Read the Instructions
- Please read these project instructions carefully before indexing any batches.
- Review this page and the field helps frequently for updates to these instructions.
- Click here for a summary of project updates.
What Names to Index in This Project
- Index the names of pension recipients, including veterans, widows, minors, and guardians.
- DO NOT INDEX:
- Names that were written in the "Fees" field on pension cards.
- Names of people who received reimbursements or accrued payments, unless the relationship to the veteran or principal person was clearly indicated. Do not assume that a reimbursement recipient was the widow or a guardian unless that relationship was written on the card. Click here for an example.
- Index Invalid, Widow, Dependent, or Minors cards only. Do not index "Charge Dummy" cards. If one of the cards on the image is a Charge Dummy card, mark the corresponding record as Blank. If both of the cards on the image are Charge Dummy cards or if one is a Charge Dummy card and one is the ledger side of a card, mark the image as a No Extractable Data Image. Click here for an example.
- If the surname was not recorded for a name on a card, do not assume the surname from the name of another person on the card.
What to Index in the Guardian's Name Fields
- Minors cards usually include the name of a guardian. Minors were often listed on other kinds of cards as well, and occasionally a guardian’s name was included for these minors. Click here for an example.
- On some cards, such as Widow cards, a surname was not recorded for the veteran or for the minors, but it was recorded for the widow or other principal recipient. In this case, index in the guardian's name fields the name of the person whose surname was recorded (the widow or other principal recipient that is not the veteran). Click here for an example.
- Index names in the guardian's name fields only if:
- The person was clearly indicated as the guardian of a minor.
- The person (such as a widow) was shown to be related to the veteran or minor, and neither the veteran nor the minor had a surname listed.
- FOR ALL OTHER CARDS, press Tab to skip the guardian's name fields.
- Each image contains two cards. The first card is on the top, or upper half, of the image, and the second on the bottom, or lower half, of the image.
- Each card has a history side and a ledger side, but the two sides of the card don’t appear on the same image.
- Both cards on the history side of an image need to be indexed, even if they seem to be duplicates.
- The ledger side, which shows payments and allowances, should not be indexed. For images of the ledger side, select No Extractable Data Image in the Image Type field.
Number of Records per Image
- The data-entry area is set at two records per image.
- One or more minors may be listed on Widow and Minors cards. Click here to see an example.
- You should add a record for each minor, and index the minor’s name in the Recipient's Given Names and Surname fields. If a surname is not listed on the card for the minor, do not use the surname of the parent or the veteran. Just press Tab to skip the Surname field.
- Do not add a record in the data-entry area unless the card shows more than one pension recipient (widow, minors, or guardian), not including the veteran.
- To add entry records:
- On the menu bar, click Tools.
- Click Records per Image.
- Click in the Number of records box, and type the number of records on the image.
- Click OK.
- If the names of minors have been crossed out, index them anyway.
Alias Names or Nicknames
- Some people in this project may have been known by an alias, which is an assumed name or a name in addition to their legal name. A clerk may have noted the assumed name or additional name by using quotation marks, parentheses, or by writing "AKA," which means "also known as."
- To index a name that has one or more aliases, type the word "or" between each name. Do not type AKA, quotation marks, or parentheses in the indexing field.
- For example, if an individual’s name is listed as "Joseph Broski AKA Joseph Browzowski (or Jozef Brzozowski)," you would type:
- Given Name: Joseph or Jozef
- Surname: Broski or Brozowski or Brzozowski
- Or if the clerk wrote a name as "John (Buck) Harrison," you would type:
- Given Name: John or Buck
- Surname: Harrison
- The word "or" can also be used when two different names are given on a document and you cannot determine which name is correct. For example, if the given name was written as Mary in one place on the document and as Marion in another place, both names would be typed in the Given Name field, separated by "or."
- Many of these records are handwritten. The handwriting resource on the data entry screen may help you decipher difficult handwriting.
- To access this resource, click on the Handwriting Help icon (an inkwell with an orange feather quill).