Last updated: 09/09/2010
General Guidelines
2.1 For most documents, the document name will be identical in the image metadata, on the repository spreadsheet, and in PubMan.
- The only exception involves documents with endorsements by Lincoln. When naming such documents in the image metadata or on the repository spreadsheet, include endorsements by Lincoln:
Ninian W. Edwards to William H. Seward; endorsement of Abraham Lincoln to Simon Cameron.
- In PubMan, however, include only sender and recipient as the document name:
Ninian W. Edwards to William H. Seward
(endorsement information will be included in the endorsement heading)
- Always use full given name (when known), middle initial, and last name for sender and recipient. Do not use titles.
-
Do not use "Anonymous" in the title of the documents; use Unknown instead. For those where the author signs with a pen name---"Union" or "Friend of Liberty"---just put Unknown in the title. (8/25/2010)- When there are three or fewer senders or recipients, name all of them. When there are four or more senders or recipients, use the name of the first person in the salutation or the signature list and add "and others" to the title.
- When referring to regiments in document titles, use numerals and lower case letters for the ordinal designation of the regiment.
Example: 153rd, 2nd. (12/7/05)
- Spell out and capitalize ordinal references to districts, ranks, etc. (10/31/07)
Examples: Second Lieutenant, Twelfth District, Tenth Collection District
2.1.1 Brackets
Brackets should not be used in doc name on spreadsheets or in docTitle or docDesc in Pubman.
If a document is addressed to Lincoln but Lincoln’s name does not appear anywhere on the document, use Lincoln’s name without brackets.
If unsure about the identity of an author or addressee, use "unknown" as opposed to a name within a bracket.
If uncertain about the spelling of a name or your reading of a name, use your best rendering of the name without a bracket. In cases of uncertain spellings or names, supply a detailed explanation of the problem within a separate "p" element.
For uncertain names or spellings of names, do not use question marks enclosed by brackets [?] next to the name to indicate uncertainty. Use your best rendering of the name and offer a detailed explanation in a "p" element. (8/17/2010)
Letters
2.2 Formal correspondence between sender(s) and recipient(s), usually including dateline, salutation, and closing. Distinguished from petitions and notes (see 2.4, 2.5, and 2.6).
Single sender to single recipient:
Abraham Lincoln to Simon Cameron
Single sender to three or fewer recipients:
Abraham Lincoln to Ozias M. Hatch, William Butler, and Jesse K. Dubois
Single sender to four or more recipients:
Abraham Lincoln to Ozias M. Hatch and others
Three or fewer senders to single recipient:
Ozias M. Hatch, William Butler, and Jesse K. Dubois to Abraham Lincoln (see 215233)
Four or more senders to single recipient:
Samuel H. Treat and others to Abraham Lincoln (see 202981)
Letters and other documents with an incomplete sender’s/recipient’s name:
Abraham Lincoln to "Sam"
Abraham Lincoln to "Assistant Adjutant General"
(Always try to determine the person holding the title when possible; use title only as a last resort.)
Letters and other documents with an unknown sender’s/recipient’s name:
Abraham Lincoln to Unknown
Unknown to Abraham Lincoln
Form letter sent to multiple recipients:
Abraham Lincoln to Thomas Hull (form letter) (see 200916)
(Use "form letter" after the title; Use the specific addressee in the title)
Use "letter" as the docClass.
Telegrams
2.3 Telegrams are titled the same as letters.
Abraham Lincoln to William T. Sherman (see 205424)
Use "telegram" as the docClass.
Petitions
2.4 It is sometimes difficult to distinguish a petition for some action and a letter requesting the same action. Look for clues that the document is a petition, such as the word "petition" in the document text itself or related documents that refer to it as a petition. Generally, a petition will be signed by more than one person. If there is an indication that the document was circulated for signatures, it is likely a petition. If it does not have a closing but simply a list of names, it is likely a petition.
Petition of John Brough and others to Abraham Lincoln
Use "petition" as the docClass.
Note
2.5 It is difficult to distinguish clearly between a letter and a note; length alone cannot be a standard for distinguishing the two types. Letters are typically more formal, include a dateline, salutation, and closing. Notes are generally more casual and often lack several of these components. Notes are not often mailed, but some letters likewise were not mailed.
Abraham Lincoln to Edwin M. Stanton
Use "note" as the docClass.
