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.
- This project includes two record types: Death or Burial and Other.
- If the image contains death or burial information, select Death or Burial as the record type.
- If the image contains marriage, birth, or other vital record information but does NOT have death or burial information, select Other as the record type.
- If the image contains marriage, birth, or other information AND also contains a death or burial date, select Death or Burial as the record type.
- If it is not clear whether the information on a record refers to a death or a burial or some other kind of vital record information, select Death or Burial as the record type.
- Click here to see an example of how to index an Other type record.
What to Remember as You Index Death Records
- Periodically, part of a death register will be shown on one image and part on another image.
- If the image is of the right side of the register, index the Image Type as a No Extractable Data Image. Any extractable information will be indexed with the previous image. Click here to see an example of a page with extractable data. The page on the right side of the register may not always contain extractable data. Click here to see a page with no extractable data.
- If the image is of the left side of the register, index each record, using data from both images. Click here to see an example of the left side of a register. To view the next image while continuing to see and index information for the current image:
- On the menu bar at the top of the screen, click View.
- Click Show Previous or Next Image.
- In the window that appears, click Next Image.
- Index any pertinent information from the next image, ignoring the warning “Do not index from this window.”
Order of Indexing
- If an image contains more than one index card, index the cards from left to right and then from top to bottom.
- Click here to see an example.
Records per Image
- If an image contains more than one primary person's death you will need to create an additional record to index the additional primary person(s). Do NOT create additional records for the spouse or children of the deceased even if death dates are given. If the record type is "other" and records a separate event for another person, create an additional record. Click here to see an example of when you'd need to add a record.
- The data entry area is set at one record per image. You may need to add records in the data entry area to match the number of records on the image. To add records:
- On 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.
Corrected or Crossed-Out Information
- When information is crossed out and then replaced, type the new data in the appropriate fields.
- When the information is crossed out, is not replaced, and can be read, type the crossed-out information.
- If information is not crossed out but is replaced or has been added to, type the most complete version of the record.
- When the information is crossed out, is not replaced, and cannot be read, mark the field as unreadable by pressing Ctrl+U.
- When no entry on a record can be read, mark the entire record as unreadable by pressing Ctrl+Shift+U.
How to Index Dates
- 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 or birth was published or recorded.
- If more than one death or burial date appears on an image, index the earlier of the two dates.
- 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 the record gives two possible years, index only the latest year.
- If you are indexing a record that is not a death or burial record, index the event date according to this order of priority:
- The birth date of the primary person.
- The marriage date.
- The date of any other event.
- The date the event was recorded.
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.
- If an image contains only information that does not need to be indexed, mark it as a No Extractable Data Image.
- Click on 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.