by James P. Colgate
You can reach James at jpcolgate at yahoo dot com
I was often frustrated by the
default book templates that came with TMG because they would not fit the many
variety of book sources out there. My goal was to design all-purpose book
templates that would handle every situation – so that during the data entry
phase (usually at
I had wanted to create only one
template. But in order to cover all
the situations, I had to create two (due to the limitation of 15 source elements
on the general tab of the Source Definition Screen).
My two all-purpose book templates will perform most every one of Mills’
book examples, as well as the FHL microcopy of a published book.
I sometimes vary from Mill’s examples, but I am very happy with the
results (see my comparison chart describing the differences at the very end).
Further down, I have provided
step-by-step instructions on how add these templates into your TMG program.
This may seem complicated. But,
once all the source elements and source templates are created in TMG, then data
entry is a snap.
Some examples of some resulting
endnotes are:
(note that the CDs are in bold
so you can see the structure better)
[1]“Sarah
(Mabbett) ack mo
[1]This
book incorrectly states the date of birth as “
[1]Mrs.
Russell Sage, Emma Willard and Her Pupils;
or Fifty Years of
Step-by-step
instructions on how to create these templates are further down. Custom Source
Elements are in bold so you can spot them easily.
1) Book (All-purpose except
essay or chap)
<[CD2].
><[“ ANONYMOUS” IN BRAK], ><[AUTHOR], ><[ROLE OF
AUTHOR], >[ITAL:][BOOK TITLE][:ITAL]<, [SERIES]><, [ED NUM IF
REVISED] edition><, [TOTAL NUM OF VOLS] volumes> (<[ORIG
PUB DATE IF REPRNT]; reprint, >[PUBLISHER ADDRESS]: [PUBLISHER], [PUBLISH
DATE])<, [CD1]><; [ITAL:]citing[:ITAL] [CD4]><; [M1]><;
originally published in [M2]><. [ITAL:]Available at[:ITAL]
[REPOSITORY]><, [REPOSITORY ADDRESS]><, microfiche no. [M-FICHE
NUM AND FRAME]><, microfilm no. [M-FILM NUM AND FRAME]><,
[M3]><. [M4]><. [M5]><. [CD3]>[HID:]CD1=vol:page,
etc.//CD2=Full sentence at beginning//CD3=Full sentence at end//CD4=name of
other work cited to////M1=more source details after semicolon//M2=work in which
it was originally published//M3=extra repository details after comma//M4=Full
sentence at end in FF and Biblio only//M5=Full Sentence at End for FF, SF and
BIB////Enter a “.” when there is no “ROLE OF AUTHOR” and where there is
no “.” at the end of the Biblio form of the name of “AUTHOR”[:HID]
<[CD2].
><[AUTHOR], >[ITAL:][SHORT BOOK TITLE][:ITAL]<, [CD1]><; [ITAL:]citing[:ITAL]
[CD4]><; [M1]>.< [M5].>< [CD3]>[HID:]CD1=vol:page,
etc.//CD2=Full sentence at beginning//CD3=Full sentence at end//CD4=name of
other work cited to////M1=more source details after semicolon//M2=work in which
it was originally published//M3=extra repository details after comma//M4=Full
sentence at end in FF and Biblio only//M5=Full Sentence at End for FF, SF and
BIB////Enter a “.” when there is no “ROLE OF AUTHOR” and where there is
no “.” at the end of the Biblio form of the name of “AUTHOR”[:HID]
<[AUTHOR]><[“.”
IF NO ROLE & NO “.”]><, [ROLE OF AUTHOR].> [ITAL:][BOOK
TITLE][:ITAL].< [SERIES].>< [ED NUM IF REVISED] edition.><
[TOTAL NUM OF VOLS] volumes.>< [ORIG PUB DATE IF REPRNT].
Reprint,> [PUBLISHER ADDRESS]: [PUBLISHER], [PUBLISH DATE]<. [M1]><.
