General Indexing Instructions
Diacritics and Other Characters
- If the name of a person or a locality is written with a diacritic or other character, such as the accented "é" in José, please insert the character by clicking the International characters icon (a square with an ”ñ” in it) and selecting the letter you want to insert or by doing the following:
- In the menu bar, click Edit.
- Click International Letters.
- Select the letter you want to insert by clicking on it.
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, not replaced, and can be read, type the crossed-out information.
- When information was crossed out, 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.
- If a field that is marked as "<Required>" contains a descriptive word such as "desconocido" (unknown), press Ctrl+B to mark this field as blank.
- If a field that is not required contains a descriptive word such as "desconocido" (unknown), press Tab to skip this field.
- Do not type periods, commas, parentheses, or semicolons after initials, abbreviations, or between multiple levels of localities for any of the fields.
- Ditto marks, or similar signs of repetition, may be found in several fields. If a field contains any of these signs, type the information from the previous field.
- 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 once you have selected the field for data entry.
- Click the down arrow.
- Select Lookup...
- The lookup lists do not include every possibility. 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 mean that you have made a mistake. It appears because the word you typed is not in the lookup list. Make sure the information is correct, and continue with the next field.