Canada, Ontario, Toronto - Toronto Trust Cemeteries 1826-1935


Record Fields and Indexing Instructions

Image Type

Image Type

Describe the image above. To do this, click in the Image Type field, and then click the down arrow at the right side of the field. Select an option from the list.

If the image is normal and has information to be indexed, select Normal. Then press Tab or Enter.

If there is no information to be indexed because the image is blank, a duplicate, has no extractable data, or is unreadable, select one of these options. Press Tab or Enter, and, on the warning message, click Yes. Then submit the batch.

Click here to see an example: Normal

Page Number

Page Number 

Type the page number that was written in the upper left or right corner of the page.

If a page number was not recorded, press Tab or Enter to skip this field.

Click here to see an example: 126

Entry Number

Entry Number

Type the entry number that was written or stamped at the beginning of each line of the record.

If the entry number was not recorded or contains a variation of the word "unknown," press Ctrl+B to mark this field as blank.  

Click here to see an example: 19175

Deceased's Given Names

Deceased's Given Names

Type the given names that were written in the "Name" column.

The given names may be written either before or after the surname. Watch the names carefully, and be sure to type the names into the correct fields on the indexing screen.

If twins or multiple persons were recorded on a single line, index each of them as a separate record.

In the case of an un-named infant or child, or the occasional "wife of", use the "Relationship: Given Name" and "Relationship: Surname" fields to record the relative's name.  For example, in "infant son of Nathaniel Fox", record "Nathaniel" in "Relationship: Given Name" and "Fox" in "Relationship: Surname".

If you have hidden the unused fields, you will need to show them again. Go to View menu, select "Organize Fields". After you have entered the information, you can hide the fields again.

Do not include titles or terms with the given names, such as: Sr, Jr, Baby, Infant, Mrs, etc. Do not index punctuation, except hyphens and apostrophes when they were written on the document as part of the name.

If a given name was abbreviated, type the name as it was written on the document. Do not type a period after the abbreviation.

There will be names from other cultures included. If you cannot determine if a name is a given name or a surname, index the name in this field.

If the given names were not recorded or contain a variation of the word "unknown," press Ctrl+B to mark this field as blank.

Click here to see an example: Mary Ann

Deceased's Surname

Deceased's Surname

Type the surname that was written in the "Name" column. Do not use the surname that was written in the Relationship column.

The surname may be written either before or after the given names. Watch the names carefully, and be sure to type the names into the correct fields on the indexing screen.

If twins or multiple persons were recorded on a single line, index each of them as a separate record.

In the case of an un-named infant or child, or the occasional "wife of", use the "Relationship: Given Name" and "Relationship: Surname" fields to record the relative's name.  For example, in "infant son of Nathaniel Fox", record "Nathaniel" in "Relationship: Given Name" and "Fox" in "Relationship: Surname".

If you have hidden the unused fields, you will need to show them again. Go to View menu, select "Organize Fields". After you have entered the information, you can hide the fields again.

Do not include titles or terms with the surname, such as: Sr, Jr, Baby, Infant, Mrs, etc. Do not index punctuation, except hyphens and apostrophes when they were written on the document as part of the name.

There will be names from other cultures included. If you cannot determine if a name is a given name or a surname, index the name in the Deceased's Given Names field.

If the surname was not recorded or contains a variation of the word "unknown," press Ctrl+B to mark this field as blank.

Click here to see an example: Thomson

Age: Years

Age: Years

The years are located in Age column. Do not type a y after the number.

For stillborns or for a child that only lived a few hours, type 1 in the Age: Days field

Do not index descriptive words, such as: "abt" or "full age."

If the age was not recorded, does not contain years, or contains a 0 or a variation of the word "unknown," press Tab or Enter to skip this field.

Click here to see an example: 69

Age: Months

Age: Months

The months are located in Age column.

If the age indicates months, type the number in this field. Do not type an m after the number.

Do not index descriptive words, such as: "abt" or "full age."

If the age was not recorded, does not contain months, or contains a 0 or a variation of the word "unknown," press Tab or Enter to skip this field.

Click here to see an example: 10

Age: Weeks

Age: Weeks

The weeks are located in the Age column.

If the age indicates weeks, type the number in this field. Do not type a w after the number.

Do not index descriptive words, such as: "abt" or "full age."

If the age was not recorded, does not contain weeks, or contains a 0 or a variation of the word "unknown," press Tab or Enter to skip this field.

Click here to see an example: 2

Age: Days

Age: Days

The days are located in Age column.

