- To start indexing, you must first download a “batch” of images. Batches are small groups of images that can often be indexed in 30-60 minutes
The Image Size:
- The image opens at the default size of 50%. You may adjust the image size in different ways according your preference:
- To zoom in (make the image bigger), on the toolbar, click the magnifying glass with a plus sign on it. To zoom out (make the image smaller), click the magnifying glass with a minus sign on it.
- Between the two magnifying glasses, click the Zoom down arrow. Here you can choose a zoom percentage by clicking on it. If you want to work with a zoom percentage other than those listed, enter you own percentage preference in the percentage field and press Enter.
Using the Ruler:
- Some indexers prefer to use the ruler. In many cases it facilitates reading the written text.
- To install the Ruler, click View on the menu bar, and then click Show Ruler.
- To adjust the width of the ruler, position the mouse pointer at the top edge of the ruler bar. When the pointer turns into a two-pointed arrow, click and hold the left mouse button, and then move your mouse to make the ruler wider or narrower.
- To change the color of the Ruler, click Tools on the menu bar, and then click Options. Finally, on the display tab, click the down arrow to the right of Highlight Color. Click the desired color and click OK. To make this change effective, you must close the batch you are working on and return to the start-page. Reopen the batch again.
- When you hold the left mouse on the Ruler, you may move the Ruler up or down across the image to your desired place.
Inverting the Image:
- Sometimes when a document is hard to read, inverting the image may help make reading it easier. To view a negative appearing image (white writing on black background), on the menu bar, click the Invert Image icon.
Mirroring the Image:
- Sometimes an image may appear “backwards” (the writing appears as if it is written backwards). To view the image correctly, on the menu bar, click View, and then click Mirror.
Primary and Secondary Fields:
- Primary Fields must always be filled in. An asterisk (*) is placed next to the name of each of these fields, and the <Required> label appears in each box. The information entered in these fields is essential to find a certain person in the published index.
- Secondary fields are important fields to be filled in. These fields do not have an asterisk (*) next to their names. The information entered in these fields makes it easier to find a certain person in the published index.
- Ctrl+U: U stands for Unreadable.
- Ctrl+B: B stands for Blank (which means the information is not available).
- Ctrl+D: D stands for Ditto or Duplicate. When you click Ctrl+D, it repeats the data you entered in that field on the previous record. This may be helpful if all events in a certain batch are written in the same year.
Table View or Form View:
- According to your personal preference you may enter data in columns or in rows. When you click Table Entry, the fields names are listed across the top of the columns. When you click Form Entry, the fields are arranged one field per row.
- If the name of a person or a locality you are typing is written with an international character not available on your keyboard, click the Enter special international characters icon (which looks like a computer key with an “ ñ ” on it. Select then the letter you want to type.
Basic Indexing Guidelines:
- Type what you see!
- Use your best judgment and have confidence in yourself!
What to Do in Case There are Variations in the Record
- If you see significant variations in the record, type both versions separating them with the word "or." Variations considered significant might include such things as 1843 or 1848, Frederico or Francis.
- If the variation is minor, such as Millett or Millet, or Elizabeth or Elisabeth, just type one or the other.
How to Handle Unreadable Records
- Type all numbers and letters that are readable with a reasonable effort. If you are unable to read some of the characters:
- Use a question mark (?) to indicate you cannot read one of the numbers or letters. For example: 18?4, Deur?e.
- Use an asterisk (*) to indicate there are multiple numbers or letters you cannot read. For example: 1*5, Br*.
- If you cannot read any of the numbers or letters for a field, press Ctrl+U to mark the field as unreadable.
- Do not use a question mark, or asterisk, or mark a field as unreadable, if an entire field is blank on the original record. If the field is not a primary field, simply leave that field blank, but index the other information about the person. If the field is a primary field, press Ctrl+B to mark the field as blank.
- The system will start the Quality Check automatically when you finished a batch.
- First the system takes you through the underlined fields or those with a colored background. This marking means the information you entered was not found in the lookup list attached to that field. It does not mean you made a mistake, but you should double-check what you entered. When you are sure that your entered information is correct, click Accept. If you made an error when entering the data, enter the correct data, and click Change.
- Once all the underlined fields, or those with a colored background, have been approved or changed, the Quality Check will check for the blank fields. If a required field was left blank, the Quality Check will stop on that field. Click Accept to place the term <Blank> in the field if there is no information given on the document, or in the Value field on the Quality Check pane type the information if you accidentally missed the field, and click Change.