How to add missing names to an indexed record

Article Id: 22847
October 18, 2024
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In some record collections, such as census records, you can add names that the original indexers missed.

Before you begin

Determine if you are able to add missing names to the indexed record.

From a record details page (the page showing the indexed information):

  • Look for an Edit button. Is it gray? If so, you cannot edit the indexed record.
  • Is the Edit button blue? If so, click the button.
    • Do you see a box with more Edit buttons? If so, the collection allows limited editing. You cannot add missing information.
    • Does a new screen appear with the image on the left and a panel on the right showing the indexed information? (On the mobile app, the index data is often below the image.) If so, the collection is fully editable. You can add the missing information.

From a record image on Explore Historical Images (website only):

  • At the top of the right panel, click Image Index.
  • Do you see "This image has not been indexed"? If so, you cannot add the missing information.
  • Do you see a list of names? If so, you can add the missing information.

Steps (website or mobile)

  1. Navigate to the editable image index:
    1. Click the Edit button on a record details page (the page showing the indexed data). On the transcription panel, click the back arrow.
    2. At the top of the transcription panel of an image in Explore Historical Images, click Image Index.
  2. Enlarge the image so you can see the information that you want to add to the index.
  3. At the bottom of the transcription panel, click Add.
  4. Click the down arrow and then click a Name Type.
  5. Click Add Given Name.
  6. Enter the name and then click Add Highlight.
  7. Hover over the correct word in the image. Resize and position the new box that appears. Click the check mark.
  8. Click Save.
  9. Click Add Surname and repeat the process as for the given name.
  10. Click Add Sex.
  11. Click Next
  12. In the Record Type field, click and begin to type a record type. Click the best match in the list. For example, Census.
  13. Click Save.

You now see headings for different kinds of information that you can add. Add relationships after you enter all missing names in the household on a census record.

  1. Click a pencil icon and add information about the newly created name.
  2. Click the information type that you want to add.
  3. Enter information in the field.
  4. Click Add Highlight.
  5. Hover over the correct word on the image. Resize and move the new box. Click away from the highlight.
  6. Repeat steps 2-5 and add more information about the person.
  7. To add other kinds of information, click Add More Information.
  8. Click the information type that you want to add and click Update.
  9. Click in the newly added field and enter the information. Add a highlight.
  10. Click Save.

Repeat the steps for the other headings in the indexed information panel. If more people are missing, repeat the steps about each missing person. After you enter all names, mark the primary name in the indexed record.

  1. In the Image index, click the name of the primary person in the record
  2. To the right of Essential Information, click the pencil icon.
  3. Under Primary Name, click the circle beside Yes.
  4. Click Save Changes.

With all names added and the primary person set, you are ready to add or correct relationships. Begin with the primary person and add the relationships as stated on the document.

Move a name to the correct relationship in historical records
How do I correct relationships in the transcription of a historical record?
Correct or add a relationship when a name is on a different image in the historical record
What is a primary name or person in a historical record?

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