Notes
2.6 Informal thoughts written for later use, with no recipient, should be classified as "notes." The document title should use "regarding" and some indication of the subject.
Notes regarding Promotions for Surgeons
Notes regarding Appointment of Charles G. Harker (see 239777)
Use "notes" as the docClass.
Endorsements Separated from Host Document
2.7 Endorsement of Abraham Lincoln to Edwin M. Stanton (see 203107)
Use "endorsement" as the docClass. If an endorsement has part of the letter on the back, transcribe that text, but title and classify the document as an endorsement.
Envelopes without Accompanying Correspondence
2.8 Envelope of Abraham Lincoln to Mary Lincoln
Use "envelope" as the docClass. Envelopes that accompany letters are handled as additional pages of the letter at the end within an <div2 type="envelope"><div2> element.
Checks
2.9 Check of Abraham Lincoln to Mary Todd Lincoln (see 231517)
Use "check" as the docClass.
Fragments
2.10 Fragments are partial documents that have been physically separated from the rest by tearing, clipping, or the separation of pages.
Fragment of Abraham Lincoln to Unknown (see 231551)
Fragment of Notes regarding Niagara Falls (see 200527)
Use the normal document name preceded by "Fragment of" if you can determine the type of document; in this case, docClass is the normal designation. Use "Fragment regarding" and some indication of the content if you cannot; docClass is "fragment." If a clipped signature has writing on the reverse, classify it as a fragment.
Appointments
2.11 Appointments only apply to civil (as opposed to military) positions.
Appointment of William H. Seward as Secretary of State (see 229355)
Appointment of John L. Scripps as Deputy Postmaster at Chicago, Illinois (see 209753)
Appointment of Robert H. Pruyn as Minister to Japan (see 233376)
Use "appointment" as the docClass.
Commissions
2.12 Commissions only apply to military (as opposed to civil) positions.
Commission of James L. Drish as Adjutant of 32nd Illinois Volunteers with Rank of Lieutenant
Commission of James L. Drish as Lieutenant-Colonel of 122nd Illinois Volunteers
Use "commission" as the docClass.
Nominations
2.13 Nomination of one to three people to office(s):
Nomination of C. Sherman Pyle as Deputy Postmaster at Mount Vernon, Ohio (see 250236)
Nomination of four or more persons to single office:
Nomination of four or more persons to multiple offices:
Nomination of William A. Starkweather and others as officeholders in Oregon (see 250277)
Use "nomination" as the docClass.
Executive Orders
2.14 For orders to the Secretary of State to affix the seal of the United States to a particular document, use "Order to Affix Seal of the United States" and brief summary of document to which the seal will be attached:
Order to Affix Seal of the United States to the Emancipation Proclamation (see 209236)
Order to Affix Seal of the United States to Pardon of Michael Quinlin (see 209203)
Order to Affix Seal of the United States to Letter to Emperor of Austria (see 229650)
Do not use "Abraham Lincoln" or the recipient of the order in these cases. Avoid use of "envelope" though the seal was attached to the envelope containing diplomatic correspondence. Include brief designation of recipient but not subject in diplomatic correspondence.
In other cases, include the general purpose of the order.
Use "order" as the docClass.
Exequatur
2.15 Exequatur is a written document, issued by a head of state to a foreign consular officer, recognizing him and permitting him to exercise his rights and privileges. (The key difference between an appointment and an exequatur is that Lincoln did not appoint these people. They were appointed by their own governments and Lincoln recognized them and permitted them to perform their functions in the U.S.)
Exequatur to [consul's name] as [title] of [country] at [city in the U.S.]
Example: Exequatur to Henry Braem as Vice Consul of Denmark at New York
If the city is small or likely to be confused, use the state name afterward (Portland, Maine). Manuscript type: Partially Printed Document Signed.
Use "exequatur" as the docClass.
Discharges
2.16 Discharge of Nathaniel G. Wilcox from the Frontier Guards (see 231634)
Use "discharge" as docClass.
Legal Documents
2.17 Legal documents will be named by using the document name "in" the case name.
Declaration in Allen v. Maxey
Use "affidavit," "answer," "brief," "declaration," "decree," "notice," or other term as the docClass where appropriate.
Pardons
2.18 Pardon of William Edwards (see 236030)
Use "pardon" as the docClass.
