US, Puerto Rico - Nacimientos Civiles, 1836-1930 [Parte B]


Project Specific Indexing Instructions



Language for Field Names:

  • The indexing field names and the field helps in the bottom right corner of the indexing screen are available in Spanish. To change to Spanish:
    1. At the top of the indexing screen, click Tools.
    2. Select Options.
    3. Select Language.
    4. Click the drop-down arrows in the boxes titled Language for Field Names and Language for Field Help, and select Same as Document.
    5. Click OK.
    6. Close the indexing screen and reopen the batch for the change to take effect.

Number of Records per Image:

  • The data entry area is set at 1 record per image; however, this project may contain more than 1 record per image. You will need to adjust the number of lines to match the number of records on your image. To do this:
    1. On the menu bar, click Tools.
    2. Click Records per Image.
    3. In the box next to Number of records, type the desired number.
    4. Click OK.                    
  • Upon completion of each image a message will appear asking if you want to add one or more records to this image.
    1. Insure that "0" (zero) is in the Number of records box.
    2. Click OK.

Indexing Records continuing across Images: Example

  • When an image begins with a partial record, start indexing at the first record that starts on that image.
  • When the last record on an image is not complete:
    1. Be connected to the Internet and be working online.
    2. Click View.
    3. Scroll down, and click Show Previous/Next Image.
    4. Click the Next Image button.
    5. Index the record while viewing both images concurrently.
  • When an image has only a continuation of a record from a previous image, mark that image as No Extractable Data Image. Example

 Images with Overlays:

  • Some images have small, handwritten records overlaid on top of larger records. Click here to see an example.
  • In most cases these overlays are separate records that should be indexed as such.
  • Do not try to index data from the partially hidden record until you reach the image where the entire page is visible. 

How to Index Names:

  • Type the given names and surnames that appear in the document.
  • Do not index titles or terms such as: Sr, Sra, Da, Dn, Vda, etc. The term “Vda” means widow and does not belong in a name field.
  • Maiden names are considered as surnames and should be typed in the surname field before the married name. 

         Items that precede names:

  • In Spanish, when a person’s name follows a verb, it is preceded by the word "a." For example, bauticé a Juan. The "a" does not translate, and it is not part of the name.
  • The particles de, del, de la, de las, and de los are part of many Spanish given names and surnames.
  • If you are not sure whether a name is a given name or a surname, type it in the given name field. Below is a short list of names with the surnames in boldface.

             Mario Saenz
             Rafael Heliodoro Valle
             José María del Carmen Herrera
             José Gonzalez Campo
             Fernando Ortiz y Fernandez
             Leticia María Guerrero
             Francisco Fernandez del Castillo
             Oscar Miró Quesada y de la Guerra
             Carlos Pardo-Manuel de Villena y Jiménez

             Savina M. Vda de Resinos: In this instance Savina is the given name.
             Marguina R. V de Paniagua: In this instance Marguina is the given name.

  • Here is an example from a birth record. Notice that the child's surname is made up of surnames from both the father and the mother.

             Name: Jeffry Stiven Castillo Lovo
             Father's Name: Julio Cesar Castillo
             Mother's Name: Mayela del Rosario Lovo Flores de Castillo

More help with Spanish: