US—Passport Applications, 1795–1925 [Part A]


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 a passport application form, select No Extractable Data Image. Press Tab or Enter, and, on the warning message, click Yes. Continue to the next image. If this is the last image of the batch, submit the batch.

Click here to see an exampleNo Extractable Data Image

Certificate Number

Certificate Number

Type the certificate number as it was written, stamped, or printed on the application form. The number is usually located at the top left of the form.

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

Click here to see an example: 51350

Event Year

Event Year

Type the most recent year that was written on the record, but DO NOT index the birth year in this field.

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 passport application, index the most recent year in this field.

If an event year 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 example1900

Event State

Event State

Type the name of the state where the application was filed.

If the state 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. For assistance, use the lookup list for assistance by pressing Ctrl+F. If you are not sure what the abbreviation stands for, index what was written. Do not include punctuation, except hyphens and apostrophes when they were written as part of the place-name.

If the event state 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: New York

Given Names

Given Names

Index only the given names of the principal person (the person who applied for a passport).

The given names were usually written 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.

If an individual’s name was listed on the form with aliases or various spellings, include all variants, separating each with the word Or.

For example, if a name was written as "George," and it was noted that the name was changed from "Georgios," you would index George Or Georgios in this field.

Do not include titles or terms, such as Miss, Mrs, Sr, Jr, or Mr, 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 exampleCharles B

Surname

Surname

Index only the surname of the principal person (the person who applied for a passport).

The surname was often written before 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 an individual’s surname was listed on the form with aliases or various spellings, include all variants, separating each with the word Or.

Name variations may have been noted elsewhere on the application or may be prefaced by a notation such as "Name Changed From." Be sure to examine the record carefully for name variations, and index all name variations in the proper name fields.

For example, if a surname was written as "Broski, Browzowski, or Brzozowski," you would index Broski Or Browzowski Or Brzozowski in this field.

Do not include titles or terms, such as Miss, Mrs, Sr, Jr, or Mr, 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 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 exampleButler

Gender

Gender

Type either (male) or F (female).

Index the gender only if it was specifically recorded or you can tell what the gender was from relationship terms, such as "husband" or "wife," or other indicators in the language, such as the pronouns “he” or “she.” Do not assume a gender based on given names.

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

Birth State or Country

Birth State or Country

Type the name of the birth state or country.

If the applicant was born in the United States and the birth state and the birth country were both given, index only the birth state in this field. If the applicant was born outside the United States and the state and country were both given, index only the country in this field.

Do not confuse places of residence with the place of birth.

If the birth 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. For assistance, use the lookup list by pressing Ctrl+F. If you are not sure what the abbreviation stands for, index what was written. Do not include punctuation, except hyphens and apostrophes when they were written as part of the place-name.

If the birth state or country 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: New York

Birth Day

Birth Day

Type the one- or two-digit number for the day.

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: 5

Birth Month

Birth Month

Type the first three letters of the month: JanFebMar, 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: Dec

Birth Year

Birth 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 this field as blank.

Click here to see an example: 1861

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.

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

Spouse's Surname

Spouse's 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 Mr, Mrs, 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 surname 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: Hannwacker