Indexing Tips

Do you know your "Magic Number"?

See last weeks post to find out now.

 

Handwriting Helps

As an Indexer it can sometimes be difficult to read the handwriting on your image. Below are some usefull sugestions that may help you.

• Adjust the brightness and sharpen the image. Get the best reading conditions possible.
• Increase the magnification.
• Use the handwriting icon on the worksheet to view the alphabets
• Study the handwriting on the full document. Look for similar names or letters in a name.
• Focus on the first few letters of a name. The computer can put a name in alpha order if it has just the first few letters.
• Use the Look-Up tables. Not all of the names may be in this table, but sometimes just putting in the first few, or last few letters you will suddenly realize what the name should be when you see the suggestions in the look-up list.
• A faint image may also be sharper if it is set at a smaller size of text.
• Try using the black/white icon that changes the background to black and the writing to white.
• Try using Google to see if anyone has that name, especially if it is a strange name to you.
• Index the names last. You will become more familiar with the handwriting and it may make the names easier to read.
• Be careful not to assume. Put in a "?" if you are unsure of one letter, or an asterisk "*" if there is more than one letter in question.
• It is ok to mark the field unreadable.
• There are two people indexing the same batch, and a third person arbitrates or reviews both batches and makes the final decision.

New Search Engine Found

The world's largest free genealogy search engine, MOCAVO.COM , provides genealogists access to the best free genealogy content on the web including billions of names, dates and places worldwide. Existing sites searchable on Mocavo.com include genealogy message boards, family trees, state and local historical societies, the Library of Congress, National Archives, Ellis Island, Find A Grave, the Internet Archive, and many tens of thouseands of genealogy sites built by individuals. Click on the link added to my site and check it out.

Indexing

Spring is around the corner! !

Ward Indexing Specialists

I am listing below the Ward Indexing Specialists that have been called or who are helping in that position. These are the people in your Ward that you should call when you have a question or need help indexing. Not every Ward has this position filled yet, so make sure you are calling the correct person. If you can't reach them you can call me, or the Help Desk in SLC @ 1-866-406- which is a toll free number.

• Kathrine Burton OKC FIrst Ward
• Holly McIntosh OKC Fifth Ward
• Lajuana Reichman - Clinton Ward
• Sister Jacks - OKC Third Ward
• Judy McGraw - Edmond First Ward

HELP DESK CORRECTION

Last week I told you that you could reach the Help Desk in Salt Lake City on a 24/7 basis. I was wrong. After consulting with SLC I can report that these are the official hours:

Monday - Thursday 6AM - 1 AM Utah time

Friday 6AM - 10 PM Utah time

Saturday 8AM - 4 PM Utah Time

At other times of the day or night there are voice mail options and they will return you call ASAP. I am sorry if this caused anyone an inconvenience.

PENNSYLVANIA WWII DRAFT CARDS

If any of you have tried indexing the PA WWII draft cards you may have noticed some weird abbreviations for the counties or towns. Below are some things that I have seen and that might help you determine what those abbreviations stand for. ( I have an advantage because I was born and raised in PA)

Alle or Agh = Alleghney

Pittgh or Pgh = Pittsburgh

Law = Lackawanna

Ly = Lycoming

Scr = Scranton

Phil = Philadelphia

These are just a few that I have seen. If you aren't sure try putting in the first letters and using the look-up table to find names using those letters. If at all possible you should have the full name. When you see an address like RD2 Tannersville, the town is Tannersville.

Remember not to put in the county name if you know it, but DO NOT SEE IT WRITTEN on the image. We can not assume. Just think of it this way: A person searching the records wants to read exactly what is on the image, not anything you might add.

ARBITRATORS PLEASE NOTE

Batches that have only one name per image , or single image records, there is no need to do a Records Matching. In fact it will not be one of your choices when arbitrating. You will just arbitrate the images. PA WWII Draft cards are a perfect example. Please familiarize yourselves with the look-up table on place names for those abbreviations mentioned above. You should always use the full name of the place, but if you can't make a determination go with the abbreviation.