Originally published in [M2]><. [ITAL:]Available at[:ITAL]
[REPOSITORY]><, [REPOSITORY ADDRESS]><, microfiche no. [M-FICHE
NUM AND FRAME]><, microfilm no. [M-FILM NUM AND FRAME]><,
[M3]><. [M4]><. [M5]>[HID:]CD1=vol:page, etc.//CD2=Full sentence
at beginning//CD3=Full sentence at end//CD4=name of other work cited
to////M1=more source details after semicolon//M2=work in which it was originally
published//M3=extra repository details after comma//M4=Full sentence at end in
FF and Biblio only//M5=Full Sentence at End for FF, SF and BIB////Enter a
“.” when there is no “ROLE OF AUTHOR” and where there is no “.” at
the end of the Biblio form of the name of “AUTHOR”[:HID]
2) Book (Essay or Chapter
within)
<[CD2].
><[AUTHOR CHAP OR ESSAY], >“[CHAP OR ESSAY TITLE],”
in [ITAL:][BOOK TITLE][:ITAL]<, [AUTHOR OF BOOK]><, [ROLE OF
BOOK AUTHOR]><, [SERIES]><, [ED NUM IF REVISED]
edition><, [TOTAL NUM OF VOLS] volumes> (<[ORIG PUB DATE
IF REPRNT]; reprint, >[PUBLISHER ADDRESS]: [PUBLISHER], [PUBLISH
DATE])<, [CD1]><; [ITAL:]citing[:ITAL] [CD4]><; [M1]><;
originally published in [M2]><. [ITAL:]Available at[:ITAL]
[REPOSITORY]><, [REPOSITORY ADDRESS]><, microfiche no. [M3]><,
microfilm no. [M4]><, [M5]><. [M6]><. [M7]><.
[CD3]>[HID:]CD1=vol:page, etc.//CD2=Full sentence at beginning//CD3=Full
sentence at end//CD4=name of other work cited to////M1=more source details after
semicolon//M2=work in which it was originally published//M3=Microfiche: “#,
frame #”//M4=Microfilm: “#, frame #”//M5=extra repository details after
comma//M6=Full sentence at end in FF and Biblio only//M7=Full Sentence at End
for FF, SF and BIB////Enter a “.” when there is no “.” at the end of the
Biblio form of the name of “AUTHOR CHAP OR ESSAY”[:HID]
<[CD2].
><[AUTHOR CHAP OR ESSAY], >"[SHORT TITLE CHAP ESSAY],"
in [ITAL:][SHORT BOOK TITLE][:ITAL]<, [CD1]><; [ITAL:]citing[:ITAL]
[CD4]><; [M1]>.< [M7].>< [CD3]>[HID:]CD1=vol:page,
etc.//CD2=Full sentence at beginning//CD3=Full sentence at end//CD4=name of
other work cited to////M1=more source details after semicolon//M2=work in which
it was originally published//M3=Microfiche: “#, frame #”//M4=Microfilm:
“#, frame #”//M5=extra repository details after comma//M6=Full sentence at
end in FF and Biblio only//M7=Full Sentence at End for FF, SF and BIB////Enter a
“.” when there is no “.” at the end of the Biblio form of the name of
“AUTHOR CHAP OR ESSAY”[:HID]
<[AUTHOR
CHAP OR ESSAY]><[“.” FOR BIBLIO IF NEC]> "[CHAP
OR ESSAY TITLE]." In [ITAL:][BOOK TITLE][:ITAL]<. [AUTHOR OF
BOOK]><, [ROLE OF BOOK AUTHOR]><. [M6]><. [ED
NUM IF REVISED] edition><. [TOTAL NUM OF VOLS] volumes>.
<[ORIG PUB DATE IF REPRNT]. Reprint, >[PUBLISHER ADDRESS]:
[PUBLISHER], [PUBLISH DATE]<. [M1]><. Originally published in
[M2]><. [ITAL:]Available at[:ITAL] [REPOSITORY]><, [REPOSITORY
ADDRESS]><, microfiche no. [M3]><, microfilm no. [M4]><,
[M5]><. [M6]><. [M7]> [HID:]CD1=vol:page, etc.//CD2=Full sentence
at beginning//CD3=Full sentence at end//CD4=name of other work cited
to////M1=more source details after semicolon//M2=work in which it was originally
published//M3=Microfiche: “#, frame #”//M4=Microfilm: “#, frame
#”//M5=extra repository details after comma//M6=Full sentence at end in FF and
Biblio only//M7=Full Sentence at End for FF, SF and BIB////Enter a “.” when
there is no “.” at the end of the Biblio form of the name of “AUTHOR CHAP
OR ESSAY”[:HID]
To
accomplish these templates, the first step must be to add additional Source
Elements. To do this in v.4.0d, I
did the following (later versions of TMG would have similar steps)
1)
From main
toolbar, click Tools>Master Source List
2)
Highlight
any source (it doesn’t matter which one)
3)
Click
“Edit”
4)
On the
“General” tab, click any one of the unused source element boxes (they are
the gray ones, not the white ones)
5)
In the
“Source Element” dialogue box that pops up, you will be prompted to
“Choose a source element”
6)
On the
right hand side, click “New” (do not click “Select”)
7)
Use
“Ctrl-c” to copy the Source Element from the chart below in the column
“Name of New Source Element”, and then use “Ctrl-v” to then paste this
Element into TMG. IT IS CRUCIAL THAT
YOU COPY THESE SOURCE ELEMENT NAMES EXACTLY, MAINTAINING THE EXACT SPACING, ETC.
