Bruce’s Filing Cabinet 1 – Addresses and Telephone Numbers

At the 4th Annual TMG Sydney Conference in April 2011 Bruce Fairhall, Convenor of the conference, shared with us his methods for using TMG as his filing cabinet. He gave us a four-page handout which he has kindly allowed me to share on the blog. I will be posting the handout over the next few weeks on the following topics:

  • Addresses and telephone numbers
  • Exhibits
  • Inward correspondence
  • Informants and source
First up – Addresses and Telephone Numbers.


1. In the default set up for TMG, the Tags Address and Residence are similar but use slightly different Sentences. The default Sentence for Address:

<As of [D],> [P] and [PO] lived at [L]

will give errors for a date range, so I substituted

[:CR:] The recorded address <[D]> for [P] <and [PO]> was: [L]

2. I use the Address Tag is used to record an address (e.g. a Post Office Box) where it is not the person’s Residence. This is therefore not used very often, but if you wish it could be a duplicate (generally) of the Residence Tag. (Ref: Lee Hoffman or Terry Reigel somewhere)

This Tag could be used to generate a Report showing Residence locations of certain database members, perhaps sorted by town, or an Excel file as the report output, to use as a mailing list for Reunions or similar purposes.

3. To assist sharing (privacy) I added a Tag Residence-Historic which is implemented once all connected persons are deceased. This can then be shared in Reports. My male sentence is:

[:CR:] He <|and [PO]> lived <at [L2]> <in [L]> <[M]> <[D]>


1. I use the default Tag for Telephone numbers, rather than including the number with the person’s Residence or Address, so it is separately listed.

2. In the Addressee field, I add what is listed in the Directory (if applicable) as this is often initials only.

3. I put the actual phone number in the MEMO field, so it shows on screen and could be easily sorted or included in a “reverse directory” if required.

Note:  This process has been documented for sharing with other TMG users, and is not copyright or secret.  I’d appreciate suggestions as to better clarity etc. if any changes to this procedure might make it easier for others to understand it.  It is MY system, and that doesn’t mean it’s right or the best: the main thing is that it works for me.

Bruce’s website is

Next week – Exhibits


Australian Electoral Roll tag types

Another discussion on the mailing list a couple of months ago was about electoral rolls. Here are some examples:

Carole Riley‘s electoral roll tag is one-size-fits-all with the details of the division/district/etc in the memo field:

[P] <was|and [PO] were> listed on the <[M1]> electoral roll <with  occupation [M2]> <[D]> <[L]>

Kay Sturgeon‘s electoral roll tag:

[:CR:][:CR:][P] <was|and [PO] were>registered<[D]> [M1] Electoral Roll <[L]> ; [M2]

Joseph Cooten Tucker was registered in 1903 Division of Wide Bay, Subdivision Drummer’s Creek Electoral Roll in Cambria Flat, QLD, Australia; occupation miner.

As a married man:

Joseph Cooten Tucker and Eva Lillian Tucker were registered in 1913 Division of Lilley, Subdivision Enoggera Electoral Roll in Alice Street, Newmarket, QLD, Australia; occupations Railway Employee and Home Duties.

The added extra I have done is to create a reminder memo under the Other tab as under which shows me exactly how I should be entering the information up to keep it consistent and showing the source numbers for each state which have different repositories.  I just copy paste Division and Subdivision sometimes it changes to Ward or District.

[:CR:][:CR:][P] <was|and [PO] were>registered<[D]> [M1] Electoral Roll <[L]> ; [M2]
Division of   , Subdivision of   || occupation/s
ACT   177
NSW 120
QLD  167
VIC    85
WA   122

Jonathan Auld gave two examples with separate male and female sentence structures:


[P] is listed on the electoral roll of [D] in the State of [STATE], District
of [COUNTY] and Subdistrict of [CITY]. His address was [DETAIL].< His
occupation is listed as [M].>

[P] is listed on the electoral roll of [D] in the State of [STATE], District
of [COUNTY] and Subdistrict of [CITY]. Her address was [DETAIL].< Her
occupation is listed as [M].>


[P] is listed on the electoral roll of [D] in the State of [STATE], District
of [COUNTY] and Ward of [CITY].< His address was [DETAIL].>< His occupation
is listed as [M].>

[P] is listed on the electoral roll of [D] in the State of [STATE], District
of [COUNTY] and Subdistrict of [CITY].< Her address was [DETAIL].>< Her
occupation is listed as [M].>

Apart from the default Principal and Witness roles, I also have a
VIC(1856-1936) and WA(1903-54) as the VIC & WA rolls are the ones I have
been using most frequently.