Indexing Tips and Helps

Stake Family History Conference
Saturday March 12th, 2010
8:30 am to 4:00 pm
Peddle on over

The Stake Family History and Indexing Directors will be holding an Internet Conference dealing with family history and Indexing. All Indexers in the Oklahoma City Stake should consider attending these classes.

The Family History classes will be presented through the Internet giving you the opportunity to learn from experienced national speakers. topics include: Genealogy Bootcamp and Genealogy Bank.Com; Research Logs; Journey Takers; Inferential Genealogy; and a live lecture by Cory Russell on Immigration and Naturalization.

Indexing classes will be taught by me in the High Council room starting at 11:00am . The first class will be "Tips on Indexing and Hand Writing Helps". The second class at 1:00pm will be about " Records Search: all those names we are indexing". All indexers should plan to attend these two classes. I think you can learn some new tricks to speed up your indexing skills.

The Conference is FREE, but pre- registration is necessary for logistical purposes. You may pick up a registration form at the Stake Family History Center or you may call Sister Waddle at 405-225-8700. A lunch may be ordered for the cost of $10.00 or you may bring your own. Conference registration begins at 8:30 am and the conference is over at 4:00 pm. You may attend as many classes as you desire.

TIPS FOR TODAY

If you are indexing the census records and you see some unusual terms in the Relationship field. Like adopted son, assistant pastor, or maybe nun. It is important that you type those terms actually as you see them in the relationship field, not in the title or terms field.
This information was not found in the Project Information page, or Field Helps, but I called the Help Desk at 1-866-406-1830 to verify what action to take.
You may call the help desk 24/7 when you have a question. That may be a good idea now that I am at work and not available to answer your calls during the day. You can still call me at night or email me and I will try to help you. If it is something that needs attention right away, call the Help Desk in SLC. It is a toll free call.

I have added a new link on my gadget list It will lead you to the Family Search Blog. It has interesting messages on it about genealogy. Also my daughter Elizabeth Miller has a blog page titled "Tripin Over Your Ancestors" and I have posted a link to her blog. Liz is getting a degree in Family History at BYU and her major area of interest is Spanish research. If you are interested in her research in Spain you can click on that link and read about her research experiences . She is going back there next week to do more research.

Indexing the U S Census Records

Help with Indexing the 1930 U S Census Records

Recently I was working in the 1930 Michigan Census records and found

an unusual thing. In the field for Father's place of birth it said "FULL", and in

the Mother's place of birth it said "OTTAWA".

My first thought was to follow the golden rule of indexing, you know "Index what

you see". But I was wrong!!

After opening the tab for "Project Information", which is located on the lower right

side of your work sheet, I discovered that there were unique instructions

to deal with this specific situation. It seems there are several families of Native Americans listed in those Michigan Census records and usually what was written in the place name fields was the degree of Blood and the tribe. These terms are NOT TO BE INDEXED. You should enter "BLANK" in those place names.

It is always a good idea to read all the Project Information details when you start indexing a new project. This applies to projects that are similar but maybe in a different state, like census records. Each project is different, and may have unique problems with specific directions. Please take the time to read all helps and project information, it might save you from having a returned batch that wasn't indexed correctly.

I just want you to know how much I appreciate all that each of you do for the indexing program in our Stake. We are doing a great job and together we can reach our goal of 500,000 names in 2011.

Good news for all of you family history slueths. Ancestory. com is going to be available for use again, free, in the Stake Family History Center!

STEPPING UP

Three little Doll's

NEW STAKE GOAL FOR DECEMBER 31,2010 = 250,000 NAMES !!!

WE CAN DO IT IF WE JUST KEEP WORKING AT OUR CURRENT PACE.

TRY SOMETHING NEW

You may have noticed that there are not many beginners (1) projects

on the Indexing program. Salt Lake City is encouraging everyone who has been

indexing for a little while to try an intermediate project, (3).

What is the difference you say?

