The Moxon Family Research Trust

Guidelines for Tree Guardians

1. Size of the Tree

This is largely up to the individual Tree Guardian/s but it has been suggested that the offspring of female Moxons are ignored unless this is to demonstrate how a current Society member is descended from a Moxon.  Similarly the names, dates and occupations of the parents of the spouses of Moxons should be recorded (where known) but it is not usually necessary to enter the families or ancestors of Moxon spouses.

2. Sources

It is essential that the sources of all events mentioned on the Tree are recorded. If there is any doubt about entries this should also be recorded on the Tree. Guardians are advised NOT to use other people’s Trees (which are regularly offered on the internet including on Ancestry but quite often are wrong) unless each event can be proved correct. When a documentary source is not available it is acceptable to create the source as the oral testimony of a living person.

3. Clarity of entries on individual Trees

For clarity, Tree Guardians have been asked to observe the following conventions:

a. Names Surnames should be in Capitals and should usually be spelled in the way that contemporary records spelled it. Full names (not abbreviations such as “Tom” or “Dick”) should be entered into the “First and Middle Name” box. The name by which a person was generally known may be noted in brackets or quotation marks after their full forenames.

b. Dates should be shown without the use of hyphens (-) or slashes (/).  Guardians should use the three letter abbreviation for the month, e.g. Sep (for September) and the full four digit year, e.g. 1961. (Note: although Ancestry does allow the full month to be listed, this is not compatible with other Gedcom programs.)

All dates from 1st January to 24th March prior to 1752, the year when the Gregorian calendar was introduced into the United Kingdom, can be entered in one of two ways.  Either:

i. Double date entry, for example 3 Jan 1725 being recorded as 3 Jan 1725/26 (old style Julian calendar /new style Gregorian calendar).

ii. By adding 1 to the year number for all dates in the period for 1st January to 24th March. For example, a date shown in a pre-1752 Parish Register which might say “1st January 1653” would be transcribed as “1 Jan 1654”.

Quarter dates (as found, for example, in the official General Records Office “births, marriage and deaths index” for England & Wales), are more of a problemThe use of the Quarter reference (Q4 etc.) in the date box skews the chronological ordering of the list of Facts / life story in Ancestry.  Instead the Quarter reference might be put into the description box below the date and just the year put into the Date box. 

Alternatively the Quarter dates can be entered into the date box in the following format and, as this is the standard Gedcom format, Ancestry will recognise it and the Facts will appear in the correct date order. 

For example:-

Q1 1946 should be entered exactly as follows: Bet Jan 1946 and Mar 1946

Q2 1946 should be entered exactly as follows: Bet Apr 1946 and Jun 1946

Q3 1946 should be entered exactly as follows: Bet Jul 1946 and Sep 1946

Q4 1946 should be entered exactly as follows: Bet Oct 1946 and Dec 1946

This is also the case for a period of years, so, for example, to add that someone was resident somewhere between 1946 to 1993 you can use Bet 1946 and 1993

c. Place names should be recorded in full with County (or State) plus Country. The house number, street name or other address should be inserted into the Description box rather than the Place name box.

d. Births/baptisms and deaths/burials. Guardians are asked to distinguish between births and baptisms; and also between deaths and burials. Baptisms usually take place within a few weeks of birth, but are sometimes delayed until adulthood. Burials are usually within a week or so of death. Where the precise date is not known an estimate of “abt” (about) the year should be used. It is important to put in an approximate date of birth or death to make the Index easier to use.

e. Living descendants Since these Trees are accessible only to members of the Society there is no need to hide information about people who are alive now, but Guardians have been advised to record for living people only minimal factual information (birth, marriage dates etc), which are already a matter of public record. For living individuals it might be better to record the year only rather than specific dates.

Guardians have been advised to ensure that this information is kept up to date.  If a Guardian knows that someone is deceased but doesn’t know the date they can manually set the individual as deceased by checking the relevant button for “living” or “deceased” in the individual’s Profile. 

f. Wills As a result of copyright restrictions Guardians have been asked NOT to attach a copy of an original will to their Tree (unless the will has definitely not been acquired from a public archive e.g. if it is the will of a relative).  Will transcriptions and the evidence of information from the will (citing the will as the source for this evidence) may of course be attached.