Costa Rica—Registro Civil, Índices de nacimientos y defunciones, 1860–1975 [Parte B]


General Indexing Instructions



Indexing Places

  • If a place-name was misspelled, spell it correctly. If it was 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 you are not sure what the abbreviation stands for, index what was written, excluding punctuation.

Diacritics and Other Characters

  • If the name of a person or locality is written with a character not on your keyboard, such as the "ò" in the name Nicolò, please insert the character by clicking on the Enter special international characters icon (a square with an "ñ" in it) and selecting the character you want to insert, or:
    1. In the menu bar, click Edit.
    2. Click International Letters.
    3. Click the letter you want to insert.

Corrected or Crossed-Out Information

  • When information was crossed out and then replaced, type the new data in the appropriate fields.
  • When information was crossed out, was not replaced, and can be read, type the crossed-out information.
  • When information was not crossed out but was replaced or added to, type the most complete version of the record.
  • When 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.

Unknown

  • For a required field, a field that says “<Required>” in it, if a record does not include information for the 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 the field or if the information is given using a description such as "unknown" or "don't know," press Tab to skip the field.

Unnecessary Punctuation

  • Do not type periods, commas, parentheses, or semicolons after initials or abbreviations or between multiple levels of localities for any of the fields.

Ditto Marks

  • If a record contains ditto marks or similar signs of repetition, type the information from the previous record or field.

Lookup Lists

  • A lookup list is a list of names, places, or terms that you can use to help decipher the information for a specific field. All fields with a lookup list will have a down arrow at the right side of the field when you have selected the field for data entry. To access the list:
    1. Click the down arrow.
    2. Select Lookup.
  • The lookup lists do not include every possible entry. If the clerk wrote something that is not in the list, type what was written on the record.

Red Wavy Line

  • The red wavy line or colored background in a field does not necessarily mean that you made a mistake. It appears because the word you typed is not in the lookup list. This is OK. Double-check what you entered. When you are sure the information is correct, continue with the next entry field.

Blank and No Extractable Data Images

  • If an image or form is blank, mark the image as Blank Image in the Image Type field. If an image contains only information that does not need to be indexed, mark the image as No Extractable Data Image.
    1. Select the Header Data tab. (If your batch does not have a Header Data tab, click the Table Entry or Form Entry tab.)
    2. Click in the Image Type field.
    3. Click the option from the list that best describes the image.
    4. Press Tab or Enter.
    5. On the warning message, click Yes.
    6. Then continue to the next image in the batch, or, if there are no more images to index, submit the batch.

Duplicate Images

  • If an image is an exact duplicate of a previous image in the same batch, index the first image, and mark the second image as Duplicate Image in the Image Type field. To mark an image as a duplicate:
    1. Click the Header Data tab.
    2. Click in the Image Type field.
    3. Click Duplicate Image.
    4. Press Tab or Enter.
    5. On the warning message, click Yes.
  • If the duplicate image is easier to read than the first image, combine the information from the duplicate image with what you indexed for the first image.

Hiding or Rearranging the Order of Indexing fields

  • Some records may frequently not include information for certain indexing fields, or the fields may occur in a different order in the records than the default order in the data entry area.
  • You may choose to hide certain fields that are not frequently used or to rearrange the order of indexing fields.
  • To rearrange the order of indexing fields for a batch:
    1. Click View in the menu bar.
    2. Click Organize Fields.
    3. In the Selected Fields window, click the field name you want to move.
    4. Click the up arrow or down arrow to move the field up or down in the list.
    5. Click OK.
  • To hide fields using the Organize Fields window:
    1. In the Selected Fields window, click the field name you want to hide.
    2. Click the right arrow.
    3. Click OK.
  • To unhide fields using the Organize Fields window:
    1. Click the field name in the Hidden Fields window.
    2. Click the left arrow.
    3. Click OK.