US, New York, Swann—Vital Records Collection, 1723–2009


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.

When an image contains the words Swann Collection and the Yates County Genealogical & Historical Society or the logo appears in the upper right hand corner, select Duplicate Image.

If the image is blank, is an exact duplicate of another image, or is unreadable, select the corresponding option from the list. If the data on the image does not match 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. Continue to the next image.

Click here to see an example: Normal

Record Type

Record Type

This project includes four record types: birth, marriage, death, and other.

Some examples of these events include:

  • Birth (birth announcements)
  • Marriage (marriage announcements and golden anniversary announcements)
  • Death (death notices, obituaries, and cemetery records)
  • Other (graduation announcements and other events)

To select the record type:

  1. Click in the Record Type field.
  2. Click the down arrow at the right side of the field.
  3. Click the correct record type.
Surname

Surname

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.

Do not include titles or terms, such as baby, Jr, or Mrs 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.

Do not assume the child's surname from the parents' surname. 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: Potter

Given Names

Given Names

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.

Do not include titles or terms, such as baby, Jr, or Mrs 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 index 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: Joseph

Titles or Terms

Titles or Terms

Type titles or terms, such as Sr, Jr, Mrs, or Mr, that were recorded with the name.

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, press Tab to skip this field.

Click here to see an example: Mrs

Age

Age

Type the age that was recorded on the card. Index only full years, only index the principle's age. Do not index any other individuals age on the card.

If fractions of years were recorded, round down to the nearest full year.  

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: 51

Event Day

Event Day

Type the one- or two-digit number for the day. If a vital records card lists dates for multiple events, index the dates for the most recent event only (which, in most cases, is the death date).

If the day 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: 23

Event Month

Event Month

Type the first three letters of the month: Jan, Feb, Mar, etc. If a vital records card lists dates for multiple events, index the dates for the most recent event only (which, in most cases, is the death date).

If the month 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: Jan

Event Year

Event Year

Type a four-digit number for the event year. 

If a vital records card lists dates for multiple events, index the dates for the most recent event only (which, in most cases, is the death date).

If no year or only a two-digit number was recorded, you may be able to determine the year from other data on the record. If you 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 Tab to skip this field.

Click here to see an example: 1923

Event City or Town

Event City or Town

Type the name of the town or city where the event took place. If the town or city of the event was not specifically designated on the card, type the town or city in which the event was recorded.

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

Event County

Event County

Locate the event county on the card. Most of the time the event county was not recorded on the vital card.

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

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

 

Event State or Country

Event State or Country

Locate the event state or country on the card. The majority of the event's should have occured in New York.

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

 

Spouse's Surname

Spouse's Surname

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.

If the vital records card lists more than one spouse, index only the principal's current or most recent spouse.

Do not include titles or terms, such as Mr or Mrs, 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 index 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 Tab to skip this field.

Click here to see an example: Moore

Spouse's Given Names

Spouse's Given Names

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.

If the vital records card lists more than one spouse, index only the principal's current or most recent spouse.

Do not include titles or terms, such as Mr or Mrs, 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 index 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 Tab to skip this field.

Click here to see an example: Charles C

Spouse's Titles or Terms

Spouse's Titles or Terms

Type titles or terms, such as Sr, Jr, Mrs, or Mr, that were recorded with the name.

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, press Tab to skip this field.

Click here to see an example: Tab