Surveys
2.19 Use the name of the person for whom the survey is conducted:.
Certificate of Survey for John K. Kincaid (see 200055)
If there is no indication for whom the survey is conducted, indicate the name of the land surveyed:
Survey of Huron, Illinois (see 208375)
Use "survey" as the docClass
Pass
2.20 Use full name whenever possible, but as a last resort, use the language of the pass:
Pass for Louis Barqdorf
Pass for Mrs. Todd and Mr. Kellogg
Use "pass" as the docClass.
Speeches
2.21 Distinguish, when possible, prepared speeches from extemporaneous remarks and include audience or location. Use historical nomenclature of "Address" or "Annual Message," as appropriate:
Speech at Springfield, Illinois
First Inaugural Address
Second Annual Message to Congress
When the speech comes from a newspaper report and includes verbatim passages, include "Report of" in the title:
Report of Speech to Germans at Cincinnati, Ohio (see 201613)
When the speech comes from a newspaper and includes only a summary or small excerpts, include "Summary of" in the title:
Summary of Remarks at Thorntown and Lebanon, Indiana (see 201605)
Use "speech" as the docClass.
Remarks
2.22 Distinguish, when possible, reports and summaries of extemporaneous remarks from prepared speeches and include audience or location:
Summary of Remarks from the Balcony at Bates House, Indianapolis, Indiana (see 201608)
When the remarks come from a newspaper report and include verbatim passages, include "Report of" in the title:
Report of Remarks from the Balcony of City Hall, New York City (see 201661)
When the remarks come from a newspaper and include only a summary or small excerpts, include "Summary of" in the title:
Summary of Remarks at Thorntown and Lebanon, Indiana (see 201605)
Use "remarks" as the docClass.
Proclamations
2.23 Proclamation Calling Militia and Convening Congress (see 201821)
Use "proclamation" as the docClass.
Land Patents & Grants
2.24
Report
2.25 Report of James Strawbridge, Levi Cantrall, and Abraham Lincoln to the Sangamon County Commissioners’ Court (see 200036)
Report of Committee on Public Accounts and Expenditures regarding the Contingent Fund (see 200044)
Report to the United States House of Representatives Concerning H. M. Barney (See 200469)
Use "report" as the docClass.
Legislative Bills, Acts, Amendments
2.26 Standardize dates in titles of bills and acts to Month Day, Year format spelled out (e.g., March 4, 1848).
Standardize the place names to modern spelling if the clerks get creative.
Standardize quotation marks to double quotation marks.
No gerunds.
Acts
2.26.1 They will be titled "An Act ______________." Use "act" as the docClass.
Bills
2.26.2 They will be titled "A Bill ____________." Use "bill" as the docClass.
Drafts of Bills
2.26.3 They will be titled the same as final Bills. Use "bill" as the docClass.
Amendments to Bills
2.26.4 They will be titled "An Amendment to a Bill ________________," regardless of whether the amendment passed. Use "amendment" as the docClass.
Petitions
2.26.5 They will be titled "Petition of ________ to _________." Use "petition"as the docClass.
Resolutions
2.26.6 They will be titled "Resolution of________________." Use "resolution" as the docClass.
Reports
2.26.7 They will be titled "Report from/of______________." Use "report" as the docClass.
Legislative Bills, Acts, Amendments: Capitalization (adopted 02/27/2010)
2.27 Standardize Bill and Act titles to follow the title conventions of headline style. As a general rule, capitalize every word with the exception of prepositions, articles, and conjunctions unless leading (in the first position).
Rules adapted from the Chicago Manual of Style, 15th edition:
Capitalize the first word in the title of bills and acts and all other major words (nouns, pronouns, verbs, adjectives, adverbs, and some prepositions and conjunctions where appropriate).
Lowercase the articles the, a, and an, unless in the first position.
Lowercase prepositions except when they are stressed, are used adverbially or adjectively, are used as conjunctions, or are part of a Latin expression.
Lowercase the conjunctions and, but, for, or, nor.
Lowercase the words to and as.
Lowercase words "concerning," "regarding," "relating to," "entitled," "relative to," "that," "which."
A Bill regarding...
A Bill concerning...
Use double quotation marks.
Resolutions
2.28 In naming resolutions, begin with "Resolution of" and include the name of the entity preparing the resolution and follow that with "regarding" (or "of" if that is more appropriate) and a brief explanation of the subject of the resolution. If there are more than one resolution, use "Resolutions" instead. If the resolution was only proposed and not passed, use "Proposed" at the beginning of the title. For Joint Resolutions in Congress, use term "Joint Resolution" in title. Do not use leading "A" or "The" in title. Use "Proposed" for version voted on, as equivalent to Bill.
