Indexing Guidelines

Use these guidelines below for a general information for indexing records on Kindex. Please note that specific Kindex Projects may have other indexing guidelines you will need to follow. For a step-by-step guide on indexing in Kindex, see Getting Started.

Overview Indexing is both adding information to and extracting information from a record. When you index a record, it becomes far more valuable than a non-indexed record, due to its ability to be searched, organized, and applied in many different ways.

On Kindex, indexing is comprised of three steps:

  1. Add Record Info to your record.
  2. Transcribe the record
  3. Tag the record

Record Info Indexing begins when you upload a record and add a title, choose a record type, and assign the record to a person. This macro data helps Kindex sort the record and search the record using its name, record type, or title.

Transcription A transcription is an written copy of what is written or spoken in an original record. In the case of a written document, you type what you see. If there is no text found on the record (such as a photo), you can add a description of the photo using the image tool. In the case of an audio or video record, you type what you hear.

Tag Record tagging is a way to add information to your record that would otherwise not be found through searching the Record Info or Transcription. For example, you may tag the word “he” in a letter as “Ellsworth Clark”. This will allow the record to be searched and shared by that proper name. Other information in the Tag step includes subject keywords, provenance, places, and dates.

General Indexing Guidelines When transcribing records, here are a few guidelines.

  1. Type the words you see. Your transcription text should mirror the original, even if there are mistakes. For example:
    1. Keep original spelling and grammar, even if it is incorrect. You may spell out the correct word using the spelling button, which adds the correct word to the record but leaves the original spelling intact.
    2. Keep name, place, and date abbreviations as they are, even if you know who or what the abbreviation stands for. You’ll have a chance to clarify exactly who, when, or where later in the tagging step.
  2. Match content, but not appearance. While your text should match the original content, don’t attempt to format your transcription to match the source record appearance. For example:
    1. When typing a paragraph of text, do not force lines to break at the same place they break in the original record. If you must force a line break within a paragraph, such as a break between two lines of an address, you may do a “forced” or “soft” return (shift + return). This will create a line break without spacing between the lines.
    2. In the area where you type your transcription, all text is left-aligned. If you are transcribing text that is centered or right-aligned, do not attempt to match the alignment of text by adding spaces to the text.
    3. Do not add multiple line breaks to add space between lines, even if there is space in the original record.
  3. Transcribe all text. Transcribe all the text you see, even if it’s crossed out. However, don’t add information that is not there. Stick to what you see.
  4. What if you’re not sure? If you are unsure about anything in your transcription, you can make a note or comment in the comment field below the transcription window. If you must comment within in the transcription area, be sure to place it within double brackets [[ ]].

Transcription Buttons

Undo Undo your last action
Redo Redo your last action
Strikethrough Format transcription to match strikethrough text in original. Highlight word or phrase and click the Strikethrough button.
Spelling Use where text is misspelled or abbreviated and you want to add corrected or full word.
Inline Note Use when record has text inserted within a line. Highlight the text above the line and click the inline note tool.
Marginal Note Use for notes written in the margin or otherwise not part of the flow of the document. Marginal notes appear as footnotes within the record. Highlight the text above the line and click the inline note tool.
Image For records that contain images, or for records such as photos, use the image tool to add a description of the image within the transcription. Images are numbered in the case of multiple images on a page (as found in scrapbooks). You may also delete an image description box.
Illegible Text Use when you are unable to transcribe a word or phrase. To mark an area that has illegible text, place your cursor where the text should be and click the illegible text button.
Page Break To add a page break, click this button.
Help Click the Help button to get indexing helps and guidelines.

Tag Buttons

Person Tag Highlight a name or pronoun to tag a person. Choose from people already in your person list or add a new person.
Place Tag Highlight a location in your transcription and add a place tag.
Date Tag Highlight a date in the transcription and add a standardized date.

Other Buttons & Tools

Record Info View the record's Title, Record Category, and Person.
Expand Workspace Expand your workspace as needed.
Reduce Workspace Reduce your workspace as needed.
Push Text Right Shift the text to the right.
Push Text Left Shift the text to the left.
A+ Text Size Increase Increase the size of your text in your transcription on the Share Screen
A- Text Size Decrease Decrease the size of your text in your transcription on the Share Screen