Project-Specific Indexing Instructions
Data entry screen available in form entry format only:
- For this project where the image you see on your screen may contain a baptism, marriage, or death record, the only data entry option is form entry.
Language for Field Names:
- The indexing field names and the field helps in the right bottom corner of the indexing screen are also available in German. To change to German:
Number of Records per Image:
- At the top of the data entry screen, click Tools.
- Select Options
- Select Language.
- Click the Down Arrows in the boxes titled Language for Field Names and Language for Field Help, and select Same as Document.
- Close the Work Screen and reopen the batch in order for the change to take effect.
- The data entry area is set at 8 records per image. However, you will need to adjust the number of data entry lines to match the number of records on the image. You may need more or less than 8. To set the data entry area to match the number of records on the image:
- On the menu bar at the top of your screen, click Tools.
- Click Records per Image.
- In the box next to Number of records, type the number of records you need depending on the image on your screen.
- Click OK.
How to Index Names:
- Upon completion of each image, a message will appear asking if you want to add one or more records to this image.
How to Index Places:
- Names are indexed into two fields, a given name field and a surname field.
- If you are not sure whether a name is a given name or a surname, type it in the given name field.
- Do not include the occupation that usually follows the surname.
- Maiden names are usually preceded by the abbreviation geb. Do not include this abbreviation as part of the name.
- If the name is abbreviated, type the name as recorded. Do not type a period after an abbreviated name.
- When a place has been misspelled, spell it correctly.
- When a place has been abbreviated and you can determine what the abbreviation stands for, type the complete name instead of the abbreviation.
- Use the lookup list for assistance.
- If you are not sure what the locality should be, type the name of the place as it was written.
- If the name of a person or a locality you are typing is written with an international character, such as an Umlaut a (ä):
- On the menu bar, click Edit.
- Click International Letters.
Corrected or Crossed-Out Information:
- Click the International Letters icon (ñ) on the toolbar above the data entry area.
- Select the letter you want to type.
- When information is crossed out and then replaced, type the new data into the appropriate fields.
- When the information is crossed out, not replaced, and can be read, type the crossed-out information.
- When the information is crossed out, is not replaced and cannot be read, mark the field unreadable by pressing Ctrl+U.
- When every entry on a record cannot be read, mark the entire record unreadable by pressing Ctrl+Shift+U.
- If a required field (a field marked with an asterisk) contains a descriptive word such as keine (none), N.N. = nomen nescere (name not known), unbekannt (unknown) or ungefähr (about) mark the field as blank by pressing Ctrl+B.
- If a field that is not required contains a descriptive word, such as keine (none), N.N. = nomen nescere (name not known), unbekannt (unknown) or ungefähr (about) press Tab to skip this field.
Indexing the first record of a batch:
- Do not type periods, commas, parentheses or semicolons after initials, abbreviations, or between multiple levels of localities for any of the fields.
Indexing records continuing across image:
- When the first image of a batch begins with a partial record, start indexing with the first complete record.
- How to index a record that begins at the bottom of one image and continues at the top of the next image:
Indexing the last record of a batch:
- Click on View.
- Click on Show Next Image.
- Index the record while viewing both images concurrently.
- When the last record on the last image is incomplete:
- You must be connected to the Internet and be working online.
- Click on View.
- Click on Show Next Image.
- Index the records while viewing both images concurrently.
- An image other than Normal data needs to be marked with the correct Document Type. The five document types are:
- Normal (This is the default document)
- Blank Image
- Duplicate Image
- Unreadable Image
- No Extractable Data Image
- To mark an image that is not normal, on the menu bar, below the image on the indexing screen:
- Click the Down Arrow in the box labeled Document Type.
- Click the correct document type.
- Click Yes on the warning message.
- Ditto marks or similar signs of repetition may be found in several entries. If an entry contains any of these signs, type the actual information from the previous entry.
Red Wavy Line:
- A lookup list is a collection of common names, places, races and other information that may be used to help decipher a specific field. All fields that have a corresponding lookup list will have a down arrow at the right side of the column.
- Click the Down Arrow.
- Select Lookup for the appropriate list for that field to appear.
- The lookup lists do not include every possibility. If the clerk wrote something that is not in the list, type what was written on the record.
- The red wavy line does not mean that you made a mistake. It appears because the word you typed is not in the lookup list. This is okay.