Introduction
The purpose of this project is to organize large collections of digital images into meaningful groups, called items. Additionally, by editing metadata (information about the images) to match the new groupings, the images are more easily searchable until they can be indexed. Once the images are indexed, they will be searchable by name on FamilySearch.org and yield Record Hints in the Family Tree. This effort will help people worldwide discover, gather, and connect their families more effectively and in less time than before.
Guiding Principles and Practices
Use the following principles and practices as you review digitized microfilm DGS (Digital Genealogical Society) folders, and divide them into natural groups, called items.
1. Currently, the Image Organize functions are different than a waypointing tool.
Enter dates, places, record types, language, and volume designations according to each natural group. Use the included Natural Group Examples table to divide images and create new groups, called items.
Note: It is important to include the administrative, calibration, and title boards in the natural group.
2. Natural groups are defined as images that make up an archival unit, physical item, or artifact. Some natural groups are identified by black or white title boards.
Use the Natural Group Examples table to identify how best to organize the images.
| Natural Group Examples | |
| What a natural group is: | What a natural group is not: |
· Archival unit · A book · A folder · A packet · A bound volume · An envelope · A box of folders or loose papers · A bundle · A card drawer · Censuses for a given geographic district, such as a county | · Chapters or sections within a book or volume · Dividing an archival unit by specific waypoints (such as date, place, or record type) |
| · Images between title boards, including the front and back title boards | |
| · Includes its own identification, whether archival reference number, volume number, folder number, catalog entry, or call number | |
| · Grouping as defined by the record custodian or archive | |
3. Always review the first and last few images.
The first and last few images may likely include natural group information, such as black or white title boards; book, folder, or packet cover; or other helpful information. Reviewing additional random images throughout the folder may also be needed.
4. Review enough images to get a good sense for how the folder is organized.
Digital Genealogical Society (DGS) folders include global records, and different record custodians organize information differently. Some DGS folders are large (several thousand images), while others are small (only a few dozen images). It is not necessary to read every record. Review enough images to gain a good idea of the record content and how best to divide the images.
5. Divide images carefully.
Only divide images by natural groups as defined in the Natural Group Examples table or how the record custodian organized the records. Metadata fields allow you to enter precise dates and geographic places, like villages, but that may not be how the natural group should be organized.
Note: Some records are not addressed in the Natural Group Examples table. See numbers 8–9 for gray areas and possible exceptions. For questions and additional guidance, reach out to a specialist; see number 10 for contact information.
6. Natural groups can be large or small.
The number of images in each natural group is determined by the archival unit, physical item, artifact, or how the record custodian organized the records.
Note: Currently a natural group cannot exceed 10,000 images.
7. Additional metadata improvements will be made to the records in the future.
Improvement for increased accuracy and records searchability will continue through additional efforts by volunteers, such as indexing.
8. Some records may require additional guidance to determine how best to organize them into natural groups.
For any of the following record collections, use the metadata description from the record custodian or FamilySearch Catalog. (All digitized microfilms are found in the FamilySearch Catalog.)
- Collection of index cards
- Newspapers
- Loose papers, not previously organized in a logical grouping by the record custodian
- Family group sheets (FGR)
- Transcribed oral genealogies
Cards in a card drawer
Note: Depending on how the record custodian organized the cards, it may be better to group the cards in alphabetical order or index number rather than by physical drawer.
If you have questions about how best to divide the images, see number 10.
9. Some records may require an exception, based on how the record creator or custodian organized them.
| Possible Exceptions | Action |
| Book with more pages than can fit on a microfilm. | Keep the entire microfilm with images from the same book in the same natural group. Create an additional natural group for the remaining book images on a different microfilm. |
| Bound volume with different sections where each restarts at page 1. | Keep all images from the same book in one natural group. Natural groups are not affected by page numbers. |
| Multiple books or bound volumes on the same microfilm as combined by the record custodian. | Keep the book images together in the same natural group, if the record custodian combined the images. |
| Multiple volumes of the same record type in the same book, organized in alphabetical order. | Keep the images for the same record type in the same natural group. |
| Title board found in the middle of a book. | Create the natural group using the front and back book covers rather than the title boards. |
| Archival unit, such as a book, bound volume, or folder of loose papers with more than 10,000 pages in the same natural group. | Create a natural group with 10,000 images. Then, create another natural group with the remaining images. Note: Currently, a natural group cannot exceed more than 10,000 images. |
10. Use the following escalation path for questions.
Review available instructions and learning resources here.
Reach out to your group leader or supervisor.
Click the Feedback button at the bottom of the images page. Complete and submit the form.
Include the 9-digit DGS number at the right side of the page below the metadata information.
Example: 005786142
- Enter your question about how to divide the groups in the feedback section.
The submitted forms are reviewed by the feedback team. You will receive a response to your question. It may take a few days, so work on a different DGS folder while you wait for the answer to your question.
The feedback team will reply to your request through the email provided on the form.