For example, my element:
[“ ANONYMOUS” IN
BRAK]
has a space after the open-quote mark, but before the work “anonymous”. This is for a good reason, and must be entered precisely this way or it will not match the template language. I recommend that AFTER you paste each element name that you double-check each letter and space to make sure it was pasted properly
8)
BEFORE CLICKING OK in TMG, you must highlight the appropriate
“Element Group” as shown on my list below.
These element groups were chosen for particular, well-though-out reasons,
and I don’t advise choosing other element groups unless you are a very
advanced TMG user.
9)
Click OK
10)
Ignore
any warnings that you will be unable to use the new source element in the
current source because the element group is already in use.
11)
Continue
adding additional “Source Element” until you’ve added all the ones on the
list below.
12)
When all
are added, click cancel to get back to the General Tab of the Source Definition
Screen
13)
Click the
big “X” for cancel to close the Source Definition Screen.
List
of “Source Elements” to add:
|
Applies to: 1 = Book (All-purpose, except Essay or Chapter) 2 = Book (All-purpose, for Essay or Chapter) |
Name of new Source Element
|
Element Group
|
Sample input
|
|
1 |
ROLE
OF AUTHOR |
Subject |
compiler,
compilers, transcriber, transcribers, etc. |
|
1 |
“.”
IF NO ROLE & NO “.” |
Compiler |
“.” (Without
the quotes) (Enter
ONLY if there is nothing in the [ROLE OF AUTHOR] field AND the
bibliography form of the name of the [AUTHOR] does not end in a period) |
|
1 |
“
ANONYMOUS” IN BRAK |
Editor |
“[Anonymous]”
(in
square brackets, and without the quotes, when the name of the author is
unknown) |
|
1,
2 |
ORIG
PUB DATE IF REPRNT |
Second
Date |
1940 |
|
1,
2 |
ED
NUM IF REVISED |
Edition |
3d |
|
1,
2 |
TOTAL
NUM OF VOLS |
Volumes |
6 |
|
1 |
M-FICHE
NUM AND FRAME |
Record
Number |
1234567,
frame 5 |
|
1 |
M-FILM
NUM AND FRAME |
Film
Number |
1035503,
item 1 |
|
2 |
CHAP
OR ESSAY TITLE |
Subtitle |
|
|
2 |
SHORT
TITLE CHAP ESSAY |
Short
Subtitle |
|
|
2 |
AUTHOR
CHAP OR ESSAY |
Author |
|
|
2 |
“.”
