US (Community Project), Vermont, St. Albans—Arrivals at Canadian Ports, 1895–1954 [Part C]


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 an arrival index card, 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: No Extractable Data Image

Surname

Surname

Index only the name of the principal person (the main person listed on the index card). Do not index any other names that may have been recorded on the card, such as the names of family members, customs agents, or others.

The surname was usually written before the given names, and the cards were typically filed in alphabetical order. 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 index card with aliases or various spellings, include all variants, separating each with the word Or.

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

Name variations were often noted at the bottom of index cards. Be sure to examine the record carefully for name variations, and index all name variations in the proper name fields.

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 example: Brown

Given Names

Given Names

Index only the name of the principal person (the main person listed on the index card). Do not index any other names that may have been recorded on the card, such as the names of family members, customs agents, or others.

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 index card with aliases or various spellings, include all variants, separating each with the word Or.

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

Name variations were often noted at the bottom of index records. Be sure to examine the record carefully for name variations, and index all name variations in the proper name fields.

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 example: Antonio

Place of Birth or Nationality

Place of Birth or Nationality

Click here for examples of how to index this field.

Type the place of birth, nationality, or race written in the column or field for the place of birth or nationality. Index information according to the following priority list:

  1. Place of Birth
  2. Nationality
  3. Race

Some records have a column or field for the country to which the passengers belonged. If the document has this column or field and there is no other place of birth, nationality, or race recorded, then index what was written in this field as the place of birth.

Type the term or terms as they were written. Do not correct misspellings or expand abbreviations. Do not index punctuation, except hyphens and apostrophes when they were written on the document as part of the name. (Note that this instruction is different from the standard instruction in the Basic Indexing Guidelines and most other indexing projects.)

If no locality, nationality, or race was recorded in the column or field for place of birth or nationality, press Ctrl+B to mark this field as blank.

Click here to see an example: Azzano Italy

Age

Age

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

If a birth year was recorded but not the age, do not calculate the age based on the birth year and the event year.

If the age 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: 35

Gender

Gender

Type either M (for male) or F (for female).

Index the gender only if it was specifically recorded or you can tell what it was from relationship terms, such as "son" or "daughter," or from other contextual indications, such as a title or term. 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 Ctrl+B to mark this field as blank.

Click here to see an example: M