How do I edit data that was indexed by the computer?

If the data on a historical record was indexed by a computer, you will see a label that reads “Computer Indexed Data” once you begin the editing process. It is important to identify this label, since instructions for editing data indexed by a person are different.

For help with editing data that was indexed by a person, see How do I correct indexing errors in historical records?

Where to start

The process for editing data indexed by a computer starts from the Record Details page.

  1. From the Record Details page, click Edit.
  2. The panel to the right displays the names of people mentioned in the record. Click the name of the person whose data needs to be edited.
  3. Click Edit.

Understanding what you see on screen

The editing screen is divided into two sections.

  • The section on the left presents the digital image of the historical record. The blue highlights indicate the words or phrases that the computer indexed.
  • The section on the right presents the indexed data and options for editing it.
  • Each data field corresponds to one or more of the blue highlights. In other words, if the field for First Name has been populated, there will be a blue highlight in the image over the name that was indexed.
  • When you click a specific field, a white rectangle will appear over the highlighted word that the computer selected to index. In certain cases, the computer can select the wrong word or read it incorrectly.

Understanding different types of errors

The computer can make different types of errors. It is important to understand these errors and the general process for correcting them.

Error: the computer highlighted the correct data, but incorrectly recorded it.

An example might be a name that is misspelled in the data field. To fix this error:

  1. Confirm that the correct word or phrase has been highlighted in blue and outlined with a white rectangle.
    • This can be done by clicking the data field and then observing the blue highlights and white rectangle in the image to the left.
  2. If the computer identified the correct word, edit the data field as necessary, and save.

Error: The computer left the data field blank.

  1. Add blue highlight to the word that should have been indexed.
  2. Apply the white rectangle so that it corresponds with the correct data field.
  3. Enter the correct data into the field.

Error: The computer identified and indexed the wrong data.

  1. Add any blue highlight that is necessary.
  2. Apply the white rectangle to the image so that it corresponds with the correct data field.
  3. Enter the correct data into the field.

Applying the white rectangle

When you click a particular data field, a white rectangle should appear as an outline around one or more of the blue highlights. This identifies the word or phrase in the image that corresponds to the data field.

In some cases, this white rectangle may be missing. Or it could be identifying the wrong data. Here’s how to adjust it:

  1. Click the field and edit the recorded data as necessary.
  2. Below the field, click Edit Highlight.
  3. In the image to the left, find the corresponding white rectangle.
    • De-select the white rectangle by clicking the green checkmark.
    • Create a new white rectangle by hovering the mouse over the correct words or phrases and clicking.
    • Note: At this stage, you can only select data that is currently highlighted.

4. Click Save Changes.

Adding blue highlight to the image

In some cases, you may need to highlight data before you can select it.

  1. Click the field and edit the recorded data as necessary.
  2. Below the field, click Add Highlight.
  3. At the top of the image, click Create Highlights.
  4. Hover the mouse over the word that needs to be highlighted, then click and drag until the word is completely highlighted.
    • Note: After highlighting a particular word, you will likely need to add the white rectangle to connect the highlight to one of the data fields. This can be done by simply clicking the word after you have applied the highlight.
  5. Read the first prompt and click Done to confirm.
  6. Read the second prompt and click Done to confirm.
  7. Click Save Changes.

How do I correct indexing errors in historical records?
How do I add or remove highlights on a historical record?
How do I delete a name incorrectly indexed by a computer?
How do I add or remove data fields on a record indexed by a computer?
Why can’t I fix indexing or transcription errors?

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