Transportation tag type

We had a discussion about tag types for convict transportation on the mailing list a couple of months ago. Here’s what we came up with.

Carole Riley created a rather optimistic tag called Transportation, “optimistic because although I think I have a convict or two I can’t yet prove who they were so I haven’t actually used it. I imagined that when I came to use it I would have varying details about the crime and the sentence, and perhaps the trial, so I wanted to keep it simple and flexible. Obviously if I managed to find records of the trial and/or the surgeon-superintendent’s account of the voyage I would need separate tags to make more of a story out of it.”

[P] <was|and [PO] were> transported to < [L]> <arriving on [D]> <[M]>

Kerry Farmer‘s Transportation tag (also optimistic – having Convict2) is:

[RF:Convict] <and [R:Convict2]> arrived <at [L]> <aboard the [M1]> <[D]> <[M2]>

Linda Bishop‘s transportation tag is

[:CR:][:TAB:][R:transported] was [RG:transported2] to Australia, <on [DD],> <from [L],> <on the ship [M],> <[M2],> <[WO]>

James Ewens was transported to Australia, on Sun. 19 Jul 1818, from Portsmouth, Hampshire,, on the ship “General Stuart” to NSW Australia, with Daniel Rapley, Henry Jupp, James Jupp, James Nye senr, James Nye jnr, William Brown. Leaving behind his wife and children, Hannah Nye, John Ewens, Lucy Ewens and Thomas Ewens.

“I made a non-person called transported2 to link all the people that were transported ( I have 11 so far). I also made a tags for members of the family left behind

[:CR:][:TAB:][RS:wifeofcon] <[WM]> [P] was transported to Australia, <on the ship [M],> <on [D],> <from [L]> <[WM2]>

Her husband James Ewens was transported to Australia, on the ship “General Stuart” to NSW Australia, on 19 Jul 1818, from Portsmouth, Hampshire, also transported was her father James Nye and her brother James Nye jnr.

Kay Sturgeon reworked hers to read:

[:CR:][:CR:][P] <|and [PO]> was transported <on [D]> <from [L]> <aboard the ship [M1]> landing <[M2]> <[M3]>.

Thomas Coombs was transported on 18 Jul 1810 from England aboard the ship “Indian” landing Sydney on 16 Dec 1810 mastered by Captain Andrew Barclay. The surgeon was a Mr. Maine.

Non-person People

I was inspired last year by a presentation given last year at our 2nd Annual Conference by Linda about how she uses TMG to keep track of a whole parish, including the churches and other buildings within it.

Last month I gave a presentation to the group meeting at the Society of Australian Genealogists about my experiments in this area. These are the PowerPoint slides from the presentation. I’m sorry they are later than I was hoping, I couldn’t figure out how to put them on a non-self hosted blog, but now I think I’ve done it. Let me know if it doesn’t work.

To download the Powerpoint presentation click on Non-person People

To view the Powerpoint presentation on Slideshare click on Non person people in TMG

View more presentations from caroleriley.

Copying sources and sentences between projects

In a recent TMG Sydney meeting, Linda showed us how to transfer all your sentences and sources into a new project (via a new blank project with all your customised extras). There might well be an easier way to do this, but this method seems to work.
Before you do any copying, deleting, merging of projects, make sure you have BACKED UP your project & perhaps also make a copy of it. Work with the copy until you are sure you have the desired outcome. Then…
  1. Make (another) copy of the project by:
    • Select a project to copy (one that already has your sources & sentences)
    • Copy it to a new project called ‘My Copy’  
  2. In your new ‘My Copy’ project, go to File-> Data Set Manager and click ‘Add’, which will open another window, name it ‘Custom’, tick all the boxes, click OK
  3. You should have 2 datasets ‘My Copy’ and ‘Custom’
  4. Disable ‘My Copy’ dataset and Close (the Data Set Manager)
  5. Check to see if the new ‘Custom’ dataset has your customised tags, sentences and sources (look at Tools -> Master Tag Type list or Master Source List)
  6. If the ‘Custom’ data set is OK, delete ‘My Copy’ data set
You now have a blank project & dataset which has all your custom tags, sentences & sources.
If you want to, you could merge another project into this ‘My Copy’ project (the new one with the ‘Custom’ data set). Make sure you have this as the RECEIVING project in the merge. (ie Import into this one.)
Sounds complicated, but it works. And it’s a lot easier than making all those custom tags and sources again.

