Project-Specific Indexing Instructions
Many Different Types of Forms:
- The following links are examples of some of the different types of documents:
Cover Page for Marriage License
Correction to marriage record
- Each of these documents, except for registers, is to be indexed as a single, stand alone record by entering data in as many fields as possible and leaving the remainder of the fields blank.
- Registers will have multiple records to be indexed. This means you will need to add additional entry lines for these images. (See the following topic for how to do this.)
- Combination images have more than one type of document on one page, but all relate to the same marriage. Index these as one record by finding the information for the fields on any of the documents on the image.
- A person's name may be written more than once on a record. Index the most complete version of the name.
Number of Records per Image:
- The data entry area is set at 1 record per image. When you encounter registers or images with more than one record, you will need to add additional entry lines to match the actual number of records on your image. To do this:
- On the menu bar, click Tools.
- Click Records per Image.
- Set the number of records to the actual number of records on the image.
- Click OK.
Indexing the first record of a batch: Example
- When the first image of a batch begins with a partial record, start indexing at the first complete record.
Indexing the last record of a batch: Example
- When the last record on the last image is not complete:
- On the menu bar, click View
- Click Show Previous/Next Image.
- The previous or next image will be the image you see on the right side of the double screen.
- Click the Next Image button.
- Type the remaining data for the record being indexed.
- Return to normal view by clicking View and then Show Previous/Next Image.
- Submit the batch.
- Overlays, normally small handwritten notes, are attached to many records.
- Carefully read each overlay. If it contains data pertaining to a marriage, such as ages of the groom and bride or names of parents, index the overlay as a separate record. If it does not contain any data pertaining to the marriage, do not index the overlay.
- Overlays will many times cover other marriage records. In these cases, there is generally a separate image that was taken with the overlay removed. Therefore, do not try to index the data from the page that is covered by the overlay. Click the following links to see examples:
Overlay Sample 1
Overlay Sample 2
- Because of the many different forms found in this project, highlights are not available. You may use the ruler instead to follow a record across an image.
Using the Ruler:
- If you choose to use the ruler, please be aware that the ruler is not anchored to the indexing screen and does not automatically move as you move to a new entry. To see the ruler, follow these steps:
- On the menu bar, click View.
- Select Show Ruler.
- Many of these records are handwritten. It may be helpful to view the handwriting help now available on the data entry screen.
- To access this help, on the toolbar just above the data entry area, click on the Handwriting Help icon (which looks like an inkwell with an orange feather quill).