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.
How to Index Surnames for Women
- If both a maiden name and a married name (such as surnames from previous marriages) were recorded for a woman, index all surnames in the Surname field, with the maiden name first.
- If no surname was recorded for a woman, do not assume a surname from her spouse. Leave the Surname field blank.
- An exception to this rule is that if the names of a husband and wife were recorded with the word "and" or the symbol "&" between the two given names (for example, "John and Mary Smith"), the surname may be indexed for both the husband and the wife.
- For the Marriage County field, index the county in which the marriage took place. Do not index the counties where the bride and groom were born or resided. The county was usually indicated at the top of the registration form but may not appear on the marriage certificate.
- For the Marriage City or Parish field, index the city, town, or parish where the marriage took place. Do not index the residence or birthplace of the bride or groom or the county name. The marriage city or parish was usually recorded on the marriage certificate but may not appear on the marriage registration form.
- If the place of marriage was recorded as someone's home, such as the "residence of Marshall Reid," and does not include information about the city, town, or parish, then leave this field blank.
Diacritics and Accent Marks
- If a diacritic or accent mark was used in writing a name on the record (such as the marks used in writing ç in François or ë in Noël), be sure to include the accent mark in indexing the name.
- Be aware that names in the lookup list may not follow normal alphabetic rules.
- If the name of a person or locality is written with a character not on your keyboard, please insert the character by clicking the Enter special international characters icon (which is a square with an ñ in it) and selecting the character you want to insert, or:
- On the menu bar, click Edit.
- Click International Letters.
- Click on the letter you want to insert.
Blank and No Extractable Data Images
- Do not index blank forms or the back of forms.
- If an image is blank or all forms on the image are blank, mark the entire image as Blank.
- If an image does not contain a marriage record, 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.
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.
Records per Image
- The data entry area is set at one record per image. You may occasionally 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 move around to all areas of the image.