Flags and tags

The Wholly Genes newsletter has a section in it called Did You Know?

Here are some tips from the latest newsletter that I didn’t know:

DID YOU KNOW that you can remove flags that you don’t use from the Flag window? Choose “Flag Manager” from the File menu (or right-click on the Flags window and choose “Customize flags…”). Then highlight a flag that you don’t use and then click Disable on the right. Disabled flags (i.e., those whichout check marks on the list) will not appear in the Flags window.

DID YOU KNOW that you can change the order of flags in the Flags window? Access the Flag Manager as above, then highlight the name of a flag and click “Move Up” or “Move Down” on the right.

DID YOU KNOW that you can remove or change the order of the lines in the “Other Info” box (to the right of the primary name on the Details Window)? If you don’t use the Reference field or you want the Last Edited date to appear on top, for instance, right click on that part of the screen and click “Customize ‘Other info’ box.” Then highlight one of the data types in the list and click on the buttons on the right to disable or move them.

Extra Tags for use with Exhibits

With the exception of a Primary Exhibit, I try to place Exhibits within an existing Tag, (or add a new Custom descriptive Tag) mainly so that the Second Site output (for web use and as an archive on CD) is logical.

So, I attach an image or a transcription of a Birth, Marriage or Death Certificate to the appropriate Tag, and it thus gives the reference for the data contained there. Photos of homes are attached to the appropriate Residence Tag. The default sentences are not usually changed.

Other Exhibits are attached to the following Custom Tags, with their sentences:


PR: A Document recording details from a Biography/Eulogy of [P] <[D]>

WIT: [W] was mentioned in the Biography/Eulogy of [P] <and [PO]> <[D]> <[L]>

Note: Often the only written biography of a person is their Eulogy, so I delete the word Biography from the sentence when entered, and of course delete Eulogy if I attach a biography.


P: A copy of the Last Will and Testament of [P] <[M]> <[D]> <[L]>

WIT: [W] was included in the Last Will and Testament of [P] <[M]> <[D]> <[L]>

Note: Other researchers have extended the Roles in similar sentences, to include Executors etc. and this is an excellent idea which I haven’t yet implemented. Perhaps one of those researchers can add their updates here?


PR: [P] <was|and [PO] were> photographed <[M]> <[D]> <[L]>

WIT: [W] was included in a photograph of [P] <and [PO]> <[D]> <[L]>

Note: Appropriately dated (using exact or Sort date) this Tag allows attachments of family groups etc. If it is a special event such as an Anniversary or major birthday I include those details in the Memo. For Second Site output or family groups, I also insert an Image map using John Cardinal’s Utilities.


PR: [P] <was|and [PO] were> photographed <[M]> <[D]> <[L]>

WIT: [W] was included in a photograph of [P] <and [PO]> <[D]> <[L]>

Note: Yes, it is the same. But this Tag is used for events or objects of historical importance to that person, such a workplaces, trade qualifications etc. with appropriate content in the Memo field.


PR: An image relating to the immigration of [P] <and [PO]>

Note: Not a lot of use for this one, as it was intended for images of ships’ logs, immigrant lists etc but I haven’t made a lot of use of it. Those images could usually be attached to the relevant Immigration or Emigration Tag with an appropriate Description.


PR: A photograph of the Wedding of [P] <and [PO]> <[D]> <[L]>

WIT: [W] was included in a wedding photograph of [P] <and [PO]> <[D]> <[L]>

Note: This Tag is valuable for wedding groups and other wedding photos. I add all the group members as Witnesses and also compile an Image Map for Second Site. I add a sort date of one day after the wedding date.


PR: An image of the Will of [P] <and [PO]> <[M]> <[D]> <[L]>

WIT: [W] witnessed the Will of [P] <and [PO]> <[D]> <[L]>

Note: This is for a scanned image of a will, where an actual text version is not available. See notes for the DOC-WILL Tag

Other users’ thoughts, comments and additions to this list are welcomed!

Bruce Fairhall