If the age indicates days, type the number in this field. Do not type an d after the number.

For stillborns or for a child that only lived a few hours, type 1 in this field. If the age was recorded as "0," type 1 in this field.

Do not index descriptive words, such as: "abt" or "full age."

If the age was not recorded, does not contain day, or contains a 0 or a variation of the word "unknown," press Tab or Enter to skip this field.

Click here to see an example: 14

Relationship: Given Names

Relationship: Given Names

This column will only be found on the York General Burying Ground registers.

Type the given names that were written in Relationship column.

If there are two people written on this line, such as a mother and father, index the first person's name only.

Do not include titles or terms with the given names, such as: Sr, Jr, Mr, Mrs, etc. Do not index punctuation, except hyphens and apostrophes when they were written on the document as part of the name.

If a given name was abbreviated, type the name as it was written on the document. Do not type a period after the abbreviation.

There will be names from other cultures included. If you cannot determine if a name is a given name or a surname, index the name in this field.

If the given names were not recorded or contain a variation of the word "unknown," press Tab or Enter to skip this field.

Click here to see an example: John

Relationship: Surname

Relationship: Surname

This column will only be found on the York General Burying Ground registers.

Type the surname that was written in Relationship column.

Do not include titles or terms with the given names, such as: such as: Sr, Jr, Mr, Mrs, etc. Do not index punctuation, except hyphens and apostrophes when they were written on the document as part of the name.

There will be names from other cultures included. If you cannot determine if a name is a given name or a surname, index the name in the Relationship: Given Names field.

If the surname was not recorded or contain a variation of the word "unknown," press Tab or Enter to skip this field.

Click here to see an example: Ross

Place of Birth

Place of Birth

Type the place of birth that was written on the record in the Born column. Separate multiple levels of localities with a space.

If the place of birth has been misspelled, spell it correctly. If it has been abbreviated, and you can determine what the abbreviation stands for, type the complete name instead of the abbreviation. Use the lookup list for assistance. If there is any question as to what the abbreviation stands for, index what was written excluding punctuation.

If the place of birth was not recorded, has ditto marks but cannot be determined, or contains a variation of the word "unknown," press Ctrl+B to mark this field as blank.

Click here to see an example: Canada

Place of Death

Place of Death

Type the place of death that was written on the record in the Died column.

If the place of death has been misspelled, spell it correctly. If it has been abbreviated, and you can determine what the abbreviation stands for, type the complete name instead of the abbreviation. Use the lookup list for assistance. If there is any question as to what the abbreviation stands for, index what was written excluding punctuation.

If the place of death was not recorded, has ditto marks but cannot be determined, or contains a variation of the word "unknown," press Ctrl+B to mark this field as blank.

Click here to see an example: Toronto

Death Date: Month

Death Date: Month

The month is located in When Died column.

The acceptable abbreviation for the month is the first three letters: Jan, Feb, Mar, etc.

Do not include descriptive words, such as: "about" or "abt."

In some records, only the Interment dates were recorded. The Where and When Died columns have ditto marks. If this is the current situation, press Ctrl+B to mark this field as blank.

If the month was not recorded, has ditto marks but cannot be determined, or contains a variation of the word "unknown," press Ctrl+B to mark this field as blank.

Click here to see an example: May

Death Date: Day

Death Date: Day

The day is located in When Died column.

Type only the one- or two-digit number that represents the day.

In some records, only the Interment dates were recorded. The Where and When Died columns have ditto marks. If this is the current situation, press Ctrl+B to mark this field as blank.

If the day was not recorded, has ditto marks but cannot be determined, or contains a variation of the word "unknown," press Ctrl+B to mark this field as blank.

Click here to see an example: 25

Death Date: Year

Death Date: Year

The year of death is usually recorded in the header or first column of the register.

Type a four-digit number for the year. If only a two-digit number was recorded, type what was written on the record.

Do not include descriptive words, such as: "about" or "abt."

If the year was not recorded, has ditto marks but cannot be determined, or contains a variation of the word "unknown," press Ctrl+B to mark this field as blank.

Click here to see an example: 1896

Interred Date: Month

Interred Date: Month

The month is located in the When Interred or Date of Interment column.

The acceptable abbreviation for the month is the first three letters: Jan, Feb, Mar, etc.

Do not include descriptive words, such as: "about" or "abt."

If ditto marks are present, type the actual information from the above field.

If the month was not recorded or contains a variation of the word "unknown," press Ctrl+B to mark the field as blank.

