*SIMULATION* 1940 US Census (Part I)


Record Fields and Indexing Instructions

Image Type

This is a test project. The real 1940 Census will be available on April 2, 2012.

Image Type

Click in the Image Type field, and then click on 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 another image, or is unreadable, select the corresponding option from the list. If the image does not show a census population schedule, select No Extractable Data Image. Press Tab or Enter, and, on the warning message, click Yes. Then submit the batch.

Click here to see an example: Normal

Sheet Number

This is a test project. The real 1940 Census will be available on April 2, 2012.

Sheet Number

Type the sheet number that was recorded in the upper right corner of the census form. A letter (either A or B) usually follows the sheet number. Index only the number in this field; do not index the letter.

If the sheet number was not recorded, press Ctrl+B to mark this field as blank.

Click here to see an example: 42

Sheet Letter

This is a test project. The real 1940 Census will be available on April 2, 2012.

Sheet Letter

Type the sheet letter (A or B) that was recorded in the upper right corner of the census form.

If the sheet letter 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: A

Line Number

This is a test project. The real 1940 Census will be available on April 2, 2012.

Line Number

Type the line number that was written or stamped on each entry line.

The line number was recorded on both sides of the entry line. If the line number is not visible or legible on the left side of the form, check the line number on the other side of the entry line.

If the line number was not recorded, press Ctrl+B to mark this field as blank.

Click here to see an example: 1

Number of Household

This is a test project. The real 1940 Census will be available on April 2, 2012.

Number of Household

Type the number that was recorded in column 3 of the census form.

The number was usually written only once, next to the first name listed for each household. However, it needs to be indexed for all members of the same household.

If the household number field in column 3 was left blank and the census taker recorded a new street address in column 2, then press Ctrl+B to mark this field as blank; do not copy the household number from the previous household.  

If the census taker began recording a household at the bottom of the previous census page and continued at the top of the page you are indexing, you should be able to find the household number on the previous image by doing the following:

  • On the menu bar, click View.
  • Click Show Previous or Next Image.
  • In the window that appears, click the Previous Image button.
  • Scroll to find the last household number on the previous image.
  • Type the household number for each person in the household on the page you are indexing.
  • When you are finished viewing the previous image, click View and then Show Previous or Next Image.

If the number was not recorded and cannot be determined from the previous image, or if it was written as a variation of the word "unknown," press Ctrl+B to mark this field as blank.

Click here to see an example: 8

Surname

This is a test project. The real 1940 Census will be available on April 2, 2012.

Surname

Type the surname that was written in column 7 of the census form.

The surname may be written either before or after the given names. Be sure to type the names 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 Given Names field.

The surname may have been written just once for the entire family, next to the given names of the first family member, and the remaining family members may have some variation of ditto marks in the place of the surname. If so, the surname needs to be repeated for each family member. If the surname was repeated for each family member, look at all the versions of the surname, and type the most complete or legible version.

If the census taker began recording a household at the bottom of the previous census page and continued at the top of the page you are indexing, you may need to look at the previous page to find the surname. To view the previous page:

  • On the menu bar, click View.
  • Click Show Previous or Next Image.
  • In the window that appears, click the Previous Image button.
  • Scroll to find the last surname on the previous image.
  • Type the surname for each person in the family on the page you are indexing.
  • When you are finished viewing the previous image, click View and then Show Previous or Next Image.

The census taker wrote "Ab" after the names of persons who were temporarily absent from the household. Do not include the word "Ab" when indexing these names.

The census taker marked an "X" with a circle around it by the name of the person furnishing the information. Do not include the "X" when indexing the person's name.

Do not include titles or terms, such as Mr, Jr, or Mrs, with the name. Do not index punctuation, except hyphens and apostrophes when they were written on the document as part of the name.

If the surname was not recorded and cannot be determined from the previous image 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: Stanford

Given Names

This is a test project. The real 1940 Census will be available on April 2, 2012.

Given Names

Type the given names that were written in column 7 of the census form.

The given names may be written either before or after the surname. Be sure to type the names 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 this field.

The census taker wrote "Ab" after the names of persons who were temporarily absent from the household. Do not include the word "Ab" when indexing these names.

The census taker marked an "X" with a circle around it by the name of the person furnishing the information. Do not include the "X" when indexing the person's 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 index punctuation, except hyphens and apostrophes when they were written on the document as part of the name.

If a child had not yet been given a name, the term "infant" may have been recorded in place of the given name. Do not include the term "infant" or other titles or terms, such as Mr, Jr, or Mrs, in this field.

If 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: Peter W

Titles or Terms

This is a test project. The real 1940 Census will be available on April 2, 2012.

