Project-Specific Indexing Instructions
What to Remember as You Index This Project
- Names and dates were often written in multiple places on the record, often at the beginning of the record, or in the margin next to the record as well as in the record itself. Sometimes an annotation was later added in the margin or written next to the record, modifying or correcting information, such as a name or a date.
- Review the entire record carefully, taking into consideration all the versions of names and dates that were included in the record.
Number of Records per Image
- The data entry area is set at one record per image. If your batch includes images with more than one record, you will need to add enough entry lines to match the actual number of records on each image. To add entry lines:
- 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.
- If you press Tab or Enter after you complete the last record on an image, a message will appear, asking if you want to add one or more records to the image. If you have already indexed all the records on the image, do the following:
- Ensure that 0 (zero) is in the Number of records box.
- Click OK.
What to Do When Records Span Two Images
- If the first record on an image begins on a previous image, don't index it. The record will be indexed as part of the previous image. Start indexing at the first complete record. Click here to see an example.
- If the last record on an image continues to the next image, index the entire record, including what continues onto the next image. Click here to see an example. To access the information on the next image:
- On the menu at the top of the screen, click View.
- Click Show Previous or Next Image.
- In the window that appears, click the Next Image button.
- Index the record while viewing both images at the same time. (In this case, ignore the "Do not index from this image" warning.)
How to Index Names
- Type the given names and surnames that appear in the document.
- Do not index titles or terms, such as Sr, Sra, Dña, Dn, or Vda. The term "Vda" means "widow" and does not belong in a name field.
- Maiden names are considered surnames and should be typed in the Surname field before the married name when both are included on the record.
- If a diacritic or accent mark was used in writing a name on the record (such as the marks used in writing é, ó, or ñ), be sure to include the mark when you index the name.
- Be aware that the names in the lookup list may not follow normal alphabetic rules in Spanish or English. Thus, the name "Luís" will not be found on the lookup list after "Luis" but after "Luzmira."
- Items that precede names:
- In Spanish, when a person's name follows a verb, it is preceded by the word "a." For example, in the phrase "bauticé a Juan," the word "a" does not translate into English, and it is not part of the name.
- The Spanish words "de," "del," "de la," "de las," and "de los" are called particles. They are part of many Spanish given names and surnames and should be included with the names when they are indexed. The particle should be kept with the part of the name that follows it. For example, "del Carmen" could possibly occur as a surname or as part of a given name, but the "del" and the "Carmen" should be kept together in either case.
More Help with Spanish Names
Language for Field Names
- The indexing field names and the field helps in the bottom right corner of the indexing screen are available in Spanish and English. To change the language:
- In the menu at the top of the indexing screen, click Tools.
- Click Options....
- Click on the Language tab.
- Click in the Language for Field Names box and Language for Field Help and Project Information box, and select the preferred option.
- Close the data entry screen, and reopen the batch for the change to take effect.