Questions regarding guidelines
and helpful information please see:
Welcoming Group Manager -
and Submitting Documents and Files
Adopted by MSGenWeb December, 1999
Last Revision: 05 Dec. 2009 - Updated URL's, email addresses and
the MSGenWeb County Volunteer Help page! If you are considering adopting a
MSGenWeb County, or if you are already a coordinator, this page is must-reading.
Lists for County Coordinators
MSGenWeb Requirements for County Websites
About Rootsweb and
The USGenWeb Project
How to Link to
Logos, Free Backgrounds & Graphics*
When You Leave...
SE/MA Elected CC and
state coordinator firstname.lastname@example.org with the following
County Of Interest
Why You Are Interested in that County
Experience with Web Page Design & Creation
Other USGenWeb or other online genealogy project involvement (if
We THANK YOU
for your support of the MSGenWeb Project, and look forward to your joining us!
State Coordinator regarding questions,
suggestions, or comments about this website.
be a successful MSGenWeb County Coordinator, you will need:
A knowledge of the
county/area you will be coordinating.
A desire and willingness to assist
researchers who visit your county website.
NOTE: MSGenWeb does not require or expect that its coordinators engage
in personal research or lookups for visitors! The best way to assist
researchers is to provide as much fresh and appropriate online information
and links as is possible. We help researchers, but we do not do the
research for them.
A basic knowledge
HTML page coding and design, OR access to and ability to use Webpage
editing software such as Netscape Composer, Microsoft Front Page,
Macromedia Dreamweaver, etc.
Access to reliable
server space. There are many "free" servers available.
You may use the server of your choice as long as the server is not
publicly affiliated with, or linked to, adult sites or other
inappropriate material or links. It is preferred that sites
are hosted on servers which are free of pop-up advertising. MSGenWeb
sites must be non-secular and "family friendly." Most sites are
http://www.msgw.org which is the official host for MSGenWeb.
Time to devote to your county page.
Researchers are looking for fresh and frequently updated information on your
pages. The weekly time required can range from two to twenty hours,
depending on the time you have available, and your degree of enthusiasm.
Ability to make
initial new coordinator name changes to the county pages, to upload changed
pages, and to officially take over the county within 30 days of acceptance.
Willingness to grant minimum 30 days
notice should you decide to give up your county. (We hope you never do!)
Outgoing County Coordinators will be asked to assist with transferring the
county to the replacement County Coordinators whenever possible.
NOTE: You do NOT need to live in
the county you are hosting.
You will be
joining a fine team of County Coordinators dedicated to making the MSGenWeb
Project the best resource for those seeking to research their Mississippi
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State Index Page - 1 (one) State
Coordinator, 1 (one) Primary Assistant State Coordinator, other Assistant State
Coordinators as deemed appropriate and necessary by the State Coordinator.
and Special Project Coordinators may be delinked only by the State Coordinator.
approval of special projects, new Coordinators and Assistant Coordinators rests
with the State Coordinator. Volunteers who apply using an alias name will not be
There is no
limit on the length of time a State Coordinator may serve, or the number of
times a former State Coordinator may run for re-election. An election for
a new State Coordinator will be held upon resignation of the current State
Coordinator, or upon the call for an election by a minimum of 25% of the county
and special project coordinators, and their assistants.
Special Projects, e.g. Confederate
page, State History, etc. - Limit 1 (one) Coordinator, 1 (one) Assistant
Coordinator if desired.
County Sites - Limit 1 (one) County
Coordinator, 1 (one) Assistant County Coordinator if desired.
Limit of 4 (four) counties/special
project sites, or combination, per individual.
A Local Special Project or County may utilize additional non-MSGenWeb member
"helpers" if desired. Helpers will not be subbed to the State mailing
lists, and will not be included in the voter list.
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MSGenWeb Mailing Lists for County Coordinators
Mailing List Etiquette
All MSGenWeb County
Coordinators will be subscribed to the MSGEN-L mailing list, the official
MSGenWeb List for announcements and pertinent information concerning the US and
MSGenWeb Projects, and individual MS counties. This is a non-chat list
available only to current members of MSGenWeb. You will automatically be
subscribed when you assume your county coordinator position.
This private list is
available to MSGenWeb members who wish to participate in discussions of a
political nature, relative to USGenWeb. Subscription is not automatic, but
may be obtained by sending a note to the
NOTE: You may unsubscribe from MSCHAT-L and MSGW-Discuss at
any time, by sending a note to the
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MSGenWeb Requirements for
County and Special Project Websites
There are a few basic requirements that every county website must meet in
order to be associated with The MSGenWeb Project
The purpose of MSGenWeb is to provide material and assistance to researchers.
To accomplish our goal, all MSGenWeb sites must be properly maintained and
updated on a regular basis, and the coordinator must provide a viable email ID
to the researchers. A project site that has remained unattended for 3 or
more months, or which contains numerous broken links and graphics, or which does
not comply with one or more of the basic requirements of MSGenWeb and/or
USGenWeb, or a coordinator who is unresponsive to email is subject to removal
from the project, by the State Coordinator. Whenever possible, a minimum
30 days notice will be given in order to grant the Coordinator an opportunity to
bring the site into compliance.
index page must display the USGenWeb and MSGenWeb logos of your choice.
