Church Resources For Indexing


This will periodically be updated as I find more and more resources that might help you as well as better organization of material that I find.

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Last Updated:
March 9th, 2013

 Did You Know Tips:

 HAVE A QUESTION OR NEED HELP

  • Ask a Question
    • To search for an answer to a specific question you may have while indexing, click Help on the menu bar, and then click Ask a Question. Enter keywords in the box, and click Ask. This is a fast and easy way to get answers. 

  • Project Instructions
    • Many questions can be answered in the Field Help and Project Instructions section, found in the bottom right corner of the indexing screen. Field Help changes as you move from field to field. To find project instructions, click the Project Instructions tab.

  • Field Help 
    • If you have questions on how to index information, Field Help is the first place to look for an answer. Read them, and be sure to click the examples.
    • Field Help should appear in the bottom right corner of the screen while you are indexing a batch. If you cannot see them, click the Field Help tab, or move your mouse cursor along the right edge of the data entry area until it changes to a double arrow. Once it changes, click and drag the double arrow to the left to make the Field Help appear. 
    • Most field helps include a link (a blue underlined word or phrase) that you can click to see more information about that field, including an example image and how it would be indexed.


  • Help Links
    • Every blue underlined word in the Project Instructions and Field Help is a link that you can click to access more information.


  • Resource Guide
    • New to indexing? More help is available in the Indexing Resource Guide at http://indexing.familysearch.org. Click the Help tab, and then click the Resource Guide link to find resources for indexers. Click here to go directly to the Resource Guide. 
    • For a quick reference tool and general information about indexing, arbitration, and more, go to http://www.indexing.familysearch.org. Then click on the Help tab at the top of the window to see the Resource Guide.


  • Tutorials


  • Handwriting
    • To learn more about old handwriting, go to http://indexing.familysearch.org. Click the Help tab, click Resource Guide, and then under Reading English Handwriting or Language Resources, click the topic of your choice.


  • Basic Indexing Guidelines
    • Find basic indexing guidelines in the Help. Press F1 and look for Basic Indexing Guidelines in the list on the left. There are guidelines for names, dates, places, and unusual images.


  • F1 Key
    • While indexing, press F1 for basic indexing helps and information.


  • Tool Tip
    • Hold your mouse steady over an icon in the Image or Data Entry Toolbar for a description of what the icon will do.


  • Frequently Asked Questions
    • To access frequently asked questions about indexing, click Help on the menu bar, and then click FAQ.


  • Lookup List
    • A lookup list is a list of common entries for a specific field. You can use this list to help you decipher hard-to-read words. If a word is not in a lookup list, type what you see on the document. The entry will be marked for the Quality Checker to review, but this does not mean you entered it incorrectly. It only means that you should recheck what you typed to be sure it is what was written on the document 
    • To open a lookup list, click in a field, and then click the down arrow that appears on the right side of the field. Click Lookup.... If a down arrow does not appear or Lookup is not an option on the drop-down list, then a lookup list was not set up for that field.


  • Local Help
    • For local help with indexing, click Help on the menu bar. Then click Contact Support to get contact information for your local indexing administrator or FamilySearch Support.


  • Update to Project Instructions
    • To access answers to questions about a specific project, open a batch from that project, click the Project Instructions tab in the lower right corner. If you scroll to the bottom of Project Instructions, there should be a link to Project updates. You can recheck these updates for the latest information about indexing a project.



