When to use multiple entries

HamiltonJacobBryce1

I'm doing US, Illinois, Monroe County—Deed Records, 1816–1900[M3JJ-1ZY]. In some cases there are multiple grantors and multiple grantees, but there is only space for one entry for each. I have been under the impression that using the "add entries" function was for images with more than one record. Should it also be used when there is more than one person listed in a record and only one field available for data entry?

As an example, if there are two grantors and three grantees, would I create three entries? One with the first grantor and first grantee, another with the second grantor and second grantee, and a third entry with only the third grantee?

WPBA

I have made inquiries for you to resolve this problem. I will get back to you with an answer

John Empoliti

Hi @HamiltonJacobBryce1

Here, below are the pertinent citations from the “What to Remember About This Project” section of the instructions.

Bottom line: You add as many entries as you need to index all pairs of eligible (not companies, etc.) grantors and grantees. So if you have two eligible grantors and three eligible grantees, you need 2x3 = 6 entries to accommodate all pairs (grantor1 with grantee1, 2, and 3, and grantor2 with grantee1, 2, and 3). Each pair has a stake in the transaction, and should the recognized by getting their own entry containing the transaction details.

if any of the grantors or grantees were a company or government organization you might have some blank fields per the last section cited below. You don’t name those entities. If both grantor and grantee are such entities, you skip that pair/ entry completely.

From What To Remember About This Project:

• Index each entry or document independently. Some grantors or grantees may be listed several times. Index each occurrence as a separate entry. 

Also

• Images may show multiple records. You may need to add or delete entries in the data entry area to index all of the records on a document or remove any unused entries.

And

• When a company or government organization was listed as the grantor or grantee, mark the respective field blank and index any other information on the line. If both the grantee and grantor were companies or government officials, skip the entry, and index the next entry with names of individuals.

WPBA

To find the relevant part of the project instructions go to What to Remember about This Project, 5th bullet point. The final sentence in that bullet point says “Index each occurrence as a separate entry.”  

AlanWestMiller

I just started, can't be "greener" than I am, but it looks like the expectation of the system is that each row be recorded as an entry. There are 35 entry rows on the image and 35 entries in the batch.

Where there are duplicate fields in a single record (for example, same surname), it is documented with a quote ("); I assume I should fill in the duplicate information as that is clearly the intent of the record.

This is very common (about 2/3 of my entries) and should probably be added to the instructions.

Please confirm.

Thank you...Alan Miller

John Empoliti

Hi Alan

Please post your Batch Code - the combination of letters and numbers beginning with M inside the brackets at the end of your batch's name [MXXX-XXX]. Using that, someone can open and look at your batch. Those quote marks (") are probably "ditto" marks, meaning what you said - "repeat the name above." But, what to do with that expanded information (how many entries are needed, where to put what, etc.) depends on the Project Instructions. For the best answer, in context, we need to examine your batch and read the project instructions, etc.

Thanks.

JudithLynnReeveCollings

I think I've Messed up..Where the entry is a not a name but something like "vacant apartment" I indexed No Extractable Data. And on some lines there are 2 names listed. Do I do separate entries on the names that are written in what looks like an afterthought. (There is no crossing out)

John Empoliti

Hi Judith. If you're doing normal indexing, we need to see a batch code to know how to answer. If you're reviewing names or families on the 1950 Census, you should ask your question in the forum linked below, perhaps with a screen snip to illustrate your point for future reference.

https://community.familysearch.org/en/categories/1950-us-census