To save the logos below to
your computer, place cursor on image, right click, and choose "Save Image
Also for County
Coordinator use are other backgrounds & graphics please
may be acquired at:
For your protection, it is STRONGLY recommended that at least one of the above
logos and a link back to your index page be placed on every page within your
county. (This is because of search engines or links from other sites
that might take a visitor directly to a page within your county, aka Deep
Linking, and even display your page within a frame on the hosting server.)
index (home) page must have a link to the following pages:
Project National Page -
current State Coordinator
current County Coordinator
The Name/ID of
Assistant County Coordinator, if you have an assistant, is desired,
though not mandatory.
Notice of Last
the Index Page or a What's New page (if one is used) must contain the date the
site was last updated.
Last updated on Monday, 25-Nov-09 21:09:04 PDT"
HTML code: Modified: <!--#echo var="LAST_MODIFIED"-->
Or manually entered: "Last updated on Monday, 25 Nov, 2009"
Every County must provide
pages for submitted queries, or a link to a county appropriate message board,
Rootsweb Message Board or
GenForum. If queries are maintained manually, the query page should be
updated within one to two weeks upon receipt of the query. Each query
should be dated.
In order to retain the integrity
of the county queries, it is highly recommended that coordinators keep an eye on
the submissions to be sure that the query is relative to your particular county,
that it is intelligible, and that the E-Mail address of the submitter is
We recommend you either accept the
system that is in place when you take the county, if possible, or that you look
around and carefully explore the options, before you make changes.
NOTE: At no
time are "old" queries to be discarded, unless they are found to be
inappropriate for the county, or if the e-mail link is no longer current.
queries belong to the submitter, and may be removed/altered at any time at the
request of the submitter.
In addition to MSGenWeb
Requirements, the parent group USGenWeb Project has a set of minimum
requirements and guidelines for each County page. These requirements must
be observed, and can be found at:
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While not requirements,
the following suggestions have proven to be especially helpful to County
Coordinators, and to Researchers. We hope you will consider each one.
Midi or wav files on a page
can be an attractive and appealing feature. However, MSGenWeb recommends
that the visitor be given the *option* of hearing the music, or not. Some
browsers will crash when music files are automatically played.
This link may be placed on
either the index page, or the query page. Researchers who do not know the
particular county should be directed to leave a query on this page.
This is a (growing) list of MS
cities and towns, both past and current, and the county in which they reside(d).
It can be very helpful in determining the correct county. It may be placed
on the index page, or query page, or both.
Neighboring Counties and/or States
This courteous act will aid
researchers in finding genealogical information which commonly spills over
current county or state borders. Check the links periodically, in case a
county has been moved to a different server.
if your county is hosted by Rootsweb.
Add links to personal
non-commercial genealogical websites with connections to your county.
highly recommended, for your protection, that all websites and html pages within
the MSGenWeb Project carry the following copyright notice, or something
"Copyright (Year) by (name of coordinator) - All Rights Reserved"
Check with your server for
instructions on installing a counter to your index page.
"You are the 14th visitor since the counter was installed on July 15, 2002.
[Change the date accordingly.]
Suggestions for Additional County
Provide a listing of postal
addresses, telephone and fax numbers, and websites to genealogical or historical
societies, county or municipal offices, and local libraries.
A listing of local history and
genealogical books and magazines of interest to the researcher.
A good alternative to a lookup
page is a county bibliography page, which provides a list of books and material
available for your county, and where they can be found. If you use a
Bibliography page, it is recommended that you place a notice on the page similar
to the following:
county, MSGenWeb and/or the USGenWeb Project do not necessarily endorse or
recommend the publications listed on this page. The information is listed
solely as a public service to researchers. Neither XX Co, MSGenWeb, the
USGenWeb Project, nor the Webmaster have any special interest or affiliation
with any of the publishers or authors. No guarantees are implied."
Links to off site pages that
contain information/material relevant to the county.
put up a Lookup Page only if you or your volunteers have received permission
from the author or publisher of the material to do so, or if the book or
material is in the public domain and permission is not needed.
is strongly suggested that you put the following two USGenWeb Official Policy
statements at the top of any lookup page you should decide to create:
"The USGenWeb Project will not tolerate any copyright violations. Lookup
requests should be limited to one name, or perhaps two if it is a married
couple. Information given will be minimal; for example if it is a cemetery
lookup, the information given will consist of the name of the cemetery and the
dates on the headstone. Please do not ask for 'everybody with X surname' or an
entire family group, or for hard copies to be mailed; the volunteers have been
asked not to comply with such requests".
"Our lookups will extend to searching
a book or other material to see if it would be helpful to you in your research.
