♦ Cliff Notes Version
- Use the headings as listed above
- EVERY person listed on a stone gets indexed (with one exception)
- Each person gets their own line in the index (no one shares!). For example, if a stone has five names you would use five lines in the index - one for each person.
- Each line should be accompanied by the # or name of the photo (without this information it's impossible to tie the index to the photos!)
Photo #1 would index like this. The relationship column is used to explain why John & Mary are indexed with photo 1. They're named on this stone, but only as parents (no birth or death dates for them).
Pre-Set Stones. These are set in advance and everyone named on the stone is living. Therefore only the SURNAME is indexed.
Mix of living & deceased. Only the deceased is indexed as the other(s) named were born within the past 100 years.
Reverse Sides. Many stones have inscriptions on the back that name living children and grandchildren. Do not index their first names, treat it just like Photo A and index only the surname, then include a note in the Note to Admin column.
Scenery photos are defined as photos of cemetery entrances, the grounds, section markers and other 'non headstone' photos.
Indexing scenery photos is very simple - put the photo name in the PHOTO# column, then a 0 (that's a zero) in the SURNAME column. That's it! Please leave all other columns blank.
Footstones can be frustrating as they rarely include the surname and it's a guess which headstone they match up with.
Where possible please try to match the footstone with a headstone so a surname can be included (e.g. 9a). If that's not possible put a ? in the SURNAME column (e.g. 9b).
If a footstone does not include any birth-death dates, put 'footstone' in the DEATH column.
♦ Illegible or hard to read stones
Some stones are difficult or impossible to read but they too need to be indexed. Here's how:
(x1) If completely illegible: Put (unreadable) in the SURNAME column and move on
(x2) If the name is illegible but dates are not: Put (unreadable) in the SURNAME column and the dates in the BIRTH & DEATH columns
(x3 & x4) If part of a name is illegible, index as normal but put a ? where illegible
♦ Foreign language stones
Not all stones are in English. If it's a language that uses the latin alphabet, index the names as you see them even if you don't understand the language.
If the latin alphabet isn't used, leave the FIRST NAME column blank, put (Not In English) in the SURNAME column and if possible fill out the rest of the columns as usual.
♦ Columbariums & Memorial walls
If names are easily readable (zoomed in no more than once) then index each one as you would a regular stone.
If names are not easily readable or require several zooms to read, index it like you would a scenery photo.
♦ Distant views
With large monuments some photographers will take a distant photo that shows the entire stone, then several close-up photos so the inscription can be read. For these photos, please index the distant photo by surname only (leave all other fields, except for photo #, blank) and indicate in the 'Note To Admin' column which close-up photos this stone belongs to.
HEADINGS in DETAIL
♦ PHOTO #
The Photo # is the name or # of the photo (ie. DSC00565.jpg) This is important as without a photo name/number there is no way to tie the photos to the index. Please be sure that for every name on a photo that is indexed, that the PHOTO# field is filled in.
If indexing your own photos: If you have renamed your photos using a numbering system (e.g. 001-BROWN-John.jpg) use just the number as the PHOTO# in the index, it'll save you some typing!
If indexing others photos: The photos will come named with a cemetery code (e.g. CAA11000-001-CanadaGenWeb-Cemetery-Province-Locality.jpg). Use the part between the first two dashes as the photo #, in this example the photo # would be 001.
♦ FIRST NAME
The FIRST NAME field is for first, middle, nickname and title of each person. Please use mixed case when entering the name.
- The first name should always go first even if the person had a title.
- Middle name should go after the first name but before nickname & title.
- Put nicknames in "quotation" marks (no brackets please!).
- Titles should go at the end (this includes Rev, Mrs, Dr).
Example: Reverend Albert "Bert" Frederick Brown
Note how Michael Gross was indexed just once, as a spouse, even though he is shown further down the stone as a father. For this type of occurence, chose the first known relationship (e.g. spouse over parent).
♦ NOTE TO ADMIN
This is where you can leave a note for the Project administrator. Does a photo need to be rotated? Have a question? Want the admin to take a second look at the photo? Any comments in this column are NOT placed online.
TRANSCRIBING A PHOTO
As noted above, when indexing a photo a transcript is not needed if the photo can be read. However if a photo is difficult to read a transcript can be helpful.
First, index the photo, then type a transcript into the COMMENTS column. Put a / where there is a line break. Please do not put any carriage returns into the index, the transcript should end up in one long line like this:
Phebe / relict of / Charles Gage / who died Nov 1st 1884 / aged 74 years / Mother thou art gone to rest / We will not weep for thee / For thou art now where oft on Earth / Thy spirit longed to be
* Note to transcribers: When indexing a transcript, please be sure to each index person named on a stone separately, then copy the transcript into the COMMENTS field of each person.
Indexing goes faster when you can see both the photo and the index at the same time.
To do this using one computer: Minimize the window with the index and put it in front of, beside, or below the photo. You can then type while looking at the photo.