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.