US, District of Columbia—Freedmen's Bureau Letters, 1865–1870


Record Fields and Indexing Instructions

Image Type

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 a previous image in the same batch, or is unreadable, select the corresponding option from the list. If the image does not contain any information to be indexed, select No Extractable Data Image. Press Tab or Enter, and, on the warning message, click Yes.

Then continue to the next image.

Click here to see examples: Normal

Surname

Surname

Index the name of every individual on the image, including military officers.

If the same name was written more than once on a single image, index the name just one time for that image, and index the most complete version of the name that was recorded on the image.

The 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 Given Names field.

If the surname was not recorded, do not assume it from the surname of another person listed on the record.

Do not include titles or terms, such as Mrs, 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; if a name was abbreviated, type as it was written in the document.

If the 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:

  1. White
  2. Hall
  3. Donaldson
  4. Brown
  5. Fleming
  6. Alvorde
  7. Clark
  8. Heacock
  9. Brooks
  10. Brooks
Given Names

Given Names

Index the name of every individual on the image, including military officers.

If the same name was written more than once on a single image, index the name just one time for that image, and index the most complete version of the name that was recorded on the image.

The 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 this field.

Do not include titles or terms, such as Mrs, Mr, or Jr, 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 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:

  1. Peyton
  2. <Blank>
  3. <Blank>
  4. J M
  5. Robert J
  6. J W
  7. S N
  8. <Blank>
  9. Kitty
  10. Annie
Event Month

Event Month

Type the first three letters of the month: Jan, Feb, Mar, etc.

If the month 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: Sep

Event Day

Event Day

Type the one- or two-digit number for the day. Do not type a zero before the number.

If the day 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: 24

Event Year

Event Year

Type a four-digit number for the year. 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 or from the previous or next image. If you still cannot determine the full four-digit year, type what was written on the record.

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

Click here to see an example: 1866