Folders manage the basic level of all archival records that you work with. You create folders to capture the metadata, which is descriptive information associated with each record. That information includes Record Title, Cover Tag, Volume, Dates, Locality, and Record Type.
Use the Folder Information screen to enter or revise the descriptive information (metadata) associated with a folder. The Folder Information screen opens automatically when you create a new folder. To access metadata for an existing folder, select a folder and, in the Folders section of the PLF screen, click Information.
If the folder date, locality, or record type is outside the range of the parent listing, an error box displays around the data field. To view a description of the issue, hover your mouse curser over the field. DCam prevents you from saving the folder until the non-compliant data is corrected.
Note: If you modify the folder metadata, make sure to delete any images within the folder that are no longer compliant with the listing.
Sections:
Folder Information Screen Fields
Reviewing and Correcting Folder Information
Deleting a Folder
Moving Folders
Folder Information Screen Fields
The following are descriptions of the fields in the Folder Information screen. For help in entering information, you can display tool tips by hovering your mouse over a folder information field name. They include guidelines to help you enter the correct information in each field.
Use Information from Folder
The field Use Information from Folder can reduce your need to re-enter the same information in new folders that are similar to folders in the same listing. If you are continuing to capture the same record types within the same listing, you can copy information from a previous folder by selecting a folder from the Use Information from Folder drop-down menu. After selecting the folder whose information you want to duplicate, you can then change the Record Title and, for example, add a different volume designation and different dates while the rest of the information remains intact.
Cover Tag
Cover tags enable you to describe whether you were able to capture the cover of a set of documents. Click the drop-down menu to select one of the following:
- If the cover will be captured as expected, select Cover will be captured.
- If the archive or record custodian has made a specific request that the cover or container is not captured, select Cover will not be captured.
- If the cover is not physically present and cannot be captured, select Cover unavailable or missing.
- If you have imported images into a folder, select Imported documents. In that case, DCam sets the cover tag to “Imported Documents.” This cover tag cannot be changed by the user.
Note: The imported documents option does not display if you did not import the documents.
Record Title
Record Title is the actual title on the records with which you are working.
This field should not include the specific locality. It should, however, include the actual title on the group of documents you are capturing. The title is typically located on one of the following:
- On the folder’s tab
- Outside of the document box
- On the spine or title page of a book
- On the document binder
- On a document container list provided by the record custodian
The title should not include locality, dates, or volume. For example, if the physical manila folder holding the documents has Probate Packet 4 1818–1830 written on it, only enter probate packets in the record title field, since the volume and dates have their own fields to be filled in.
Volume Designation
In the volume designation field, type the combination of letters, numbers, and special characters used to identify the group of records on which you are basing the folder.
Follow these guidelines when entering a volume designation:
- If the volume designation contains the date range within the group of records on which you created the folder, do not enter the date again in the volume designation field. For example, for a volume of “Vol 2 1890–1891,” enter “2” in the volume designation field. This field should never include dates, even if the repository uses dates in their volume names.
- If there is an index, use the volume designation code assigned to it. If there is no index, use the volume designation code currently used by the repository.
- Where the volume designation code is not found, type a hyphen. For example, if the document description states Birth Records 1890–1891, do not enter the dates in the volume designation field; instead, type (-).
- When the volume designation code contains a range, do not enter the range you find in the label of the record group. For example, for a volume designation “Vol 2 1890–1891,” in the volume designation field, enter the number 2.
- For a volume designation “Vol 4,” with an alphabetical range that goes from A through TR, enter 4 (A-TR) in the volume designation field.
- For a volume designation “Box 5,” with a probate range within it defined as “Case file 12456–12525,” enter 5 (Case file 12456–12525) in the volume designation field.
- If there are any gaps in the ranges, enter that information in the folder comments field.
The dates fields include the dates when the record was created or recorded and not the date when the recorded event occurred. In some cases, this may be the same date. Use the most granular date possible.
Dates
As much as possible, enter dates for full year ranges. For example, if the records are for the entire year of 1837, enter 1837 in the first date box and again in the second date box. If the date includes multiple years, for example 1837–1840, enter 1837 in the first box and 1840 in the second box.
- To change the year, click the down arrow or up arrow in the year field.
