeb Archives should be placed on the appropriate state or county website.
    3. Archive file managers must agree to follow the rules established for the USGenWeb Archives. The archives committee will have "owner" access to all state directories.
    4. File managers should become familiar with terms of copyrighted materials. NO copyrighted files are permitted on the RootsWeb server without permission of the copyright owner.
    5. BACK UP your FILES! Rootsweb provides backups of the files, too.
    6. Never upload a file without a submitter's permission.
    7. All state table of contents pages will remain at Rootsweb and linked from the US table of contents. - www.usgwarchives.net/xx/xxfiles.htm

      Other things we would like to see for the archives

    1. A search engine which returns all files with a particular soundex code.
    2. Numerical listing of wills from same will books. ie, complete will and deed books.
    3. OTHERS???