Click here to see an example: Mar

Interred Date: Day

Interred Date: Day

The day is located in the When Interred or Date of Interment column.

Type only the one- or two-digit number that represents the day.

If ditto marks are present, type the actual information from the above field.

If the day was not recorded or contains a variation of the word "unknown," press Ctrl+B to mark the field as blank.

Click here to see an example: 16

Interred Date: Year

Interred Date: Year

The year is located in the When Interred or Date of Interred column.

Type a four-digit number for the year. If only a two-digit number was recorded, type what was written on the record.

Do not include descriptive words, such as: "about" or "abt."

If ditto marks are present, type the actual information from the above field.

If the year was not recorded or contains a variation of the word "unknown," press Ctrl+B to mark the field as blank.

Click here to see an example: 1918

Where Interred

Where Interred

Type the information that was written on the record in the Where Interred column, including the information under the subheadings Plot, Sec, and Lot when available.

Do not type fractions. Click the first link below for an example.

If the place of interment was not recorded or contains a variation of the word "unknown," press Tab or Enter to skip this field.

Click here to see an example: L 53

Click here to see an example: Adult Single Grave 2078N

Property of: Given Names

Property of: Given Names

Type the given names of the person in the Ground Property of column.

If there are two or more owners, record all the first names separated with the word "or" in the "Property of: Given Names" field.

Do not include titles or terms with the given names, such as: Sr, Jr, Mr, Mrs, etc. Do not index punctuation, except hyphens and apostrophes when they were written on the document as part of the name.

If a given name was abbreviated, type the name as it was written on the document. Do not type a period after the abbreviation.

There will be names from other cultures included. If you cannot determine if a name is a given name or a surname, index the name in this field.

If the given names were not recorded or contain a variation of the word "unknown," press Tab or Enter to skip this field.

Click here to see an example: John

Property of: Surname

Property of: Surname

Type the surname of the person in the Ground Property of column.

If there are two or more owners, record all the surnames separated with the word "or" in the "Property of: Surname" field.

Do not include titles or terms with the surname, such as: Sr, Jr, Mr, Mrs, etc. Do not index punctuation, except hyphens and apostrophes when they were written on the document as part of the name.

There will be names from other cultures included. If you cannot determine if a name is a given name or a surname, index the name in the Property of: Given Names field.

If the surname was not recorded or contains a variation of the word "unknown," press Tab or Enter to skip this field.

Click here to see an example: Thomson

Nearest Relation: Given Names

Nearest Relation: Given Names

The Nearest Relation field will be found on some of the Prospect Cemetery registers. The column is on the second page of the register after the Officiating Minister column.

Type the given names of the person in the Name and Address of Deceased's Nearest Relation column.

If there are two people written in this field, record both names separted with the word OR.

Do not include titles or terms with the given names, such as: Sr, Jr, Mr, Mrs, etc. Do not index punctuation, except hyphens and apostrophes when they were written on the document as part of the name.

If a given name was abbreviated, type the name as it was written on the document. Do not type a period after the abbreviation.

There will be names from other cultures included. If you cannot determine if a name is a given name or a surname, index the name in this field.

If the nearest relations given names were not recorded or contain a variation of the word "unknown," press Tab or Enter to skip this field.

Click here to see an example: Isaac

Nearest Relation: Surname

Nearest Relation: Surname

The Nearest Relation field will be found on some of the Prospect Cemetery registers. The column is on the second page of the register after the Officiating Minister column.

Type the surname of the person in the Name and Address of Deceased's Nearest Relations column.

If there are two people written in this field, record both names separted with the word OR.

Do not include titles or terms with the surname, such as: Sr, Jr, Mr, Mrs, etc. Do not index punctuation, except hyphens and apostrophes when they were written on the document as part of the name.

There will be names from other cultures included. If you cannot determine if a name is a given name or a surname, index the name in the Nearest Relation: Given Names field.

If the surname was not recorded or contains a variation of the word "unknown," press Tab or Enter to skip this field.

Click here to see an example: Cotterill

Nearest Relation: Address

Nearest Relation: Address

The Nearest Relation field will be found on some of the Prospect Cemetery registers. The column is on the second page of the register after the Officiating Minister column.

Type the address in the Name and Address of Deceased's Nearest Relation column. Separate multiple levels of localities with a space.

If the nearest relations address was not recorded or contains a variation of the word "unknown," Tab or Enter to skip this field.

Click here to see an example: 36 Gormley Ave