PREPARATORY BEFORE INDEXING

  • My Messages
    • To get updated instructions for current projects and information on planned system downtime, please read the messages from Church headquarters that appear in My Messages on the application start page.
  • Download Batch
    • When you click the Download Batch button, the projects that appear in the list are determined by your preferences. Click Edit My Preferences to change the projects you would like to see in the list. To view the whole list, click Show all projects. Click on one of the headings (Project Name, Description, etc.) to sort the list by that column.
  • Language
    • To change the language of the application, click Tools, click Options, and then click the Language tab. Under Application Language, click the drop-down arrow and select the desired language. Click OK to close the application. Reopen the program for the change to take effect. 
  • Personal Information
    • Keep your e-mail address and other personal information up-to-date so forgotten user names and passwords can easily be sent by e-mail. On the application start page (or My Work page), click Tools, then Options, then the Personal Information tab, and then the Change My Information link.
  • Status Bar Information
    • The lower left corner of the indexing screen will show how many images and records are in your batch. It also shows which image and record you are currently indexing.
  • Print Messages
    • To print messages from your My Messages list, highlight the text in the message, and then press Ctrl+C to copy the text. In a word processing program (such as Wordpad, Microsoft Word, or Corel WordPerfect), press Ctrl+V to paste the text. You can print the document from there. 
  • Tool Tip
    • Hold your mouse steady over an icon in the Image or Data Entry Toolbar for a description of what the icon will do. 
  • Return a Batch
    • You can return a batch at any time for someone else to complete. While the batch is open, click the File menu. Click Return the batch, and click OK. 
  • Share a Batch
    • When you have questions about how to index information, you can ask that someone look at your batch with you by giving that person the Share Batch number. To obtain that number, open or highlight a batch, click File on the menu bar, and then click Share Batch. Give the number to the person helping you so he or she can view your batch and better understand your question. 
  • High Priority Download
    • When you click the Download Batch button, a list of projects that meet your preferences appears. One of the projects will be highlighted. FamilySearch has designated this project as a top priority. 
  • Work Offline
    • If you want to index while not connected to the Internet, disconnect and then click the Work Offline check box in the upper right corner of the start page. When you are ready to save or submit your work, connect to the Internet. Then click the box next to Work Offline to remove the check mark. 