- To increase or decrease the year by 100 years, click the Year field, and press the Page Up or Page Down keys on the keyboard.
- To delete a year, click the Year field, and press Delete or Backspace on the keyboard.
- Years can be entered from 1 to 9999 (for A.D. 1 to A.D. 9999).
- Years can be entered from 9999 to 1 (for B.C. 9999 to B.C. 1).
Enter months when describing partial years, such as February 1850 to June 1890.
- To add a month, click the Month check box after the dates field. The system adds a month field.
- To select a month, click the down arrow in the month field.
- Click the Month field, and enter the first letter of the month you need. The month displays in the month field. If more than 1 month begins with the letter, type the letter repeatedly until the desired month is displayed.
- To delete a month, click the Month field, and click the blank item at the top of the list.
Days
Days should only be added if partial months are within the group of records on which you based the folder. For example, June 1, 1837 to June 15, 1837.
To add a day, click the Day check box after the dates field. The system adds a day field.
- To select a day, in the Day field, click the down arrow or the up arrow.
- To delete a day, click the Day field, and click the blank item at the top of the list.
Multiple Time Ranges
Record dates may cover multiple time ranges. For example, a few records may be from 1850 to 1857, while others are from 1866 to 1867. You can use multiple time ranges in the listing and folder information.
To add an additional time range after 1 time range is entered, click Add. Add as many time ranges as you need.
When a time range is added, a remove link is displayed. To delete a time range, click the Remove link shown after that time range.
Describing Dates
When describing dates, use these guidelines:
- The date should be described from the earliest date to the latest date within the group of records on which you based the folder, in the DD Month YYYY sequence. For example, 02 May 1822.
- If the content for a group of records is not in chronological order, but has an alphabetical range, use the listing date range. Look through the collection, folder, or book to obtain a date range.
- If the content for a group of records is not in chronological order and has no alphabetical range, identify the best range possible.
- If the group of records covers an entire year from the first month through the last, just list the year. For example, 1879.
- If the group of records covers part or parts of a year, list the month and year range (Month YYYY–Month YYYY). For example, January 1879–March 1879.
- If the group of records covers part or parts of a month, list the day, month, and year (DD Month YYYY). For example, 2 January 1879–15 January 1879.
- If the group of records covers part of multiple years, list the month and year range. For example, March 1879–January 1880.
- If the group of records covers all months of multiple years, list the year range. For example, 1879–1880.
- If there are any gaps in the ranges, mention them in the folder comments field. Record date ranges included within the natural group by adding time range fields as described in the multiple time ranges section
- The begin date and end date are required. You cannot enter future dates.
The field titled These dates are confirmed to be correct is checked by default. Uncheck it only if the dates have changed.
Archive Reference Number
The archive reference number should always be used, if available, because it is the unique number that the record custodian uses to identify and track records. This is the value used to map custodian holdings and to facilitate provenance and inventory.
If the repository does not have an archive reference number, enter a hyphen (-).
Locality
Choose the most specific locality that correctly describes the entire set of documents in a natural group. Sometimes, this locality is found in the cover or document container, but sometimes it must be extracted from the records. It will always be the locality where the records were created.
The Places database governs the locality parameters. The database is located on the workstation computer, but it can also be accessed remotely through the internet here. The locality is described from the smallest jurisdiction (town, community, or parish) to the largest (country).
Definitions
- A Standardized Place is a locality that exists in the Places database and was reviewed by the Standards & Authorities team. If you see “Non-standardized Place” in the display below the Locality field, it means that the data in the Locality field is not a “Standardized Place” and will not be accepted by DCam. Verify the spelling or consider creating a “New Place.”
Note: Archive Only folders do not validate the place.
- A Provisional Place is a locality that was recently added to the Places database, but has not been reviewed by the Standards & Authorities team.
- A New Place is a locality you are creating for the first time. Once added to the Places database, a New Place becomes a Provisional Place. You can create a new locality via DCam as long as the parent jurisdiction of that locality exists in the Places database.
Selecting the Correct Locality
When you create a folder, DCam will auto-populate the locality from the listing. The locality you enter/select must meet the following criteria:
- The locality you select must be a place that exists in the Places database.
- The locality must be a place that exists as a smaller jurisdiction under the listing locality.
- The locality must fit the historical version of the place that corresponds to the date(s) of the records.
