Census 150 150 Heredis Help Knowledgebase

Entering Data from a Census

During your searches, you may need to consult census records. As a matter of fact, such documents can help you narrow down the range of a search period. Imagine you are missing the death date for one of your ancestors. If he/she appears on the records of the 1830 census but is no longer listed on the 1840 one, then you can hypothetically presume that he/she passed away between 1830 and 1840. Moreover, the census will provide data on the household composition, occupations, place of dwelling…

To easily enter data from census records, click on the shortcut Census of your toolbar or from the menu Person > Census.

A window opens up so you can easily enter the data found on this type of documents. An area is available for you to add a media. Click the + button to add the media from your hard-drive disk, from the media index, or from the clipboard.

(Windows) Entering data from a census

(Mac) Entering data from a census

The usual Heredis tools are available so you can zoom in and out, add, delete, or edit a media.

In the lower area, several tabs are available for you to easily enter data from the census.

The Record Reference tab

First, start with the Record Reference tab. Select the desired Country. If the country is not listed, select Other in the scroll-down menu. In the same way, you can modify the year in the Date field.

Enter the City.

You will probably notice that Optional entry fields will vary according to the year and country selected. Indeed, Heredis has prerecorded for you the most frequent entry fields for each census, year after year, in the US and in some other countries. You are given the possibility to modify them by selecting or unselecting each entry field according to your needs. Optional entry fields are listed according to the place where the data you enter will be stored. As an example, you will be able to later find the data on Nationality in Facts section.

(Windows) Record Reference Tab

(Mac) Record Reference Tab

You may then enter the data related to the Source. As you will see, fields are partially filled out. You can modify them as you please.

Source Tab

You are given the option to enter source details for your census. Some data are already filled based on what you previously entered in Record References. You may change it if you wish.

(Windows) Source Tab

(Mac) Source Tab

Then, go to Household tab.

Household Tab

Under the Household tab, enter the Address then the household Composition – in other words, the number of persons living together under the same roof.
In the Persons area, click the + button to add a person; by default, the first person you enter will be considered the Head of Household.
Specify his/her Surname and Given Names. Just like every time a person is entered in Heredis, the magnifying glass will turn into a red arrow when the person is possibly already in the file. If you know he/she is in your file but his/her name is written in a different way, click on the magnifying glass to select him/her. If you  don’t and keep entering you’ll create a duplicate.

Specify Occupation.
Select this person’s Household Status by clicking on the pull-down list.
Continue entering data according to the fields available for your census.

(Windows) Household Tab

(Mac) Household Tab

Note: If necessary, entry fields can be added at any time by going back to the Optional Entry Fields.

Add the other persons. For each one of them, specify his/her Household Status in relation to the Head of Household.

Note: The persons who are not already part of your genealogy file are marked with an asterisk and will be created after the census record is validated.

Mac only: You can drag and drop from the Persons panel in order to add a person to a household.

Make sure to check Family Links or to create them if needed.

Family Links tab

Under the Family Links tab, double check the links between each person and the head of household. When entering data from a census, Heredis will assist you in creating persons and the links between them.

If you do not find the appropriate link, select Other and specify, under the Family Links tab, the relationship between the two persons.

Heredis allows you to specify the links between two persons, even if they are not blood related. Therefore, no data is lost and you will be able to find them again under Sundry Links in the Personal Data tab.

(Windows) Family Links Tab

(Mac) Family Links Tab

Note: Pre-existing spouses/parents/children links in your file will not be modified – if necessary, an alert will notify you of a conflict.

The non-existing links will be created for you automatically.

Additional Info tab

Add any extra data you may have under the Additional Info tab.

Validation Window

When you are done entering data, click on Validate. Double check the data entered under the Persons area. If a  red triangle appears, it means there is a conflict between the new data you have just entered and what was previously recorded in Heredis: choose what suits you best by clicking on the list of suggestions.

(Windows) Validation Window

(Mac) Validation Window

You are free to create a new source, to choose an existing source, or even not to create a source.
Remember to assign the source either to the census or to the events and facts related to the census.

On the right-hand side, you will see the summary of your recent data entry, which you can:

  • Save in the source note,
  • Save in the source transcription,
  • Save in the note or citation transcription if you work in Comprehensive Mode (see the The different mode for Sources & Citations article),
  • Decide not to save.

You are also given the option to choose where the media should be saved: in the source, in the citation, or in the event.

Then click on Validate once you are certain you are done.

Note: if you have several entries to make from a single census, all you need to do is click on the Next button.

Check out our online video on Census on our Youtube channel  for more explanations.