Keep identity and availability apart
The official 2023 anniversary page identifies No. 1 Sutherland in an opening-day photograph from 1 July 1873. That makes a sound historical reference. It does not establish whether the engine will be working on your next visit. Give historical identity its own box and keep present operating status out unless you have a dated, authoritative notice. An engine can be important to the story without being available for a ride.
Use fields that answer real questions
Record the displayed name, number, railway and the source you consulted. Add the source’s date if it has one, and your own observation date if you saw the vehicle. A construction year, builder and wheel arrangement need individual evidence; do not fill a blank from a similar-looking engine. A short sheet with a few trustworthy fields is better than a full specification assembled from guesses.
Distinguish restoration from originality
A heritage vehicle has a life after manufacture. Repairs, replacement components and changing paint are part of that life. “Original locomotive” does not necessarily mean every fitted component is original. When writing for other enthusiasts, explain exactly which claim your source makes and avoid stretching it. Photographs are helpful for visible details, but a picture of a boiler or cab cannot by itself prove its manufacture date.
Build a comparison you can defend
Compare like with like. A steam locomotive and an electric motor car can share a railway notebook while requiring different technical fields. Use a common identity section, then add power-system details only where appropriate. Save a link to the operator or archive next to every historical claim. When you discover conflicting information, record the disagreement and look for the underlying document rather than silently choosing the most interesting version.