FOR BIBLIO IF NEC |
Subject |
“.” (without
the quotes) (ONLY
if the bibliography form of the name of the [AUTHOR CHAP OR ESSAY] does
not end in a period) |
|
2 |
AUTHOR
OF BOOK |
Compiler |
Ellen
Eaton and John Hall (Do
not reverse surnames or use semicolons, etc.) |
|
2 |
ROLE
OF BOOK AUTHOR |
Editor |
Editor |
The
following Source Elements do not get added, as they are already standard TMG
elements. They are used in these
templates:
|
1,
2 |
BOOK
TITLE |
Title |
Emma Willard
and Her Pupils; or Fifty Years of |
|
1,
2 |
SHORT
BOOK TITLE |
Short
Title |
Emma
Willard and Her Pupils |
|
1 |
AUTHOR |
Author |
Sage,
Mrs. Russell |
|
1,
2 |
PUBLISH
DATE |
Date |
1932 |
|
1,
2 |
PUBLISHER |
Publisher |
American
Historical Society |
|
1,
2 |
PUBLISHER
ADDRESS |
Publisher
Location |
|
|
1,
2 |
SERIES |
Series |
National
Genealogical Society Research in the States Series |
|
1,
2 |
[CD1]
to [CD4] |
x |
vol. 3: p. 426
(Westbury Monthly Meeting)||“Sarah (Mabbett) ack mo |
|
1,
2 |
[M1]
to [M7] (Source
Memo, on Supplemental Tab of Source Definition Screen) |
x |
|| || ||This
book has brief biographical accounts of the alumnae of the Troy Female
Seminary (now know as the |
|
1,
2 |
REPOSITORY |
x |
|
|
1,
2 |
REPOSITORY
ADDRESS |
x |
|
1)
From the
main toolbar, click Tools>Options>Configure
2)
On the
right, click “Add” (Do not modify an existing Source Type; it’s best to
start afresh)
3)
Type in
the name of the new Source Type: for me, I used the names:
“Book (All-purpose, except essay or chapter)”,
and
“Book (All-purpose, for essay or chapter)”
4)
Choose
the “is most similar to” category “Book (Authored)”.
5)
Copy and
then paste my templates into the “Full Footnote”, “Short Footnote”, and
“Bibliography” fields (don’t worry that the text is in boldface type –
the boldface will disappear when you paste it into TMG).
6)
Click OK,
OK, OK, and you’re all set!
A few notes:
I vary slightly from Mills in a
few respects – please see the chart at the end for a comprehensive comparison.
Of particular note, where the book has a repository, I use the phrase,“Available
at”, which is not how Mills does it.
Many of my custom Source
Elements are not really necessary, because some of the existing TMG Source
Elements would suffice. The reasons
I added new ones are:
1)
Sometimes
I wanted a more descriptive name for the Source Element, so that during data
entry I can be half asleep and still enter the right data in the right field.
An example is my [ED NUM IF REVISED].
Sure, I could have simply used TMG’s standard [EDITION] element, but I
want my data entry stage to be dummy proof.
2)
Sometimes
I wanted to control the order in which the Source Elements are displayed on the
General Tab of the Source Definition Screen.
By placing my Source Elements in my chosen Source Element Groups, I have
a tidy, orderly data entry process.
I have put in some [HID:]
Hidden Text [:HID] which simply serves as a reminder to me about what info goes
in the Memo and CD fields, etc.
I make liberal use of the memo
fields and split CD to allow space for many situations, including:
[CD4], in which I put the full citation of a the source being cited to in my book (e.g. “Worchester County Deeds, vol. 3)
[M2],
in which I put the full citation of the original source in which the source I
have was printed
Hope this is helpful to
someone. If you spot any errors
please email me. Also, if you do use
my system, I would appreciate hearing from you to find out how long it took you
to implement.
James Colgate
March 2003
jpcolgate
at yahoo dot com
As extra assurance, I tested each of Mill’s examples in my templates, and my noted variances below:
|
Mills
Category |
Problems |
Variances |
|
Book (Authored) |
No problems |
No Variances |
|
Book (Authored by an Agency)
|
No Problems |
No Variances |
|
Book (Author Unidentified but
Known)
|
Does not handle square
brackets properly – For this I offer no solution |
XXXX |
|
Book (Author Unknown)
|
No Problems |
No Variances |
|
Book (Compiled Records)
|
No problems |
No Variances |
|
Book (Edited) |
No Problems |
No Variances |
|
Book (Multi-Authored)
|
No Problems |
Inconsequential comma
difference in Short Footnote due to TMG coding |
|
Book (Multi-Volume)
|
No Problems |
No Variances |
|
Book (Multi-Volume,
Compendium) (Composed of Earlier Journal Essays)
|
No Problems |
Mills does not use the
preposition “in”; I chose to use “in”, and to treat the essay like
I do a Book Chapter. |
|
Book (One of Series)
|
No Problems |
No Variances |
|
Book (Paginated, with
Numbered Entries)
|
No Problems |
No Variances |
|
Book (Pagination not given)
|
No Problems |
No Variances |
|
Book (Privately Printed)
|
No Problems |