Beginner's projects are usually only one image, such as one image of census records that might have 50-100 names on it. All the lines you might need on your work space may have already been added before you started working.

An intermediate project contains multiple images, which may have multiple records on each image. Like the Oklahoma marriage records which usually have 10 images and 2 records per image. In these projects you need to shrink your image size to do an initial overview of the images. If there is more than one record on an image, add the appropriate number of lines for that image by using "Tools" at the top of your screen.

You start by putting in the image type for every image in your batch. On the OK Marriages, if there is an overlay you need to read the project information to learn how to deal with that situation. You index each image as a separate record, you do not say it is a duplicate even if it is for the same marriage. Only if the image is exactly the same as the previous image, then it is a duplicate, but it must be identical.

You also have to add the title ( Miss or Mrs) for the bride if it is hand written on the form. That is the only way you would know if her surname is her maiden name or a married name. the groom's title(Mr.) is typed on the form, so you do not index that.

The secret to trying an intermediate project is READ THE PROJECT INSTRUCTIONS AND FIELD HELPS BEFORE YOU START.

A Quick way to Get Help Indexing

Share A Batch

Do you ever find yourself working on a batch and you just can't figure out the spelling of a name? Or maybe you aren't sure what to index into a certain field. Won't it be nice just to ask someone what to do, without waiting for them to come to you or until you see them next time?

That can easily be done by "Sharing a Batch" with a fellow indexer, your Ward Indexing Specialist or with the Stake Indexing Director, me.

No waiting or no long explanations are needed, seeing is believing!

Follow these simple steps to get help and open your batch so someone else can see what you are doing:

1. Make a telephone call to the person you would like to help you.



2. Open the indexing program and select "work on Batch" to open the batch you are having a problem with.



3. Click on 'file' at the top left of your screen.



4. Click on "Share a batch"



5. A number will come up on your screen in a little box.



6. Give that number to the person on the phone.



7. That person will go to 'File' and click on "Receive a batch" and put in the number you just gave them.



8. Your batch will open on the computer of the person helping you. They will be able to see what you are talking about and to offer advice. You make the change or addition in your batch and you are finished.



9. The person helping you will close the batch and next time they log in they will get a message that the batch you were sharing with them is not available.

Helpful Name Hints

Guidelines for Indexing Names

• Type the most complete version of a name

Please take time to scan the entire document. In one place, the name may be C.H. Johnson. In another place, it may be Chas. H. Johnson. In yet a third place, the name maybe written as Charles Henry Johnson. Type only the most complete name

• Titles and terms do not go in the Given or Surname field

Titles such as Jr., Sr., Mrs.,Miss, Senor, Senora, Don, Dona, Captain, Dr., or terms such as Unknown, stillborn, twin, or infant are entered in a Title or Terms field if it is available as a column in the project.

• Punctuation in Names

Include punctuation that is part of a name: like O'Rourke, if it is written on the document. Do not include punctuation such as a period after an abbreviation or other punctuation that is not normally part of a name.

• Abbreviations

Sometimes names are abbreviated or a portion of their letters are written raised above the rest of the name, resembling a ditto mark. Type what you see, typing all letters on the same line. Do not guess what the abbreviations stands for unless directed to do so by a specific project.

• Maiden Names

Maiden names are considered surnames and should be typed before the married name in the Surname field. If you cannot determine if a name is a given name or a surname, type the name in the Given Name field.

• Indexing "Mrs. John White" :

When a woman's name is recorded with her husband's name instead of her own (such as Mrs. John White), look throughout the record to see if her given name is included elsewhere. If it is, index the most complete name that is recorded (such as Amanda White). If it is not, mark the Given Name Field as BLANK, and index the last name in the Surname Field. Do not index titles or terms such as "Mrs" in either the Given Name or Surname Field.