Proposed Resolution of Illinois House of Representatives regarding Teachers’ Examinations (see 200230)
Resolution of Illinois General Assembly regarding Navigation of Illinois River (see 251589)
Resolution of U.S. House of Representatives regarding Presentation of Weights and Measures to France (see 250618b)
Proposed Joint Resolution of U.S. Congress of Thanks to Major General Zachary Taylor (see 250554)
Resolutions of Whig Meeting regarding Candidates for Governor and Lieutenant Governor (see 200286)
Use"resolution" as the docClass.
Tax Receipts
2.29 In naming tax receipts, include a date, jurisdiction and the type of tax.
Receipt for 1852 State of Illinois and Sangamon County Taxes (see 208313)
Use "receipt" as the docClass.
Newspaper Article
2.30 Most newspaper articles that we have report a letter or a speech that is in scope. Use the guidelines for letters or speeches to title the document. A brief introduction to a letter should be transcribed but should not change the document type from"letter." Use"Report of" before speeches or extemporaneous remarks reproduced in the newspaper.
Occasionally, a newspaper article itself will be in scope because Lincoln endorsed it. In those cases, use the title of the article enclosed in quotation marks as the document title:
"Col. McHenry"
If there is not a normal heading title, there may be a run-in title at the beginning of the first paragraph that you can use as the title.
Use "newspaper article" as the docClass.
Inscriptions in Books, Autograph Albums, Pictures
2.31 The name of the document will begin with "Inscription of" and end with the title of the book, "Autograph Album," or "Photograph". Use "in" for books and "on" for photographs.
Inscription of Abraham Lincoln to Mary Delahay in Autograph Album (see 201257)
Inscription of Abraham Lincoln to Unknown on Photograph (see
Inscription of Abraham Lincoln to Samuel H. Treat in Political Debates between Hon. Abraham Lincoln and Hon. Stephen A. Douglas (see 239787)
Use "inscription" as the docClass.
Opinions
2.32 Opinions on various legal and political subjects should include the word "Opinion," the name of the person providing the opinion, the word "regarding," and some sense of the subject of the opinion in the title.
Opinion of Abraham Lincoln, Benjamin S. Edwards, and Stephen T. Logan on Election Laws (see 200723)
Use "opinion" as the docClass.
Certificates and Orders for Trading in Confederacy and Extensions
2.33 These documents allowed certain individuals to purchase products from the Confederate states on behalf of the United States government. When the document is a certificate signed by an official of the Treasury Department and an order signed by Lincoln, the document is a "certificate, order" and the date of the document is the date of the order.
Certificate and Order for Robert Lamon (see 209066)
Certificate and Order for Samuel Noble (see 209932)
Use "certificate, order" as the docClass.
When an extension of such an order appears alone, the document is an "order" and the date of the document is the date of the extension.
Extension of Certificate and Order for Robert E. Coxe (see 246903)
Use "order" as the docClass.
Sometimes, the extension order includes a transcription of the original certificate and order. In this case, the entire document is an"order" and the date of the document is the date of the extension.
Extension of Certificate and Order for George W. Gage (see 209210)
Use "order" as the docClass.
Treaties (adopted 5/18/2010)
2.34 In naming treaties between the United States and American Indian entities, use "Treaty between (Party of the First Part) and (Party of the Second Part)." Unless designated in the treaty, the United States is the party of the first part and the Indian group the party of the second part.Be careful that the document explicitly says "Tribe" rather than "Nation" or "Band" or whatever other designations they may use. In such instances, use the designation found in the treaty.
Treaty between the United States and the Winnebago Tribe
Use"treaty" as the docClass.
In naming treaties between the United States and foreign nations, use "Treaty between (Party of the First Part) and (Party of the Second Part)." Unless designated on the treaty, the United States is the party of the first part and the foreign country the party of the second part. The document type is "treaty."
Use"treaty" as the docClass.Treaty between the United States and the Kingdom of the Two Sicilies.
Contracts (adopted 5/18/2010)
2.35 In naming contracts between parties, use "Contract between (Party of the First Part) and (Party of the Second Part)." Use the order on the contract to determine the respective parties of the contract.
Contract between E. F. Guion and the United States
Use"contract" as the docClass.