One of the greatest genealogical finding aids available is surname indexes, but successful research can only be assured by applying certain rules and techniques along with persistence, a dash of creativity, and sometimes luck.
While surname indexes are not primary sources, they are invaluable in providing clues and details to help determine the direction of one’s research. Remember, an index is only an index. It is not a substitute for the record being indexed. You should still acquire a copy of the original record if available.
The number of surname indexes has grown exponentially with the electronic digitalization of records but can still be found in books and periodicals, on microfilm/fiche, as well as on CD-ROMs and the Internet.
There is no perfect indexing system. Common errors include omissions and the misinterpretation of handwriting. Compiling an index is tedious work. Bless all indexers!
Before you begin, take a few minutes to read the introductory information about the index to familiarize yourself with the scope of the publication, criteria used and the records included. For example, in the 1880 U.S. Census Soundex, only families with children 10 years of age and under were included.
Ask yourself the following questions:
- Does it cover a particular time-period or geographical area? If your ancestor died at Wayne County, Ky., during the 1890s and the death index covers Ross County, Ohio, for the period of 1900-1910, don’t waste your time.
- Is every name mentioned? An index of wills may list only the makers and not the heirs; bounty land warrants may list the applicants as well as other family members.
- Is it copied from original records or from a compilation? If copied from original records, there is always the problem of misreading the handwriting. Be sure to note the author’s description of how the index was made and how illegible or missing records were handled.
- Are the geographical boundaries the same as now? If different, which boundaries were used?
- Was it compiled from microfilm, and how readable was it? On poor-quality microfilm, the numbers 3, 6 and 8 are almost indistinguishable, vowels a, e and o are difficult to decipher, and the letters l and t are often a problem.
Beware of updated or retyped indexes and compilations of previous indexes. Every time a record is transcribed/copied there is another chance for error or omission. Old errors are often carried forward and there is the possibility new errors were created when the index was transcribed. The error rate increases with each transcription.
If your family doesn’t appear in the updated version, check the old index. Still can’t find them? Try the original index if available.
Always make a copy of or record the title page and introductory information and file it with the index entries and data gathered. Record this information in your research log as it is part of your research documentation.
Some index idiosyncrasies:
- Not all indexes are in the back of the publication.
- Names in appendices are often un-indexed.
- Names listed in alphabetical order (in the text) are often un-indexed.
Be aware of index arrangement – alphabetized vs. alpha.
An alphabetized index is the most familiar and easiest to use. Compiled and sorted by hand, these indexes are prone to errors and may require name-by-name searches. When programmed properly, computerized indexing programs can produce an almost error-free alphabetized index arrangement.
An alpha index is sorted by the first letter only of the surname. For example, surnames beginning with the letter “A” are grouped together, then the B’s, followed by the C’s, etc. Alpha indexes always require entry-by-entry searches and are commonly found in original vital record indexes that were recorded and catalogued by the date of the event as it occurred.
More on index arrangement:
- Surname prefixes such as Mc, Mac, St., Van, Von, etc. may be listed in a special section at the beginning or end of the appropriate letters or in alphabetical order.
- Spillover: Check the back of the index. Make sure handwritten indexes created in an ongoing manner did not spillover to another page or pages at the beginning, end or any other page.
- Microfilmed indexes are filmed on an as-found basis. If the pages of the original index were misfiled or out of sequence they will appear as such on the filmed copy. It’s a good idea to scan the entire index for this anomaly.
Spelling helps and hints:
In early-day America, many people could not read or write. Pre-World War II records reflect the attempt to record what was thought to be heard. Most of these spellers were census takers, county clerks, tax assessors or other public officials. Watch for creative spelling variations of surnames in the records.
Consider every possible spelling for the surname sought. Local dialects and foreign accents can make a significant spelling difference even with English-derived surnames. The pronunciation of the surname may be quite different in Maine than it is in Mississippi.
Practice “creative pronunciation.” Pronounce the surname to yourself—that is, saying it aloud using different accents, inflections, spellings, etc.
(To be continued)
19th Annual Heritage Faire – 2009
Calling all north state genealogists: Plan to attend an all-day genealogical conference sponsored by The Church of Jesus Christ of Latter-day Saints at the Redding Family History Center, 3410 Churn Creek Road on Saturday, Feb. 28. More than 35 classes are offered for the beginning, intermediate, and advanced genealogist. Registration starts at 7:45 a.m. Cost is $10 and includes a hot lunch. Call 222-4949 or 222-0436 for details.
Carllene Marek has been chasing ancestors for more than 25 years and chasing her muse for many more. A second-generation Californian, she has helped with several computer user groups, family associations and genealogical and historical societies. She has also compiled numerous indexes for assorted publications and written book reviews for various historical and genealogical publications. Carllene currently writes a monthly newspaper column, “AncestreeSeekers,” for the Chico Enterprise Record and the Oroville Mercury Register. She and her husband live in the Sierra Nevada foothills of northern California with a blended family of eight children, 12 grandchildren, nine great-grandchildren and one great-great-grandchild.