- The locality selected needs to correspond to the locality where all the records in a natural group were created. This might differ from the location of the repository.
Some listing localities are broader, such as a region, state, or country. To add the smallest locality that corresponds to the records in the natural group, place the cursor before the first locality name in the Locality field. Begin typing the smaller locality names separated by commas. Select the correct standardized place from the drop-down list.
Note: You can also type/search alternate names of the locality to find the standardized match in the Places database.
The locality that you selected from the dropdown displays with a green border and background. It also displays the header “Standardized Place” along with an assigned ID number.
If you enter a locality that is not in the database, it displays with a red border and the header “Non-standardized Place.” It also displays with “Unknown Locality ID.” This indicates that the entered locality is a place that does not exist in the Places database and should be created.
Note: You can click Unknown Locality in the upper right portion of the dialog box to receive tips on finding a Standardized Place.
If, after further review of the documents and the database, you cannot find the appropriate locality, follow the directions under “Provisional Locality” below for creating a provisional locality.
Provisional Locality
Where no matching place exists in the database, a provisional locality may be created. In the Locality field, search and select the smallest jurisdiction that does exist in the Places databases in which the provisional locality needs to be created. Click Add More Specific Place to include more locality details on the “Create a Provisional Place” window.
For example, if the records you are digitizing should be described with “New Town, Vigo, Indiana, United States,” but the best database option available is “Vigo, Indiana, United States,” select “Vigo, Indiana, United States” from the drop-down list, then click on “Add More Specific Place” to create New Town as a provisional place. Select the jurisdiction type under “More Specific Level Type”. Type “New Town” in the Provisional Place Name field. Finally, select Language of Name from the drop-down. When you click Save, a confirmation screen displays. Click Confirm. Under the Locality field, it displays this as a “New Place: Provisional Place.”
Note: DCam queries the current local or remote Places database each time it starts so that the list of localities is up to date. Even if a previously submitted “New Place” is still pending review by the Standards & Authorities team, it will still be available as a “Provisional Place” in the Places database.
The distinction is that a “New Place” is one that you are submitting for the first time. A “Provisional Place” is a locality that has already been submitted but has not yet been approved or certified. These will appear with a light brown border and display the header “Provisional Place.”
To add the locality in the locality field, begin entering locality names from smallest, such as the name of a town, to largest, such as a state, separated by commas. Select the correct locality from the drop-down list, making sure to take dates into consideration.
Multiple Localities
If the group of records on which you are basing the folder covers multiple localities, select the lowest common locality. For example, if a group covers localities such as Provo and Salt Lake City, choose Utah, United States.
If the group of records on which you are basing the folder covers records for a locality that has changed names, use the first locality name found with the records. For example, if a record group contains localities such as “Kingdom of Hawaii” and “Hawaii Territory, United States,” where “Kingdom of Hawaii” is on the cover or title page of the first record, select Kingdom of Hawaii.
Language
This field is the language of the record. Where there is more than 1 language per folder, choose any other languages from the other languages drop-downs. For example, if you were capturing images in Ghana, you may enter French as the primary language of the records and English in the Other Languages field.
Note: Select View in DCam Language to view text fields in the current DCam language. Select View in Listing Language to view text fields in the selected primary language.
Record Type
Record types are used to identify and categorize the documents that are being captured. Record types become part of the folder metadata and are used by FamilySearch to help guests browse, particularly when records have not been indexed.
The Standards and Authorities team manages a database of standard record types which cover all anticipated categories of records that you are likely to capture. Choose an existing record type from the database rather than enter a free-text record type on your own.
Note: A folder cannot be saved until a standardized record type is selected.
The record type you select should match with the content of the group of records on which you are basing the folder. All record types that apply to a folder should be added. If the record type provided is not the best option, select the appropriate record type that applies to the record group.
Avoid using an umbrella record type. For example, if the group of records on which you are basing the folder contains birth certificates and death certificates, include each individually as opposed to selecting a record type like vital records or civil registration.
Use the most granular record type possible. For example, event types such as birth or death are preferred over vitals or civil registration. Marriage banns are preferred over only noting marriage.
Note: Marriage banns are the announcement of a couple’s intention to marry.