Indexing Tip:

ADJUSTING HIGHTLIGHTS

THERE ARE SEVERAL WAYS TO ADJUST THE HIGHLIGHTS IN A BATCH

1. Go to VIEW and click on Adjust Hightlights

Yellow boxes with red borders will appear. Click and drag red boxes into the corners of the border to fit your image. To turn off this feature, click on Adjust Hightlights again.

2. You can use the CTRL key as a shortcut to simplify your efforts.

Press and hold CTRL, and move the mouse pointer over the area where the highlights should be. The highlights will appear just as though you had selected Adjust Highlights from the View menu. Release the CTRL key when you finish adjusting the hightlights.

Helpful Hints

(My three great aunts: Gussie, Lizzie, Ellen)

Hints to help you Index Texas Birth Records:

1. There are usually 20 images in one batch - sometimes there are two records on one image. You may have to add a line if you have two records. Go to TOOLS to add lines

2. Sometimes there is an original birth record and an ammended record for the same child. Do not indicate that one is a duplicate in the record type. They should all be normal even if they are for the same child. Index each record seperately.

3. If the child was unnamed, do not enter the father's surname as the childs surname. Enter in Blank for the childs surname.

4. Do not add the county name if it is not written on the birth record, even if you know what it should be.

Always read the field helps and the project information to know what to do.

Remember the GOLDEN RULE of Indexing: "Enter what you see", no more no less.

There is one exception to the golden Rule: Put in the complete place name if it is written on the document. If the name of the state or county is abbreviated, and you know what it should be, enter the complete name. If you can not determine, from the drop down list, what it should be then enter the abbreviated form, with out the period.

Answers to Indexing Questions

Where to find Help and Answers to your indexing questions

1. Read the Project Instructions: click on the tab on the right side of your work screen - each project has different directions

2. Please Read the Field Helps : the information changes on the right side of your data entry area, each time you put data into a new field. At the bottom of the field helps you will see a link ( in blue) that takes you to an example. Check this link to see if you are using the correct page number. The page numbers they want are not always the "formal" page number. As an arbitrator I see this as the common mistake that indexers are making.

3 Go to HELPS : You can get there from your work sheet by clicking on F1 while in the indexing program. You may also go to helps on your indexing Home page ( boys on bikes).

4. Ask a Question: go to http://indexing.familysearch.org : you will find answers to many questions by just typing in your question in the Ask a Question Box. A document should open with the answer. You can print off these documents for future reference.

5. Go to Resource Guide on Home page: (boys on bikes) click on Help and it opens a list of resources for all levels of Indexers, ie., Indexers, Arbitrators. Under Indexers there is a link to a "Users Guide" which is 84 pages of useful directions about the basics of indexing. You can print off all or part of it, or just read what you are interested in. It has been a big help to me in learning how to do indexing. Try opening it up and looking at it's contents.

Happy Indexing !! Call me if you have problems 405-367-7159 or SLC 1-866-406-1830

Helpful Hints

ADDING MORE LINES TO YOUR BATCH

There has been an increasing number of batches returned by the arbitrators. The most popular reason to return a batch is that all the data was not entered. This problem can be eliminated by reducing your image size when you are checking for the "image type". Try reducing the size of the image to 37%. This will allow you to see most of the image. It will also enable you to see if there is a second page on the right. This is the general case with State Census records.

Once you determine that you have two pages to index, you can see how many lines you will need on your worksheet below. At this point you can go up to TOOLS at the top of your page and click on "Records per image" then open "Number of Records" to see what your worksheet is set for. It might be set at 50 when you need 100. So Click on the up arrow to increase the number 50 to 100. Then go down to your worksheet and scroll to the bottom and make sure there are 100 lines there.

If the original document image has 100 lines, but only 80 of them have anything written on them, then you must use "ctrl blank" to put blank in those 20 blank data lines. EVERY LINE has to have something in it or you can't submit the batch. Be sure you put "BLANK" on the line number that is blank, not at the end of the batch. Unless, of course, all the blank lines are at the end of the batch.

If you need help, call me 367-7159 or email me lgmgilbert2@yahoo.com and I will try to answer your questions. Thank you for your efforts.