Read the Instructions
- Please read these project instructions carefully before indexing any batches.
- Review this page and the field helps frequently for updates to the instructions.
- Click here for a summary of project updates.
Number of Records per Image
- You may need to add entry lines in the data entry area to match the number of records on the image. To add entry lines:
- In the menu bar, click Tools.
- Click Records per Image
- Click in the Number of records box, and type the number of records on the image.
- Click OK.
- If you press Tab or Enter after you complete the last record on an image, a message will appear asking if you want to add one or more records to the image. If you have already indexed all the records on the image, do the following:
- Ensure that 0 (zero) is in the Number of records box.
- Click OK.
Two-Page Death Certificates
- Many death certificates in this project are two-page certificates, and the second page appears on the image that follows immediately after the image of the first page.
- The first page contains most of the information for the indexing fields.
- Often, the second page has a limited amount of information to be indexed, such as the death date. This information should be indexed with the data for the first image.
- To index the second page of a two-page certificate while still entering data for the first page:
- In the menu at the top of the screen, click View.
- Click Show Previous or Next Image.
- In the window that appears, click the Next Image button.
- Index the record while viewing both images at the same time. (In this case, ignore the "Do not index from this image" warning.)
- In the Image Type field for the image of the second page, mark the image as a No Extractable Data Image.
- In the place of death fields, index the actual place of death (city or town, county, state or country), not the place of residence, place of birth, or the location of an official, such as a clerk or doctor.
- If information is not specifically given for one of the place of death fields, do not assume the information from other data on the certificate.
- If no other country or state of death is listed on the certificate, but the certificate says the state name, "New Hampshire," index this as the state of death.
Indexing Dates and Ages
- Index only full years. If fractions of years were recorded, round down to the nearest full year. If less than one year was recorded or a child was stillborn, index the age as 0 (zero).
- If the age of an individual was recorded but not a death date, do not index the age in the death date fields, and do not calculate the death date based on the age and the date of birth.
- If the death date was recorded but not the age, do not calculate the age based on the birth and death dates.
- Type a four-digit number for the death 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. Note that the years for this collection are 1938 to 1959.
- If a death date was not recorded but a burial date was recorded, index the burial date in the death date fields.
How to Index an Amendment
- An amendment is a correction to a previous death certificate.
- Index as much information as possible from the amendment, just as you would index any death record.
- If the amendment and the previous death certificate are both in the same batch, do not combine the information from the amendment with the information from the original death certificate.
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 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 no entry on a record can be read, mark the entire record as unreadable by pressing Ctrl+Shift+U.
- Many of these records are handwritten. The handwriting resource on the data entry screen may help you decipher the handwriting.
- To access this resource, click the Handwriting Help icon (an inkwell with an orange feather quill).