Record Type (Controlled Vocabulary) Database
DCam uses a controlled vocabulary (CV) database. It stores record types in a hierarchical structure. The database includes such categories as vital record, government record, legal, church record, and military record. When you are looking for the most applicable record type, DCam searches for the different levels. You can then use an auto-complete feature to narrow the list. For example, when you are capturing death records, in the record type box, enter death.
When one of the items is selected, the record type field shows that a standard record type has been selected. Each of the standard record types has an associated unique ID.
Multiple Record Types
While a folder typically contains documents that can be described with a single record type, sometimes a folder contains documents of different types. In that case, you can add additional record types, up to a total of 8. Click Add Record Type. An additional record type text box is added.
Under some circumstances, you can request record types in any supported language. The menu will update after the regular daily upgrade. To refresh the record types immediately, however, from the view menu at the top of the home screen, select Refresh Record Types. The record type you requested displays immediately.
If a record type needs to be removed from the folder, click the record.
Record Type Display and Folder Language
The language section designates the primary language. It designates the language in which the record-type text is displayed, but it does not change the record type ID. That is, if the primary language is set to Spanish, the text for the record type displays in Spanish without changing the numerical ID, which is the key information that is transmitted to headquarters.
Note: The entire set of control vocabulary record type values has not been translated into all languages. If DCam encounters a value that has not been translated into the target language, it displays the text in English with asterisks (*) before and after.
Selecting Tags
Image tags give additional information about the condition of the document. The condition of the document, or the type of material it is recorded on, might affect the quality of the image. These tags are used to inform the Image Quality team why an image may not meet FamilySearch quality image standards
To select a group of tags in the available tags box, click on each until they are all highlighted. Then click the right double-arrow. The tags you selected move to the selected tags box
You can also move individual tags in the available tags box by double-clicking each. The tag then moves to the selected tags box.
To move a selected tag from the selected tags box, click on the tag, and then click the left double-arrow. The tag moves back to the available tags box.
Note: Only tag images at the folder level this way if the majority of documents display this quality issue. If there is only a “scattering” of documents that present the issue, however, a better strategy is to tag them individually at the time of capture or during image evaluation.
Folder Comments
Folder comments give additional information on what the guest may experience when viewing the images in a folder. For example:
- If capturing records from a record group from which several of the pages are missing, record that information in this field. For example, enter, “Missing pages 35–42.”
- If there are numerous blocks of blank pages, record them. For example, enter Blank pages 105–200; 220–230 blank, not captured.
Once the folder information is complete, click Save and Capture to move forward into calibration and capture. Or click Save to save the folder information.
Note: If these issues are not obvious at the time of the folder creation, add the comments as you encounter them during image capture.
Reviewing and Correcting Folder Information
Step 1: On the home screen, click Manage Projects, Listings, and Folders.
Step 2: On the Manage Projects, Listings, and Folders (PLF) screen, select the project and the listing.
Step 3: In the folders section, click Information. The folder information screen displays.
Step 4: Check each field. Correct or add information as needed. For most fields, click in the field to edit or add information.
- If a field does not apply or you do not have the information, enter None.
- To edit or add dates, use the date drop-down menus under the date range.
- To edit or add a locality, begin entering the locality, and DCam displays a list of possible matches. Click the desired locality.
Deleting a Folder
Step 1: On the home screen, click Manage Projects, Listings, and Folders.
Step 2: On the PLF screen, select the correct project and listing.
Step 3: On the folders section, highlight the folder to be deleted.
Step 4: Click Delete.
Moving Folders
If images are accidentally captured to the wrong project or listing, they can be moved by dragging and dropping them from one listing to another or by completing the following steps.
Note: If a transfer to the hard drive is in progress, you cannot move folders. Also, the source folder and destination listing must be in an empty, open, or evaluated state. Folders can only be moved to an Approved or Archive Only listing.
Step 1: In the folders section of the PLF screen, select the folder that needs to be moved.
Step 2: From the More menu, click Move folder.
Step 3: Click the listing you want to move the folder to.
Step 4: Click Select.
In addition to using the menu option to move folders, you can move folders between listings using a right-click menu option. You can drag and drop a single folder from one listing to another. The same limitations that exist with the current menu option still exist; therefore, only those listed under open folders can be moved; closed, shipped, or completed folders cannot be.