UK—WWI Service Records, 1914–1920 [Part 1]


Record Fields and Indexing Instructions

Image Type

Image Type

Click in the Image Type field, and then click the option from the list that best describes the image.

If the image is normal and has information to be indexed, select Normal. Then, press Tab or Enter.

If the image is blank, is an exact duplicate of a previous image in the same batch, or is unreadable, select the corresponding option from the list. If the image does not contain one of the record types being indexed in this project, select No Extractable Data Image. Press Tab or Enter, and, on the warning message, click Yes. Then, continue to the next image, or submit the batch.

Click here to see an example: Normal

Regimental Number

Click here for examples of how to index this field.}

Regimental Number

Type the regimental number that was written or recorded on the top of the image. Each form has a different look and location for the information. The regimental number can be found in different places on each different form. 

Type the regimental number just as it appears on the record. Do not index punctuation, except hyphens and apostrophes when they were written on the document as part of the name.

If the soldier has been transferred or has served in previous regiments or corps, index the first regimental number that was assigned to the soldier. If the first regimental number was crossed out, index the crossed out regimental number.

Sometimes on the top of the form other regimental numbers were recorded, do not index any of these as the soldier's regimental number. Only index the regimental number that was recorded on the specific field on the record.

Index only the regimental number, do not index the chelsea number.

If the regiment number was not recorded or was written as a variation of the word "unknown,"press Ctrl+B to mark this field as blank.

Click here to see an exampleTR 8 13879 (Type a space instead of a forward slash)

Regiment or Corps Name

Click here for examples of how to index this field.}

Regiment or Corps Name

Type the regiment or corps name that was written or recorded on the image. Each form has a different look and location for the information. The regiment or corps name can be found in different places on each different form. The regiment or corps name was usually recorded in a specific field on the form.

Type the regiment or corps name just as it appears on the record.  If a regiment or corps name was misspelled,  do not try to spell it correctly. If a regiment or corps was abbreviated, do not expand the abbreviation. Do not index punctuation, except hyphens and apostrophes when they were written on the document as part of the name.

If the soldier has been transferred or has served in previous regiments or corps, index the name of the first regiment or corps that the he served in. If the first regiment or corps name was crossed out, index the crossed out regiment or corps name.

Sometimes on the top of the form other regiment or corps names were recorded, do not index any of these as the soldier's regiment or corps name. Only index the regiment or corps name that was recorded on the specific field on the record.

If the regiment or corps name was not recorded or was written as a variation of the word "unknown," press Ctrl+B to mark this field as blank.

Click here to see an example: Sherwood Fors

Soldier's Given Names

Soldier's Given Names

The soldier's given names may be written either before or after the surname. Be sure to type the parts of the name in the correct fields on the indexing screen. If you cannot determine if a name is a given name or a surname, index it in the Soldier's Given Names field.

Do not include titles or terms or military ranks, such as Mrs, Mr, or Private, with the name. If a name was abbreviated, type it as it was written on the document. Do not type a period after the abbreviation. Do not include punctuation, except hyphens and apostrophes when they were written on the document as part of the name.

If a soldier's given names were not recorded or were written as a variation of the word "unknown," press Ctrl+B to mark this field as blank.

Click here to see an example: Joseph

Soldier's Surname

Soldier's Surname

The soldier's surname may be written either before or after the given names. Be sure to type the parts of the name in the correct fields on the indexing screen. If you cannot determine if a name is a given name or a surname, index it in the Soldier's Given Names field.

Do not include titles or terms, such as Mr or Jr, with the name. Do not include punctuation, except hyphens and apostrophes when they were written on the document as part of the name. Do not expand abbreviations. Type what you see in the document.

If the soldier's surname was not recorded or was written as a variation of the word "unknown," press Ctrl+B to mark this field as blank.

Click here to see an example: Adams

Birth Town or Parish

Click here for examples of how to index this field.

Birth Town or Parish

Type the name of the town or parish where the birth took place. If a parish and a town were both recorded on the form separately, type the town in this field.

