Treat Online Indexes as Leads
A practical method to move from a database hit to the underlying record and repository.
This guide has one purpose: move from a database hit to the underlying record and repository. It does not publish family profiles or claim relationships for real residents. The result should be a transparent research trail that another person can inspect.
Begin with a bounded question
Save the database title, collection description, coverage, search terms, result details, and any film, image, volume, or certificate number. A bounded question prevents a search from collecting same-name records that cannot be tied to the same identity. It also makes it clear when the available evidence does not answer the question.
Working method
Open the image whenever possible. Check adjacent entries for headings and continuation information, then cite the original record separately from the index. Record what was searched, including unsuccessful searches, and distinguish information stated by a record from conclusions inferred by the researcher. If a digital index and record image disagree, transcribe both and investigate the difference.
The finished work product
Aim for an index citation paired with the located record or a clearly labeled unresolved lead. Include stable identifiers, image or page references, repository names, and access dates. Avoid copying sensitive information about living people into public notes. When access rules are unclear, consult the official custodian before requesting or sharing a document.
Quality questions
- Does the proposed “Treat Online Indexes as Leads” result actually answer the bounded question?
- Did the source exist close to the event being studied?
- Who supplied the information, and could that person know it?
- Is the item an original record, image, transcript, abstract, or index?
- Does an independent source support the identification?
- Can another researcher reproduce the search from the citation?
For the treat online indexes as leads workflow, continue with name variants, the public-records directory, and the Whitley County places guide.