General Indexing Instructions
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- To start indexing, you must first download a batch of images. Batches are small groups of images that can usually be indexed in 30 to 60 minutes.
- To download a batch, click the Download Batch button, and select the project name from the list. To see the project name on the list, you may need to select Show all projects at the top of the Download Batch window.
- To make the image bigger, click the Zoom In icon (a circle with a plus sign on it).
- To make the image smaller, click the Zoom Out icon (a circle with a minus sign on it).
- Next to the box between the two circles, click the down arrow, and choose a zoom percentage by clicking on it. If you want to work with a zoom percentage other than those listed, click in the field and type a number, and then press Enter.
Inverting the Image
- Sometimes when a document is hard to read, inverting the image may help you read it more easily.
- To invert the image (white writing on black background), click the Invert Image icon, which is a square divided into two triangles.
Mirroring the Image
- Sometimes an image may appear backward. (The writing appears as if it were written backward.) To view a mirrored image:
- On the menu bar, click View.
- Click Mirror.
Using the Ruler
- A ruler is available to help you follow information across the screen.
- If you choose to use the ruler, please be aware that the ruler is not anchored to the indexing screen and does not automatically move as you move to a new part of the screen. To see the ruler:
- On the menu bar, click View.
- Select Show Ruler.
- To move the ruler, position the mouse pointer over the ruler bar. When the pointer turns into a four-pointed arrow, click and hold either mouse button, and then drag the pointer up or down to move the ruler.
- To adjust the width of the ruler, position the mouse pointer at the top or bottom edge of the ruler bar. When the pointer turns into a two-pointed arrow, click and hold either mouse button, and then drag the pointer up or down to adjust the width of the ruler.
- To change the color of the ruler:
- On the menu bar, click Tools.
- Click Options.
- Click the Display tab.
- To the right of Highlight Color, click the down arrow.
- Select the desired color.
- Click OK.
- Close the data entry screen, and reopen the batch for the change to take effect.
- For a required field (a field that shows "<Required>" in the entry area): If a record does not include information for a field or if the information is given using a description such as "unknown" or "don't know," press Ctrl+B to mark the field as blank. Do not type the word "blank" in the indexing field.
- For a field that is not required: If a record does not include information for a field or if the information is given using a description such as "unknown" or "don't know," press Tab to skip the field.
What to Do in Case of Variations in the Record
- If you see variations in a record, type both versions, separating them with the word or. Variations might include such things as "1843 or 1848" or "Frederico or Francis."
- Type all numbers and letters that are readable with a reasonable effort. If you are unable to read some of the characters:
- Use a question mark (?) to indicate that you cannot read one character, such as 18?4 or Deur?e.
- Use an asterisk (*) to indicate multiple characters you cannot read, such as 1*5 or Br*.
- If you cannot read any of the numbers or letters for a field, press Ctrl+U to mark the field as unreadable.
- Do not use a question mark or an asterisk or mark a field as unreadable if an entire field is blank on the original record. If information is not included for a required field, press Ctrl+B to mark the field as blank. If the field is not a required field and the information does not appear in the record, press Tab to simply leave that field blank, but index the other information included in the record.
- When you finish a batch, the system will automatically start the quality check process.
- In this process, the system checks for required fields that were left blank and for information that does not appear on associated authorities lists (fields that show a red wavy line or colored background). This marking doesn't mean you made a mistake; it just gives you a chance to double-check what you entered. Your task is to review these fields and ensure that the information you entered is correct.
- Check the highlighted field. When you are sure that your entered information is correct, click Accept.
- If you made an error when entering the data, enter the correct data, and click Change.
- Ctrl+U: U stands for "unreadable."
- Ctrl+B: B stands for "blank" (which means the information is not available).
- Ctrl+D: D stands for "ditto" or "duplicate." When you press Ctrl+D, you enter the same data that you entered in the same field on the previous record.
Basic Indexing Guidelines
- Type what you see.
- Use your best judgment, and have confidence in yourself.
- For more detailed basic indexing guidelines, press F1 when using the indexing program.