If only a parish was recorded on the form, type the parish in this field.

If the birth town or parish was misspelled, spell it correctly. If it was abbreviated, and you can determine what the abbreviation stands for, type the complete name instead of the abbreviation. Use the lookup list for assistance by pressing Ctrl+F. If you are not sure what the abbreviation stands for, index what was written, excluding punctuation.

Make sure not to confuse the birth-place and the residence of the soldier.

If no birth town or parish was recorded or if it was written as a variation of the word "unknown," press Tab to skip this field.

Click here to see an example: Walsall

Birth County

Click here for examples of how to index this field.

Birth County

Type the name of the birth county. Usually the birth county is only on the attestation form.

If the place-name was misspelled, spell it correctly. If it was abbreviated and you can determine what the abbreviation stands for, type the complete name instead of the abbreviation. Use the lookup list for assistance by pressing Ctrl+F. If you are not sure what the abbreviation stands for, index what was written, excluding punctuation.

Make sure not to confuse the birth-place and the residence of the soldier.

If no county was recorded or if it was written as a variation of the word "unknown," press Tab to skip this field.

Click here to see an example: Warwickshire

Age

Age

Index only full years. If fractions of years were recorded, round down to the nearest full year. If less than one year was recorded, index the age as 0 (zero).

If the age was not recorded or was written as a variation of the word "unknown," press Tab to skip this field.

Click here to see an example: 38

Residence Town or Parish

Click here for examples of how to index this field.}

Residence Town or Parish

Type the name of the town or parish of the soldier's residence. If the place of residence was a fort, rather than a town or parish, then type the name of the fort in this field.

Often the residence is recorded of where the soldier is currently residing or of where his or her permanent address is.

If only a soldier's next of kin's residence was recorded, do not index his or her next of kin's residence as the soldier's residence.

Usually the town or parish was recorded together with the county and country, separated by commas (residence city, residence county, and residence country). Using the lookup list (Ctrl+F), determine which part of the locality string is the residence city.

Do not index address numbers and street names with the soldier's residence.

If the residence town or city was misspelled, spell it correctly. If it was abbreviated and you can determine what the abbreviation stands for, type the complete name instead of the abbreviation. Use the lookup list for assistance. If you are not certain what the abbreviation stands for, index what was written, excluding punctuation.

Make sure not to confuse the birth-place and the residence of the soldier.

If no birth town or parish was recorded or if it was written as a variation of the word "unknown," press Tab to skip this field.

Click here to see an example: Carshalton

Residence County

Click here for examples of how to index this field.}

Residence County

Type the name of the county of the soldier's residence. 

Often the residence is recorded of where the soldier is currently residing or of where his or her permanent address is.

If only a soldier's next of kin's residence was recorded, do not index the next of kin's residence as the soldier's residence.

Usually the county was recorded together with the town or city and country, separated by commas (residence city, residence county, and residence country). Using the lookup list (Ctrl+F), determine which part of the locality string is the residence county.

Do not index address numbers and street names with the soldier's residence.

If the residence county was misspelled, spell it correctly. If it was abbreviated and you can determine what the abbreviation stands for, type the complete name instead of the abbreviation. Use the lookup list for assistance. If you are not certain what the abbreviation stands for, index what was written, excluding punctuation.

Make sure not to confuse the birth-place and the residence of the soldier.

If the residence county was not recorded or was written as a variation of the word "unknown," press Tab to skip this field.

Click here to see an example: Surrey

Year of Record

Year of Record

Type a four-digit number for the year of record on the form. If no year or only a two-digit number, was recorded, you may be able to determine the year from other data on the image. If you still cannot determine the full four-digit year, type what was written on the record.

If multiple years were recorded on the form, index the earliest recorded year. Usually this year is the enlistment year.

If the year of record was not recorded or was written as a variation of the word "unknown," press Ctrl+B to mark this field as blank.

Click here to see an example: 1914