Verification Process

Accuracy is our foundation. Learn how we verify every piece of information to ensure When It Was remains a reliable historical resource.

When It Was is committed to historical accuracy. Every location, business, date, and photo submitted to our platform goes through a rigorous verification process before publication. We combine community knowledge with professional research to create the most accurate historical database possible.

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Our Verification Philosophy

We believe in trust but verify. Community contributions are invaluable, but memory can be imperfect and details can blur over time. Our verification process respects contributor knowledge while ensuring everything published meets our accuracy standards.

Core Principles

Multiple Sources: We corroborate information with at least two independent sources when possible.
Primary Documents First: Original records trump secondary accounts.
Transparency: We show our sources and confidence levels for all data.
Continuous Improvement: Information can be updated as new evidence emerges.
Community Collaboration: We work with contributors to refine and improve submissions.

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The Verification Stages

Each submission moves through multiple review stages before publication. Here's what happens from submission to approval.

Stage 1

Initial Review (24-48 hours)

When you submit content, it first undergoes an initial screening to ensure it meets basic requirements.

What We Check

Submission is complete with required fields filled
Content follows community guidelines
Photos are appropriate and relevant
Information is on-topic for the location
No duplicate submissions already in the system
Contact information provided for follow-up if needed

Result: Submission moves to fact verification or is returned for additional information.

Stage 2

Fact Verification (2-7 days)

This is where the deep research happens. Our verification team cross-references submissions with historical records and primary sources.

Research Methods

Search historical city directories and business listings
Review newspaper archives for mentions and advertisements
Check building permits and property records
Consult with local historical societies
Compare with existing verified data in our database
Reach out to community experts when needed

Result: Information is confirmed, refined, or flagged for contributor clarification.

Stage 3

Photo Authentication (2-5 days)

Photos require special verification to ensure accurate dating and proper identification of what's shown.

Photo Analysis

Examine architectural details and building features
Analyze vehicles, clothing, and signage for era clues
Compare with dated photos of the same location
Check photo metadata when available
Verify copyright and usage rights
Cross-reference with documented historical events

Result: Photo is dated accurately and cleared for publication.

Stage 4

Quality Review (1-2 days)

Before publication, content undergoes final quality checks to ensure it meets our presentation standards.

Final Checks

Information is clearly written and well-organized
Dates are properly formatted and labeled (exact vs. approximate)
Sources are properly cited
Photos display correctly and have appropriate descriptions
No spelling or factual errors
Content adds meaningful value to the location record

Result: Content is approved for publication.

Stage 5

Publication and Monitoring

Verified content goes live on the platform, but our work doesn't stop there.

Ongoing Monitoring

Community can report errors or provide additional information
We periodically re-verify older entries with new sources
Contributors receive credit for approved submissions
Updates and corrections are tracked in revision history
Confidence levels are adjusted as new evidence emerges

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Sources We Use

Our verification team relies on authoritative primary and secondary sources to confirm historical information.

Primary Sources

City Directories: Historical business and resident listings (Polk directories, etc.)
Newspaper Archives: Advertisements, news articles, and obituaries
Building Permits: Construction and renovation records from municipal archives
Property Records: Deeds, tax records, and ownership histories
Photographs: Dated images from archives and personal collections
Government Documents: Census data, zoning records, and official reports

Secondary Sources

Historical Society Records: Curated local history collections
Published Histories: Local history books and academic works
Library Archives: Special collections and local history rooms
Digital Databases: Ancestry.com, FamilySearch, and newspaper databases
Community Knowledge: Verified information from longtime residents and experts

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Confidence Levels

Not all historical information has the same level of certainty. We use confidence indicators to show how certain we are about specific data points.

Our Confidence System

Verified: Confirmed by multiple primary sources. Exact dates and details known.
Highly Confident: Supported by primary sources but with minor uncertainties.
Confident: Corroborated by reliable secondary sources or single primary source.
Probable: Supported by community knowledge and circumstantial evidence.
Approximate: Best estimate based on available evidence with noted uncertainties.

We always show our confidence level and explain any uncertainties. It's better to be honest about what we don't know than to present guesses as facts.

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When Submissions Are Rejected

Sometimes submissions cannot be verified or don't meet our standards. We never reject contributions lightly and always explain why.

Common Rejection Reasons

Cannot Verify: Unable to find supporting evidence in available sources.
Contradicts Sources: Information conflicts with documented historical records.
Insufficient Detail: Submission too vague to verify or add meaningful value.
Duplicate Content: Information already exists in our database.
Out of Scope: Content not relevant to the location or our mission.
Quality Issues: Photos too poor to be useful or content doesn't meet standards.

If your submission is rejected, we'll explain why and often suggest how you can revise and resubmit. Many rejected submissions eventually get approved after additional research or refinement.

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Corrections and Updates

Historical research is never truly complete. New evidence can change our understanding of the past, and we welcome corrections.

How to Report Errors

Click "Suggest Edit" on any location or business page
Explain what's incorrect and provide correct information
Cite your sources or evidence for the correction
We'll research the claim and update if verified
You'll receive credit for helpful corrections

All changes are tracked in revision history so users can see how information has evolved as new evidence emerged.

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Working With Contributors

Verification is collaborative. We work with contributors throughout the process to understand their knowledge and refine submissions.

Our Approach

We contact contributors with questions or requests for clarification
We share what we found in research and ask contributors to verify
We credit contributors even when we refine their submissions
We explain our decisions and reasoning transparently
We value local knowledge and lived experience

For Contributors: The more details and context you provide in submissions, the easier verification becomes. Include any sources you used, explain your confidence level, and note anything you're uncertain about.

Our Commitment to Accuracy

The verification process takes time and resources, but it's essential to our mission. When It Was aims to be a trusted historical resource that researchers, educators, and community members can rely on. Every hour spent verifying a date or confirming a business name strengthens the integrity of the entire database.

We would rather take an extra week to verify information properly than rush to publish questionable content. Accuracy isn't just about getting facts right—it's about respecting the past and serving the community with reliable historical knowledge.