How to create a separate record when you need to split and index document
I pulled this document to index:
It shows 2 documents for different people in one index document, then the second page it shows the same 2 images.
When I reviewed the indexing tools available I didn't see anything that would split the 2 images into separate documents to index.
I searched the help pages and found an instruction titled: How do I index a record with overlays?
This instruction states:
- If the overlay contains information about a record type being indexed in the project, create a separate record, and index the information in the corresponding fields.
But I cannot find any specific documentation on how to create a separate record.
A link at the bottom of this instruction page titled "Create a separate record" would be what I expect.
Jeff Gunderson
Answers
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This is from the Project Instructions. In indexing, we go by the hierarchy of Field Help/Projeect Instructiuoms/General Indexing Guidelines.
Index only the topmost indexable record, or the overlay, on the image. If the document behind the overlay is also a record that should be indexed in this project, do not index the information on the partially covered document.
In this project, we do not index the Certificate of Arrival, so you will have only 1 entry per image; the Oath on Image 1 and the Petition on Image 2.
To add entry(ies) to an image, click on this icon on your toolbar.
This dialog box appears. Your default settings are 1 for the number of entries and After the last entry for where the new entries will appear. You can adjust these as the image calls for, then click Add
You can also achieve this by going to the last entry of the image and clicking Create Entry X.
I highly recommend reading the Project Instructions, examples and the Field Helps (purple question mark above each field) since it sounds like you are new to indexing. This will help with any errors and will answer 98% of questions.
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Also with this batch, the Oath's certificate number is not indexed. We also do not take the record date on the Oath that is at the top of the document. The record date is in two places: either under the Oath of Allegiance or under the admitting/denying of the petitioner. The record date for the Oath is 10/2/1928.
To determine someone's sex if the sex is not listed, look in the language of the document. Wendela has Mrs. In front of her name, she is a housewife and her husband is Walter, making her sex female. We do not take sex from the given Name and do not take it from occupations like fireman or policeman. The only occupation that we take the sex from is housewife.
If the spouse's Surname is not listed, do not index it. Is his last name Larson? Probably, but we do not make assumptions on anything.
With the second name on the document, you will index it as follows:
Given Name: Wendela or Anna V.T.
Surname: Larson or Bentsen
We index all name variants, separating them by the word Or. On later Declarations and Petitions, starting about 1930, the name that the petitioner came to the US under is listed on the document as under the name of. If I came to the US under Josef Baumstein, but my application is Joseph Stein, it is indexed as above.
We give married women the benefit of the doubt when it comes to names. I came as Izabel Baumstein, but now my name is Isabel Rosenthal, it is indexed as:
GN: Izabel or Isabel
SN: Baumstein Rosenthal
If an unmarried woman changed her name from Izabel Tribianni to Isabel Tribbiani (I'm watching Friends right now, lol), it is indexed as:
GN: Izabel or Isabel
SN: Tribianni or Tribbiani
Even if it's one letter off (see Tribianni), we index it. The researcher looking for their relative will be able to see the name difference. My maiden name ends in man, but my great-grandfather came under the name that ended in manN, so I can look for both spellings if the name is man Or Mann.0