Should the book prove useful, we can provide the author's address and ordering
A Surnames page can be helpful
to researchers. It is recommended that the surnames be linked to the queries,
A dated and conveniently
located "What's New" section or page provides an appreciated timesaving service
to visitors to your county. Provide links directly to the new file, so the
researcher doesn't have to look through your web site to find the new file.
engines are convenient time-savers for researchers. A few to look into, in
Atomz Search -
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About Rootsweb and the USGenWeb Project
Because of the close
association these two organizations have enjoyed over the years, the terms
"USGenWeb" and "Rootsweb" have been incorrectly used interchangeably.
Both organizations are separate entities. Rootsweb has now been merged
with Ancestry.com. The MSGenWeb is the hosted by The USGenWeb.org as
are the majority of the our county websites.
Rootsweb.com provides a mail list, message board and a reunion calendar free
of charge. The Mail List, the Message Boards, and the Calendar are not
solely to the County Coordinator unless/until that Coordinator passes on the
applications to a new coordinator, as part of the County. Since
a close tie forms between the Mail List researchers and the County
researchers, within the county, MSGenWeb encourages each Coordinator
to pass on these "perks" to any succeeding coordinator, in the interest of
continuity, and to help insure that posted data will remain close to the
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Be sure to read the
MSGenWeb will not tolerate copyright violations.
Anything placed on the Internet is
considered published. It belongs to the author or artist who created the
material, unless it resides in the Public Domain (published before 1923), in
which case it may be freely copied.
Non-public domain material may
include notes posted to mailing lists, queries, graphics, transcriptions,
photographs, books, articles, newsletters, etc. In order for this material
to be published on your county pages, written consent must be obtained from the
author/publisher, except for queries. Consent to publish queries is
implied when the query is submitted to the county either directly, or via the
Submitted material posted on the
county pages, including queries, belongs to the submitter. The submitter retains
copyright, and may withdraw the material at any time.
occasion, Coordinators have been contacted by a researcher re "incorrect"
information found on a submitted file. The CC is NOT to change or alter
any submitted material. It is recommended that the CC refer the researcher
to the submitter, or add the information as a clear annotation to the original
file. Never make changes in a submitted file unless instructed to do so by
Copyright laws can be complicated.
For more information, try these links:
Copyright Fundamentals for Genealogy
by Michael Patrick Goad
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How to Link to Offsite Files
Many researchers have great information on their own pages. If you
link to an off site file, be sure to properly identify the link to avoid the
appearance that the file is on your county pages.
XXXX County Marriage Records
Doe's XXXX County Marriage Records - Great Link!
"Links" page, identified as such, is a good idea.
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When You Leave...
don't want you to leave! : )
However, if you must, we ask the
Minimum 30 days notice to the SC
Willingness to help locate a
Willingness to help make the transfer
to the new CC quick and smooth
Willingness to help train the new CC
What Stays with
According to the USGenWeb By-Laws
Article XI, Sec. 4:
..."those sections of the website
submitted or donated by contributors other than the website coordinator, shall
remain with the website."
This includes queries, files,
photographs, transcriptions, and documents submitted by researchers, other than
yourself. It also includes material/graphics already in place at the time
you took the county.
Optional to Leave with the County:
MSGenWeb account space on which the
County Mailing List*
Rootsweb Message Boards* (with the
exception of queries, which must stay
with the county)
Your individual contributions to the
county, such as files, photographs, etc.*
*We hope, in the interest of the
researchers, that you will consider passing on any, or all, of the above, if
they exist. We hope that you will continue to allow MSGenWeb to
display whatever material - transcriptions, documents, photographs, etc. -
that you personally have placed online. These items are
optional, however, and it is up to you. We won't twist your arm.
If you choose to remove your own
material from the county, it is hoped that you will leave the material online
somewhere, and provide the new CC with a link to that material.
NOTE: If the
outgoing CC retains the account, all USGenWeb and MSGenweb logos, and all text
references that identify the site as a USGW/MSGW site should be promptly removed
from all pages.
At time of transfer, if you have
reached any type of a "special" agreement with your successor, please forward a
copy of that agreement to the SC.
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Submitted Files and Documents
individual submissions of original material, or transcribed Public Domain
material, relevant to Mississippi genealogical and historical research.
Examples: Census, Bibles, Church, Wills, Cemetery, Military Rosters,
Tax Lists, and old or original photographs of general interest to the
Due to space limitations, many
servers are not able to accept GEDCOM submissions, long family outlines,
and in some cases photographs. Check with the individual Coordinator
for space availability, and to see what is available for submitting individual
family information. Each county coordinator has the final determination as
to what will be accepted for placement within a county. Please trust their
To submit material to any MSGenWeb
site, contact the appropriate County Coordinator, or click
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CC and SC Representatives
MSGenWeb is in the
Southeast/Mid-Atlantic Region (SE/MA). The current Advisory Board
Representatives for our region are:
State Coordinator Representative
Les Shockey, August 31, 2010
County Coordinator Representatives
Jeff Kemp, August 31, 2011 -
Denise Wells, August 31, 2010 -
To Subscribe to the SE/MA Regional
Mail List to meet and discuss issues with your representative, send a message to
the address below, leaving the subject line blank and typing only the word
"subscribe" (without the quotation marks) into the body of the message. Turn off
your sig lines, if you use them.
This list is for USGenWeb Members
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