Read the Instructions
- Please read these project instructions carefully before indexing any batches.
- Review this page and the field helps frequently for updates to the instructions.
- Click here for a summary of project updates.
- Index only cards that have information recorded on them. If a card was left completely blank, do not index it. Do not create any records for blank index cards. If an image contains only blank index cards, mark the image as a Blank Image in the Image Type field. Click here for an example.
Order of Indexing
- If an image shows more than one index card, such as cards displayed in columns and rows, index all the records in the first column of cards; then index all the records in the second column of cards, and so on across the image. Click here for an example.
What to Remember as You Index This Project
- When indexing the Sección and Acta columns, index digits only; do not index any letters, abbreviations, or symbols.
- In the Foja column, you may see the word "vuelta" or an abbreviation of it, such as the letter "v," with digits preceding it, as in 200v or 200vlta. The word or letter refers to the back of the record. In these cases, index only the letter v following the digits; do not index the entire word "vuelta." Do not insert a space between the number and the letter.
- You may see a variety of written symbols on index cards. Please disregard them.
- Some place-names were abbreviated in the Departamento column. For example, Montevideo may have been recorded as "Monte." When the place-name was abbreviated, type the complete name instead of the abbreviation. Please use the lookup list for assistance.
Number of Records per Image
- You will often need to add records in the data entry area to match the number of records on the image. To add 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 you press Tab or Enter after you complete the last record on an image, a message will appear asking if you want to add one or more records to the image. If you have already indexed all the records on the image, do the following:
- Ensure that 0 (zero) is in the Number of records box.
- Click OK.
How to Index Names
- The names of parents were typically listed only on the front of the cards. The father's name was usually listed first, and the mother's name was usually listed second.
- Sometime only one parent was listed, or neither of the parents was listed.
- In some cases, the clerk used designations such as "padre desconocido" (father unknown) or "madre desconocida" (mother unknown) in place of the parents' names. These designations are not part of the name and should not be indexed. In these cases, press Ctrl+B to mark the field as blank.
- When indexing names in this project, type given names and surnames as they appear on the document, but do not include punctuation marks, such as periods, hyphens, and apostrophes. Do not expand abbreviations or correct misspellings.
- Do not index titles or terms, such as Sr, Sra, Dña, Dn, or Vda. The term "Vda" means "widow" and does not belong in a name field.
- Maiden names are considered surnames and should be typed in the Surname field before the married name when both are included on the record.
- If a diacritic or accent mark was used in writing a name on the record (such as the marks used in writing é, ó, or ñ), be sure to include the mark when you index the name.
- Be aware that the names in the lookup list may not follow normal alphabetic rules. Thus, the name "Luís" will not be found on the lookup list after "Luis" but after "Luzmira."
- Items that precede names are handled according to these rules:
- In Spanish, when a person's name follows a verb, it is preceded by the word "a." For example, in the phrase "bauticé a Juan," the word "a" does not translate into English, and it is not part of the name.
- The Spanish words "de," "del," "de la," "de las," and "de los" are called particles. They are part of many Spanish given names and surnames and should be included with the names when they are indexed. The particle should be kept with the part of the name that follows it. For example, "del Carmen" could possibly occur as a surname or as part of a given name, but the "del" and the "Carmen" should be kept together in either case.
- If you are not sure whether a name is a given name or a surname, type it in the Given Names field. Below is a short list of names with the surnames in boldface.
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
- A child's surname frequently includes surnames from both the father and the mother. You can sometimes distinguish between the child's given names and surnames by looking at the surnames of the parents. For example:
Name: Jeffry Stiven Castillo Lovo
Father's Name: Julio Cesar Castillo
Mother's Name: Mayela del Rosario Lovo Flores de Castillo
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 and English. To change the language:
- In the menu at the top of the indexing screen, click Tools.
- Click Options.
- Click on the Language tab.
- Click in the Language for Field Names box and Language for Field Help and Project Instructions box, and select the preferred option.
- Close the data entry screen, and reopen the batch for the change to take effect.
More Help with Spanish Names