WHILE INDEXING

  • Adjust Highlights
    • To adjust the highlights to better fit your image, click View and then Adjust Highlights. Move the cursor to the image, and a series of yellow boxes surrounded by a red border will appear. Click and drag the small red boxes in the corners of the border to fit your image. Click Adjust Highlights again to turn this feature off. Program helps (F1) include more specific instructions.
  • Fine Tune Highlights
    • Fine tune highlights by clicking View and then Adjust Highlights. Move the cursor to the image and then to a yellow box until crossed arrows appear. Left-click, and hold and drag the yellow box to the correct area. 
  • Hard-to-Read Letters
    • For hard-to-read letters, look for other words on the image that use the same letter. For additional help, press Ctrl+Alt+H, or click the Handwriting Help icon (which looks like a quill pen in an inkwell) to open the handwriting help screen.
  • Lookup List
    • Keyboard Shortcut: To access a lookup list, highlight the field, and press Ctrl+F. 
  • Image Type
    • After downloading a batch, you may be taken to a Header Data tab with an Image Type field. Information that applies to the entire image is entered on this tab. The Normal Image Type refers to any image that should be indexed. If the image cannot be indexed, select the option that applies from the drop-down list in the field.
  • Special Characters
    • Keyboard Shortcut: To index letters or characters not found on your keyboard, click at the point in the text where the character is needed (or simply stop typing if the next character you need to type is a special character). Then press Ctrl+L, and select the character you need.
  • Previous or Next Image
    • To see the image before or after the image you are indexing, click View on the menu bar, and then click Show Previous or Next Image, or click the Display previous or next image icon. 
  • Previous or Next
    • If you receive the first batch from a group of documents, you will not have access to a previous image because one does not exist. When you click the Previous Image button, a message will appear telling you that the previous image is not available. A similar message will appear if you receive the last batch from a group of documents and click the Next Image button. 
  • Save Your Work
    • You can save your work and return later to complete a batch. As you work on a batch, click the Save icon, or press Ctrl+S at any time to save your work. It will be saved to your computer and to the indexing server, if you are working online. If you are working offline (or not connected to the Internet), your work will only be saved to your computer. 
  • Undo
    • Keyboard Shortcut: If you make a mistake, press Ctrl+Z to undo the last thing you did. You can undo additional entries or actions in the table or form by pressing Ctrl+Z repeatedly. If you press Ctrl+Z accidentally, press Ctrl+Y to redo the last action. 
  • Clear Field
    • To clear a field, right-click in the field and select Clear Field, or click the field and press Delete. To clear an entire record, click any field in the record, and press Ctrl+Delete.
  • Ditto Fields Below
    • To copy information from a field into the same field in all records below it on the image, right-click in that field, and then click Ditto Fields Below in the menu that appears. 
  • Organize Fields
    • To change the order of the fields in the entry table or form, click View on the menu bar, and then click Organize Fields. In the left column, click the field you want to move. Use the up or down arrow to move it to the desired position. 
    • Another way to access Organize Fields is to right-click anywhere in the field names row (in table entry), and then select Organize Fields from the pop-up menu.
  • Hide Field
    • To hide a field (after indexing the requested information for all of the records), right-click on the column heading for that field, and click Hide. If you accidentally hide a field, press Ctrl+Z to bring the field back, or click View, and then Organize Fields. Note: Quality check will reveal hidden fields that need to be resolved before the batch can be submitted. 
  • Batches Expire
    • Batches expire after seven days, and sometimes sooner. If you cannot complete a batch in time, your work will be saved and sent to another indexer to finish. Note: Save your work before it expires. If you work online, your work is saved to FamilySearch when you close the batch or the application. If you index while offline, you need to connect to the Internet to save your work to FamilySearch. 
  • Other Computers
    • To complete a partially indexed batch on a different computer, first close the batch on the first computer by returning to the start page or closing the application. Your work is saved to FamilySearch automatically if you are connected to the Internet. Then go to the other computer, and sign in. Open the batch you were working on, and then click File. Click Retrieve from Server. The work you saved on the first computer will be downloaded.
  • Punctuation
    • Do not type periods, commas, or semicolons. Use hyphens and apostrophes when they are used in a name or other information, such as Wilson-Gaston, son-in-law, or O'Brien.
  • Entering Names
    • Type given names or surnames as they are written. Do not expand abbreviated names. For example, when a name was written as Wm, index Wm not William. 
  • Add Records
    • To add record lines, click Tools, and then click Records per Image. Type the number of records to match the number of records on the image. Click OK. To insert a record at your current location or add one after the last in the table, use the Insert or Add Record icon on the toolbar. 
  • Remove Records
    • To delete unwanted lines, click Tools, and then click Records per Image. Type the number of records to match the number of records on the image. Click OK.
  • Check the Image
    • Look for a second page on each image you index. To do this, either click the Zoom Out icon (the blue circle with the minus sign) until the magnification is reduced to 25%, or click the Image Navigation tab and click and drag the dark grey rectangle to scan the whole image. 
  • Insert a Record
    • Keyboard Shortcut: Press Ctrl+Insert to insert a record before the currently selected record.
      Note: You must not be in edit mode for this to work. Press Esc or Tab to get out of edit mode. 
  • Delete a Record
    • Keyboard Shortcut: To delete the currently selected record, click the Delete Record icon.
      Note: You must not be in edit mode for this to work. Press Esc or Tab to get out of edit mode. 
  • Append a Record
    • Keyboard Shortcut: To add records at the end of a batch, press Ctrl+Shift+Insert. 
  • F1 Key
    • While indexing, press F1 for basic indexing helps and information. 
  • Adjust the Image
    • If an image is hard to read, use the Zoom, Invert, and Brightness or Contrast icons on the toolbar to adjust the image. 
  • Using the Tab Key
    • Keyboard Shortcut: Press Tab to move forward from field to field. Press Shift+Tab to move backward from field to field.  
  • Image Definition
