CanadaGenWeb's Cemetery Project

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Indexing your own photos
Indexing others photos
Indexing vs. Transcribing
Cliff Notes Version
Living persons
Illegible or hard to read stones
Foreign language stones
Columbariums & Memorial walls
Headings in detail
Transcribing a photo
A tip...

Indexing your own photos

  1. Before starting please sign up as a photographer (to sign up, locate the cemetery and fill out the volunteer form available on the top right of the cemetery page).

  2. Index your photos.

  3. Once finished, submit your photos and index at the same time.

Indexing others photos

    Volunteer Indexing Sign-Up Form

    To help index photo submissions please
    sign up as an indexing volunteer using the form to the right ->

    Indexing Requirements:
    - Enough time to index 100 photos within a 7 day period
    - Ability to type accurately
    - Ability to unzip a zip file OR willingness to share a folder in dropbox
    - Ability to use Excel, Open Office, Google Docs or similar spreadsheet software

    How it works:
    1. You sign up as a volunteer
    2. We send you a batch of photos to index
    3. You index the photos and send back just the index once complete (you can then delete the photos)

    That's it!

    After signing up and confirming your desire to index, you will be sent an e-mail with a link where you can download a batch of photos to index (they'll be in one zip file). Once the file has downloaded, open it and start indexing!

    The zip file will be named with your name and the cemetery ID code (e.g. Within the zip file there should be a file called 'BlankCopy.xls'. This is the indexing template (if this file is not included you can download it here). Open it, then rename it using your first name and the cemetery ID code* (e.g. Jane-MBERD0212.xls). Be sure to keep the blank copy blank so you always have one handy 'just in case'.

    When finished indexing, attach just the index to e-mail and send it back to the volunteer coordinator (you can reply directly to the e-mail used to send you the download link). Do not send back the photos, they can be deleted once you're finished.




    Please use these headings when creating a photo index (additional detail and photo examples can be found further down):

      PHOTO#   Name or # of photo* (eg. DSC00565.jpg)

      FIRST NAME   First, middle & nickname of person. Titles can also be included but please place them at the end (eg. John, Dr.). Please use mixed case.

      MAIDEN NAME   Maiden names of females if known

      SURNAME   Last name, please type it in CAPITALS

      DEATH YEAR   Year of death - year only!

      BIRTH YEAR   Year of birth - year only!

      AGE   Age of person if indicated on the stone

      RELATIONSHIP   To be used only if both the Death Year and Birth Year columns contain no information. Indicate here if the person is a spouse, parent, sibling, child, etc. to the primary person named on the stone.

      COMMENT   To be used to include other information that does not fit elsewhere. If a stone is difficult to read a transcription can be typed here.

      SECTION   For large cemeteries that are divided into named sections, put the name of the section here.

      Note To Admin   This is where you can leave a note for the Project administrator. Does a photo need to be rotated? Have a question? Any comments put in this column will NOT be placed online.

    *Photos do NOT need to be renamed for indexing. It's actually easier & faster to use the name assigned by your camera. If you do choose to rename the photos consider using a numbering system in lieu of just the names in the photos, ie. 001-BROWN-John.jpg, 002-BUTTONS-Susan.jpg

Indexing vs. Transcribing

Cliff Notes Version

    Photo #1 would index like this:

    *Relationship is to be used only if both Birth Year & Death Year are blank. The relationship is used to explain why someone is named on a stone that is not theirs. In this example John & Mary are on Sarah's stone only because they are her parents.

    When in doubt please refer to the examples below or use existing indexes as a guide.


Living persons



Illegible or hard to read stones

Foreign language stones

Columbariums & Memorial walls

Surname only














    As noted above, when indexing a photo a transcript is not needed if the photo can be read. However if a photo is difficult to read a transcript can be helpful.

    First, index the photo, then type a transcript into the COMMENTS column. Put a / where there is a line break. Please do not put any carriage returns into the index, the transcript should end up in one long line like this:

    Phebe / relict of / Charles Gage / who died Nov 1st 1884 / aged 74 years / Mother thou art gone to rest / We will not weep for thee / For thou art now where oft on Earth / Thy spirit longed to be

    * Note to transcribers: When indexing a transcript please be sure to each index person named on a stone separately, then copy the transcript into the COMMENTS field of each person.

A TIP...

    Indexing goes faster when you can see both the photo and the index at the same time.

    To do this using one computer: Minimize the window with the index and put it in front of, beside, or below the photo. You can then type while looking at the photo.

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