Project Specific Indexing Instructions
Number of Records per Image
- You may need to add records in the data entry area to match the number of records on an 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.
- If you push 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.
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, Da, 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 the letters é, ó, 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 particles de, del, de la, de las, and de los 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.
- If you are not sure whether a name is a given name or a surname, type it in the Given Names field. Below is a short list of names with the surnames in boldface.
Rafael Heliodoro Valle
José María del Carmen Herrera
José Gonzalez Campo
Fernando Ortiz y Fernandez
Leticia María Guerrero
Francisco Fernandez del Castillo
Oscar Miró Quesada y de la Guerra
Carlos Pardo-Manuel de Villena y Jiménez
Savina M. Vda de Resinos: In this instance Savina is the given name.
Marguina R. V de Paniagua: In this instance Marguina is the given name.
How to Index Gender
- Most birth records in this project have a default gender of "hijo" printed on the form. Some forms were manually altered to read "hija" when the child was female. Example
- However, the gender designation on many records for female births was not altered to read "hija".
- If the default gender contradicts other information on the record, such as the gender implied by relationship terms or the child's name, index the gender as accurately as possible from the context of the record, ignoring the default on the form. Example
More Help with Spanish Names
Language for Field Names
- The indexing field names and the field helps in the right bottom 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 the Language tab.
- Click In the Language for Field Names and Language for Field Help and Project Information boxes, and select the preferred option.
- Close the data entry screen and reopen the batch for the change to take effect.