    • An image is a picture of an original document. The image can consist of more than one page or document. A document can be in the form of cards, open book pages, etc. 
  • Record Definition
    • A record is the information regarding a principal person (the main person for whom a record was created) and the associated event. Specific pieces of the principal person's information are entered into fields. For example, names are usually entered into Given Name and Surname fields.
  • Tool Tip
    • Hold your mouse steady over an icon in the Image or Data Entry Toolbar for a description of what the icon will do. 
  • Quality Check
    • To start Quality Check when you are not at the end of a batch, click the Quality Check tab. This checks for information not in the lookup list. It does not mean that what you entered was incorrect. Check what you typed against the information on the image to verify that you entered it correctly. 
  • Blank Fields
    • Required fields list Required in the field. If a required field is blank, click in the field, and then press Ctrl+B to mark the field as blank. If a non-required field is blank, press Tab to skip that field and move on. You do not need to mark it as blank. 
  • Marked for Quality Check
    • Fields marked for Quality Check can be displayed with a background color instead of the red wavy underline. The transparency (intensity) of the background color can be adjusted to your liking. To make your selection and set the transparency, click the Tools menu. Then click Options, and select the Display tab. 
  • Right-Click Menu
    • When you right-click in any field, a pop-up menu appears. The menu has most of the commonly used editing features.
      • Mark Field Blank, Mark Field Unreadable, Clear Field
      • Mark Record Blank, Mark Record Unreadable, Clear Record
      • Ditto Fields Below and Lookup
  • Image Navigation
    • The Image Navigation panel is a great way to move the image around to see a specific area. The greater the zoom level, the more helpful the Navigation tool. Click the Image Navigation tab, and then click and drag the dark grey rectangle in the navigation window to the desired area. 
  • Required Fields
    • Required fields will be marked with a colored background (or red underline, depending on your preferences) if information is deleted and not replaced. These fields are marked to remind you that they need your attention before submitting the batch. 
  • Move Highlights
    • You can adjust highlights by pressing Ctrl+Alt+an arrow key (up, down, left, or right). 
  • Reselect Field
    • You can press the F2 key to reselect the field previously selected after displaying or closing the Previous or Next Image Viewer or after closing a Project Home Page or other browser window launched from the work page. You do not need to use the mouse to reselect the field. 
  • Highlight Color
    • You can change the color and transparency of the highlights. Click the Tools menu, and then Options, and then the Display tab. To change the color, click the dark grey trangles, and select a different color. To change the percent of transparency, click and drag the slider control underneath the color bar. 
  • Quick Highlight Adjust
    • You can adjust highlights using the Ctrl key. 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 highlights. 
  • Accepting Values
    • When indexing a name or place not found in the lookup list, double check that what you indexed matches the information on the document. Then press Ctrl+T before moving to the next field. This will accept the information you typed and eliminate the need to review that field again during Quality Check. 
  • Change All to New Value
    • During the quality check, click the Change all to new value button to change all instances of the original entry to the new value, which is shown to the right of the button. 
  • Work Offline
    • If you want to index while not connected to the Internet, disconnect and then click the Work Offline check box in the upper right corner of the start page. When you are ready to save or submit your work, connect to the Internet. Then click the box next to Work Offline to remove the check mark. 
  • Duplicate Image
    • A duplicate image is one containing an exact duplicate of a document that appears in a previous image in the same batch; usually the image immediately precedes the duplicate. (The image may have been captured twice.) Index the image that is easiest to read, and mark the other image as a duplicate in the Image Type field. 
  • Blank Image
    • A blank image is one that contains no information or a form that is not filled in. (The header at the top of the form may have some information, but there are no records to index.) If a blank image is included in your batch, select Blank Image in the Image Type field for that image. 
  • No Extractable Data
    • A no extractable data image is one that does not have records to index, such as:
      • A table of contents
      • A different record type than is being indexed
      • Notes made by the photographer
  • Unreadable Image
    • An unreadable image is one that is too light, too dark, or too damaged for you to index any of the required information. 
  • Lookup List
    • A lookup list is a list of common entries for a specific field. You can use this list to help you decipher hard-to-read words. If a word is not in a lookup list, type what you see on the document. The entry will be marked for the Quality Checker to review, but this does not mean you entered it incorrectly. It only means that you should recheck what you typed to be sure it is what was written on the document.
    • To open a lookup list, click in a field, and then click the down arrow that appears on the right side of the field. Click Lookup.... If a down arrow does not appear or Lookup is not an option on the drop-down list, then a lookup list was not set up for that field.
  • Larger Text Size
    • You can change the size of the text in the data entry area. Click Tools in the menu bar, click Options, and then click the Text Size tab. Select the size you want, and click OK. 



Examiners
  •   Arbitrators: Arbitration
    • Compare the values from the A and B indexer with the image. If the A value is correct, click the field in the A column. If the B value is correct, click the field in the B column. If neither is correct, enter a new value on the Arbitrator column. Press Enter to move to the next value that needs arbitration. 
  • Arbitrators: Match Records First
    • Before you start arbitrating records, click the Record Matching tab and make sure that the records from the A indexer and B indexer line up or match. One indexer may have skipped a record. Fix any problems before arbitrating. See Record Matching in the Help for more information. 
  • Arbitrators: Viewing Names When
    • If you cannot see the names to compare them, right-click in the column heading "Key A Records" or "Key B Records," and select Record Matching Fields. Move the names to the top of the list. This only applies to the Record Matching tab. It does not affect how fields appear on the Arbitration tab. 




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