How or IF to Cite an Index ?

I have a website, that always has a tab set to that Website: Evidence Explained A relatively new, but much needed resource for us. There is lots of material on the website and lessons that might be of interest to many of us.

As a user of Family Tree Maker, I know that it has a Template feature that is based on Elizabeth Shown Mills book of the same name, Evidence Explained! I have a copy of the book on my desk, especially when working with a New Record Type or document. I even look at it, IF I can't figure our which Template to use OR what the Key Word might be, to get me to the right Template.

If you have read much of this blog, my goal for 2012 is to get ALL of my Sources into the FTM Template feature.

But I am stumped, when I find a Record that is an Index. That is, NOT the complete information, but the record that is found points to another document.

I have heard, from several genealogists, that we should not Cite an Index. Paragraph 2.12, on page 48 suggests that in Index is a Tool and not the record. I agree with that. But Index points to the source that would be "the record". I agree with that as well. BUT, what is not talked about, it the time between finding the Index and being able to actually see "the document or record".

My mind can't keep track of what Indexes that I look at, and the associated record. Now, IF, I found the index and immediately was able to see the record, I might have a different answer. But to try to be consistent, I WILL cite Index Information and use a Template to do so.

Generally, the Indexes that I have found, so far, are for government types of records. City Tax Records, Birth and Death Indexes, for example.

What is the important information that I will find in an Index, would be the name of the person and that the record can be found elsewhere.

Usually, what is found in the Index is:

• Database Title
• Website creater/owner
• Website title
• URL
• Year

In looking for a template options, and what the Index Records were, I select the "Database Online (Courts & Governance, Derivative)" Template.

The template calls for the data listed above.

Pulling up the Citation Screen, the Citation Detail is looking for:

Enter the date the website was accessed, description of the item, and credit line (how the information is credited on the website)

That information is what is in the Citation Detail screen before you start to enter anything in that field. Likewise, the Citation Text says:

Enter pertinent text from the source and/or an explanation of the relevance of the data to your research

The Citation Detail, will provide me with enough information to know what document I am looking for, and the Citation Text would remind me who I was looking for in that document.

For example:

Online publication - Ancestry.com. Baltimore, Maryland Tax Records Index, 1798-1808 [database on-line]. Provo, UT, USA: The Generations Network, Inc., 1999.Original data - Baltimore City Archives. A Name Index to the Baltimore City Tax Records, 1798-1808. Baltimore, MD, USA: Baltimore, MD, 1981.

Source Information
Ancestry.com. Baltimore, Maryland Tax Records Index, 1798-1808 [database on-line]. Provo, UT, USA: The Generations Network, Inc., 1999.

Original data: Baltimore City Archives. A Name Index to the Baltimore City Tax Records, 1798-1808. Baltimore, MD, USA: Baltimore, MD, 1981.

About Baltimore, Maryland Tax Records Index, 1798-1808
The largest city in Maryland, Baltimore boasted a population of over 60,000 residents in 1800. This database is an index to the earliest existing general property tax records in the city, dating between 1798 and 1808. It provides the names of individuals and organizations, along with year of assessment and reference to the original city tax record. Containing over 5700 records, it can be a useful guide to more detailed tax information for researchers seeking ancestors from Baltimore ancestors.

That information is what was on Ancestry.com's website for this Index Hit. If I wasn't interested in the Template feature, I could just use this information, and some of it, would be included in the Web Merge for this Index hit.

Now, I Copy and Paste that information into the Citation NOTEs for that Citation. But here is what I entered into the Citation Detail:

accessed 09 May 2012; tax year 1798; page 166; 1799-1800; page 439; 1801-1803; page 384

 The Citation Text would have:

index for Samuel Worthington; citing Baltimore City Archives, A Name Index to the Baltimore City Tax Records, 1798-1808, Baltimore, MD, USA; Baltimore, MD, 1981

The Reference Note would not read:

"Baltimore, Maryland Tax Records Index, 1798-1908", database, Ancestry.com Operations, Inc, Ancestry.com (www.ancestry.com), accessed 09 May 2012; tax year 1798; page 166; 1799-1800; page 439; 1801-1803; page 384. index for Samuel Worthington; citing Baltimore City Archives, A Name Index to the Baltimore City Tax Records, 1798-1808, Baltimore, MD, USA; Baltimore, MD, 1981.

So, I know what I am looking for, and who I am looking for.

Now the trick here is "how will I remember to follow up". That is where the Task List or ToDo list comes in.

I will Copy and Paste that Reference Note, into my ToDo List for that person. I have a ToDo Category of Locate Source:

My Locate Source list isn't that log, at this point, but I could create a Category for the Baltimore City Archives or the Maryland Archives. Then, when I go to either of those repositories, I would print my Locate Source Category To Do / Task List and I have what  I need to locate that document.

