Read the Instructions
- Please read these project instructions carefully before indexing any batches.
- Review this page and the field helps frequently for updates to these instructions.
- Click here for a summary of project updates.
Indexing Records and Names
- You will see many types of documents in this project. If a document contains the name of a person, then index the document, even if the event recorded was for a baptism or christening.
- Index all the names on an image, even names without an event date.
- If a person was listed with more than one spouse, create a second record for the principal and index again all the available information with the second spouse's name in the spouse's name fields.
- Use available abbreviations to determine the relationship of a person to the principal (but do not index the abbreviations). Some examples are:
- s/o = "son of"
- d/o or dau/o = "daughter of"
- w/o = "wife of"
- h/o = husband of
- Any image containing data that does not include the name of at least one person should be marked as a No Extractable Data Image.
Order of Indexing
- If an image shows index cards displayed in columns and rows, index all the records in the first column of cards, and then index all the records in the second column of cards, and so on across the image.
Records per Image
- The data entry area is set at one record per image. If an image contains multiple names, you will need to add records in the data entry area to match the number of records on the image. To add records:
- In the menu bar, click Tools.
- Click Records per Image.
- Click in the Number of records box, and type the number of records on the image.
- Click OK.
- To help identify the number of records on an image:
- Click the Image Navigation tab in the bottom right corner of the screen.
- Click and drag the dark gray box with your mouse to view different areas of the image.
Alias Names or Variation in the Record, and Using "Or" to Separate Names
- An alias is an assumed or additional name.
- AKA means “also known as” and indicates another name by which the person was known.
- Sometimes, the clerk might have used quotation marks or parentheses to indicate an alias or other name.
- To index a name that has one or more aliases or uses "AKA," type the word Or between each name.
- For example, if an individual’s name is listed as "Joseph Broski AKA Joseph Browzowski AKA Jozef Brzozowski," you would type:
- Given Names: Joseph Or Jozef
- Surname: Broski Or Browzowski Or Brzozowski
- Or, if the clerk wrote a name as "John 'Buck' Harrison," you would type:
- Given Names: John Or Buck
- Surname: Harrison
- The word "Or" can also be used when two different names or spellings of names are given on a document and you cannot determine which name is correct.
- For example, if the given name was written as "Mary" in one place on the document and as "Marion" in another place, you would type:
- Given Names: Mary Or Marion
How to Index Dates
- In this project, the dates follow the dd/mm/yyyy format. Be aware that the day comes before the month.
- If a record includes a burial date and no death date, index the burial date in the death date fields.
- If neither the death date nor the burial date was recorded, index the date when the death was published or recorded.
- If the year was written as an estimate, index the year only. Do not index words such as "around" or "about."
- If a record contains a span of years, index only the latest year.
- If a record gives two possible years, index only the latest year.
- If a year was not labeled as a birth, marriage, or death year, index the year in the Death Year field.
Corrected or Crossed-Out Information
- When the information was crossed out and then replaced, type the new data in the appropriate fields.
- When the information was crossed out, was not replaced, and can be read, type the crossed-out information.
- When the information was not crossed out but was replaced or was added to, type the most complete version of the record.
- When the information was crossed out, was not replaced, and cannot be read, mark the field as unreadable by pressing Ctrl+U.
- When every entry on a record cannot be read, mark the entire record as unreadable by pressing Ctrl+Shift+U.
Blank and No Extractable Data Images
- Do not index blank forms.
- If an image is blank or all forms on the image are blank, mark the entire image as Blank Image.
- If an image contains only information that does not need to be indexed, mark it as a No Extractable Data Image. To do these:
- Click the Header Data tab.
- Click in the Image Type field.
- Select Blank Image or No Extractable Data Image.
- Press Enter or Tab.
- Click Yes on the warning message.
- Finish indexing the rest of the images in the batch.