General Indexing Instructions
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 still be read, type the crossed-out information.
- When information was not crossed out but was replaced or was added to, type the most complete version of the record.
- When the 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.
- For a required field (a field that shows "<Required>" in the entry area): If a record does not include relevant 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 relevant 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.
- Do not type periods, commas, parentheses, or semicolons after initials or abbreviations or between multiple levels of localities for any of the fields.
- You may find ditto marks or similar signs of repetition. If a record contains any of these signs, type the information from the previous record or 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 entry area when you have selected the field for data entry. To access the lookup list:
- Click the down arrow.
- 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 a Blank Image in the Image Type field. If an image contains only information that does not need to be indexed, mark the image as a No Extractable Data Image. To do these:
- Select the Header Data tab. (If your batch does not have a Header Data tab, click the Table Entry or Form Entry tab.)
- Click in the Image Type field.
- Click the option from the list that best describes the image.
- Press Tab or Enter.
- On the warning message, click Yes.
- Then continue to the next image in the batch or, if there are no more images to index, submit the batch.