To Cite an Index, is a User's Choice. Not required, but for me, It's important to keep track of those Documents / Sources, that I need to look for, but also to know when and where I found the information (Index) to look for that document.

The Bibliography Report also helps with the Identification of Index Records.

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Copyright © 2012 by H R Worthington

What to put into your Citation? - hint's

It's interesting as to how much information I miss after looking at the various screens in Family Tree Maker.

I have been struggling with Citations. If you have been following this blog, you will understand the struggle.

What I was missing was right in front of me, all of the time. That is the "hints" that are one the screens that we look at.

I'll start with a screen capture of the "Free Form" Source screen, when you want to add a new Citation. I have selected a known, no template used, Source, and clicked on Add, in the upper right. Look at what is grayed out in the red box.

What the Citation Detail box says "Enter the title, page #, file #, volume, Internet address". That is what is suggested to enter into this field.

In the Citation Text box says "Enter pertinent text from the source and/or an explanation of the relevance of the data to your research". Again, that is the suggested information to enter.

What is most helpful, and I just actually read the screen, is when you use the Template Feature. My question was "What do I entered into the Citation Details and Citation Text fields"

As you may now, is that different Census Records from various years,  and what should be entered into these two field. Here is the 1870 Census Template, clicking on Add (a new Citation) you see:

I already selected the 1870 Template, by Census Year and Location. The Hints for a New Citation, in the Citation Detail says:

Enter the civil division, page number consulted, dwelling number, family number, and person(s) of interest.

Citation Text is basically the same as before:

Enter pertinent text from the source and/or an explanation of the relevance of the data to your research.

What I should have looked at these hints much earlier. Here is the hints for the 1930 Census, which is what I suggested for the 1940 Census.

The Citation Detail says:

Enter the civil division, page number consulted, enumeration district, sheet number, street name, house number, dwelling number, family number, and person(s) of interest

The Citation Text:

Enter pertinent text from the source and/or an explanation of the relevance of the data to your research.


One more example, is a World War II Draft Registration:

Citation Detail:

Enter the date the record was accessed, a description of the item, ARC or other identifying number, and credit line (how the information is credited on the website)

Citation Text: same as above.

Lesson Learned: Follow the hints:


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Copyright © 2012 by H R Worthington

Trick - Copy and Existing Citation

A reader of this blog, made a comment to:

Trick - Choosing Existing Source Citation

And Elizabeth taught me a different way of Coping an Existing Citation. This was different for me, but it is very helpful.

I have finished, for now, my 1940 Census data entry and I have a notion to take a day trip to take pictures of the house where my family lived. I will enter those photographs into my database and will use the Address Fact for this purpose. But rather than using the "*" to make it easier to locate an existing Citation, this "trick" is a much better way of doing these small project. The "*" trick for me as for bulk entry, but this will work as well.

I have the 1940 Census (Residence Fact) entered in such a way that the Street Address, when present on the Census Record, is clear to make an Address Entry. In the first column notes that there is One Citation for the 1940 Residence Fact.

 Selecting that fact, will bring up the Citation for that Fact. Clicking on the ICON to the Right of "New" will Copy that Citation. Right Clicking on the Citation will also give you a Copy Menu.

Then went to the Address Fact, and entered the Street Address, then used the "New" pull down menu and selected and Select Paste Link to Source Citation.

Makes the job so much easier. Thank you Elizabeth !!!

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Copyright © 2012 by H R Worthington

Trick - Choosing Existing Source Citation

I'll share a trick that I have learned, when trying to choose from the list of Existing Source Citations. Over time, I have many Citations for a Census Year and Location. Since much of my family was located in the Same County, various Locations, the County list of citations can become very long.

For example: I am working on this person (People Workspace, Person View) and I want to add an Existing Citation, as it's already there, so I click on New (pull down menu), Use Existing Source Citation:

Clicking on that link brings of the list of Citations. I this example, I am looking for 1940 Census Records. So I enter 1940:

And that is what I am to choose from. BUT, which one is mine.

I have a trick that has worked very well for me. BEFORE I go to Link to an Existing Source Citation, I go to that Citation and put a "*" in the Source Details box, first character, followed by a space. This is ONLY a temporary mark.

 Now, when I click on Use Existing Source Citation  I see

So much easier to Identify.

Now, if there are more entries from that SAME Citation and its done in consecutive order, FTM2012 will "remember" that last Citation and will be Selected for the Next "Link to Existing Source Citation".

Working with one Citation makes multiple entries really simple.

When that Citation is completed, then go back and remove that "*".
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Copyright © 2012 by H R Worthington