Titles or Terms

Type the titles or terms, such as infant, Sr, Mrs, or Mr, that were written in column 7 of the census form.

If a title or term was abbreviated, type it as it was written on the document. Do not type a period after the abbreviation.

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

Click here to see an example: Rev

Relationship

This is a test project. The real 1940 Census will be available on April 2, 2012.

Relationship

Type the relationship that was recorded in column 8 of the census form.

If the relationship was abbreviated and you can determine what the abbreviation stands for, type the complete word instead of the abbreviation. Use the lookup list for assistance. If ditto marks or other signs of repetition were used, type the relationship from the previous record. If "Wife-H" was recorded in this field, only index Wife; do not index the "-H."

Relatives of lodgers, hired hands, and servants were recorded according to their relationship to the lodger, hired hand, or servants (for example, lodger's son or servant's daughter). Be sure to include these relationships in this field.

If the relationship 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: Daughter

Sex

This is a test project. The real 1940 Census will be available on April 2, 2012.

Sex

Type M (for male) or F (for female) according to what was written in column 9 of the census form.

Index the sex only if it was specifically recorded or you can tell what it was from relationship terms, such as "son," "daughter," or "wife," or from other language clues, such as "Mr" or "Mrs." Do not assume a sex based on the given names.

If the sex 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: M

Race or Color

This is a test project. The real 1940 Census will be available on April 2, 2012.

Race or Color

Type the race or color that was written in column 10 of the census form.

If race or color was abbreviated and you can determine what the abbreviation stands for, type the complete word instead of the abbreviation. You can use the abbreviation key at the bottom of the census form as well as the lookup list for help. If you are not sure what the abbreviation stands for, index what was written, excluding punctuation.

If the race or color was not recorded or was written as a variation of the word "unknown," press Ctrl+B to skip this field.

Click here to see an example: White

Age

This is a test project. The real 1940 Census will be available on April 2, 2012.

Age

Type the age that was written in column 11 of the census form.

Index full years only. 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 Ctrl+B to mark this field as blank.

Click here to see an example: 10

Marital Status

This is a test project. The real 1940 Census will be available on April 2, 2012.

Marital Status

Type M (for married), S (for single), W (for widowed), or D (for divorced) according to what was written in column 12 of the census form.

If the marital status 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: M

Place of Birth

This is a test project. The real 1940 Census will be available on April 2, 2012.

Place of Birth

Type the place of birth according to what was written in column 15 of the census form.

If the place of birth 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 sure what the abbreviation stands for, index what was written, excluding punctuation.

If multiple levels of locality were recorded in column 15 (place of birth), index all levels in the order they were recorded, separating each level of locality with a space.

If a race or nationality was recorded in this field, index only the place of birth. For example, "Norwegian" would be indexed as Norway.

If ditto marks or other signs of repetition were used, type the place of birth from the previous record.

If the place of birth 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: California

City of Residence (1935)

This is a test project. The real 1940 Census will be available on April 2, 2012.

City or Town of Residence on April 1, 1935

Type the city or town of residence according to what was recorded in column 17 of the census form.

If the city or town of residence 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 sure what the abbreviation stands for, index what was written, excluding punctuation.

If the letter "R" or the word "Rural" was recorded on the form, type Rural in this field. If "Same house" or "Same place" was recorded, index what was written on the form.

If ditto marks or other signs of repetition were written in this field, type the information from the previous record.

If the city or town of residence 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: Provo

County of Residence (1935)

This is a test project. The real 1940 Census will be available on April 2, 2012.

County of Residence on April 1, 1935

Type the county of residence according to what was recorded in column 18 of the census form.

If the county of residence 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 sure what the abbreviation stands for, index what was written, excluding punctuation.

If "Same house" or "Same place" was recorded in this column, mark this field as blank.

If ditto marks or other signs of repetition were written in this field, type the information from the previous record.

If the county of residence 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: Utah

State or Country of Residence (1935)

This is a test project. The real 1940 Census will be available on April 2, 2012.

State (or Territory or foreign country) of Residence on April 1, 1935

Type what was recorded in column 19 of the census form. Usually a state was recorded in this column, but a territory or foreign country may have been recorded instead.

If "Same house" or "Same place" was recorded in this column, mark the field as blank. If ditto marks or other signs of repetition were written, type the information from the previous record.

If the place-name (state, territory, or foreign country) 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 sure what the abbreviation stands for, index what was written, excluding punctuation.

If the column was left blank or a variation of the word "unknown" was written in the column, press Ctrl+B to mark this field as blank.

Click here to see an example: California