Project-Specific Indexing Instructions[edit | edit source]
What to Remember as You Index This Project
- When multiple images relate to the same marriage, index each image separately as its own record. Do not mark the successive images as duplicates or no extractable data images.
- When a single image includes multiple documents that relate to the same marriage, index these documents as a single record by finding the data for the record on any of the documents on the image.
- Most images have four marriage records; usually the marriage license is the top part of the record and the marriage certificate is the bottom part.
- If the name of a guardian is given instead of the name of a parent, do not index the guardianâ€™s name. Just press Tab to skip over the fields for the parentâ€™s name.
- Names were often written in more than one place on marriage records. When you are indexing names, look over the entire document, and type the most complete version of the names to be indexed.
- Do not index an individual's profession or occupation in the Titles or Terms field.
Number of Records per Image
- The data entry area of the indexing screen is set at one record per image. If your batch includes images with more than one record, you will need to add entry records to match the number of records on the image. 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.
- Overlays, normally small handwritten notes, are attached to many records.
- Carefully read each overlay. If it contains data pertaining to a marriage, such as ages of the groom and bride or names of parents, index the overlay as a separate record. If it does not contain any data pertaining to the marriage, do not index the overlay. Mark it as a No Extractable Data Image.
- Overlays will often cover other marriage records. In these cases, a separate image was usually taken with the overlay removed. Therefore, do not try to index the data from the page that is covered by the overlay.
Highlights and the Ruler
- Because of the many different forms found in this project, highlights are not available. You may use the ruler instead to follow a record across an image.
- If you choose to use the ruler, please be aware that the ruler is not anchored to the indexing screen and does not automatically move as you move to a new entry. To use the ruler:
- On the menu bar, click View.
- Select Show Ruler.
- Many of these records are handwritten. The handwriting help on the data entry screen may help you decipher the handwriting.
- To access this help, on the toolbar just above the data entry area, click on the Handwriting Help icon (which looks like an inkwell with an orange feather quill).