Kindex Software Update 26 March 2020

Over the past several months we’ve rolled out many new and improved features for our Kindex archive owners and Kindexers. Here’s a summary of what’s new.

1. Not Indexed  View

Now it’s easier for you and your indexers to find records that need to be indexed. Click on the Not Indexed button to see only records that have either 1) not been started, or 2) are in progress and not complete.

2. Searchable Record Info

 We expanded our searchable record info to include the Keyword and Provenance fields. The Title, Description, and Transcription fields were already included in search results.

Record Info

 

3. Increased Record Size Limit

In order to accommodate larger record sizes, we increased our file size limit from 15 MB to 25 MB.

Note: Uploading batches of records that include a high number of large files is not recommended. 

4. Expanded Archive Stats

In the Manage Archive tool, Overview tab, we’ve added a more detailed set of archive information that tells you how many records have been added and indexed in your billing period. You can also see your Reward Status to find out how close you are to earning a $5 indexing credit.

Archive Stats

5. Expanded accepted file types to accept MP3 Audio files

 

6. Expanded Text Editor Buttons

Text editor butons

Text editor button functions

 

    Record Info View and edit the record’s Title, Record  Type, Category, Person, Description, Keywords, Provenance, and Date
undo Undo Undo your last action
Redo Redo your last action
strikethru Strikethrough Format transcription to match strikethrough text in original. Highlight word or phrase and click the Strikethrough button.
underline Underline Format transcription to match underlined text in original. Highlight word or phrase and click the Strikethrough button.
inline note Inline note Use when record has text inserted within a line. Highlight the text above the line and click the inline note tool.
marginal note Marginal Note Use for notes written in the margin or otherwise not part of the flow of the document. Marginal notes appear as footnotes within the record. Highlight the text above the line and click the inline note tool.
image Image For records that contain images, or for records such as photos, use the image tool to add a description of the image within the transcription. Images are numbered in the case of multiple images on a page (as found in scrapbooks). You may also delete an image description box.
lllegible text Use when you are unable to transcribe a word or phrase. To mark an area that has illegible text, place your cursor where the text should be and click the illegible text button.
Table Add a table to organize your transcription data
Page Break To add a page break, click this button.
Bold New! Bold text.
Italic New! Italicize text.
Indent New! Indent paragraph.
outdent Outdent New! Outdent paragraph.
Align New! Change paragraph alignment.
bullet Bullet New! Make a bulleted list.
numbering Numbering New! Make a numbered list.
Help Click the Help button to get indexing helps and guidelines.

 

Bug Fixes

  1. Fixed bug that prevented admins from deleting files.
  2. Improved transcription field capacity to accommodate large transcription content.
  3. Fixed bug that prevented admins from deleting Collaborators.
New Kindex Feature Release Today

New Kindex Feature Release Today

We are excited to announce the release of a major update to Kindex archival software, with several new features that will make creating your searchable family archive faster and easier.  We’ve maximized space, improved archive organization, and enhanced record navigation and transcription. Check out the updates below or watch our Kindex Feature Update video.

Organize & Browse Your Archive

  • Enjoy an expanded viewing area for your records
  • Access tools to add, filter, move, and delete records
  • Click a record to view or edit (add a transcription, description, or metadata). Note removal of “Transcribe” on record thumbnail. Purple checkmarks indicate indexing is complete.
  • View All Records or Indexed Records
  • View your archive record total and indexing progress

Manage Your Collections

  • View Collection record totals
  • Organize your Collections by using Sub-Collections
  • Use collections to filter your record views or search
  • Hover over record number to edit or move Collections

View & Transcribe Records

Navigate your Archive

  • When a record is open, you can view and edit records consecutively with new new navigation buttons above the record
  • The same navigation buttons appear below,  along with a Save button
  • A button under the transcription shows indexing progress as Complete or In Progress. When a transcription is done, click the “Read it!” link to read the completed transcription

We hope you enjoy this update. Let us know what you think!

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Announcing New Download Tools for Archive Owners

Announcing New Download Tools for Archive Owners

It’s your archive—use what’s in it! Just-released software updates make it easier than ever to access, save, and utilize your archive data and source records. Kindex archive owners can now:
  • Download archive data as XLS (Microsoft Excel Spreadsheet)
  • Download archive data as CSV (Comma-Separated Values)
  • Download archive records as ZIP (Compressed Archive File)
When you download archive data, your archive and record data is saved to a separate XLS or CSV file, including:
  • Archive Info: Your archive name and subdomain
  • Record Info: Metadata, including File Name (linked to source on Kindex), Collection, Title, Person, Description, Keywords, Provenance, Date, Place
  • Record Transcription
  • Tags (markup within transcription)
Learn more about how Kindex metadata tools add value to your family records. When you download archive records, you get a ZIP file of:
  • All records you contributed to your Kindex archive
  • All records Collaborators have contributed to your archive
  • All records shared to your archive from FamilySearch

How do I Get Started?

  1. Log in to your Kindex archive login
  2. Click the green cog cog  (upper right corner) to open Manage Archive Select the Tools tab and choose your download. savetools2
  3. To download your archive data, choose either XLS or CSV and the file will save directly to your download folder.
  4. To download your archive records, choose the ZIP option. The ZIP file is accessed through an email link you will be sent once your archive is ready to download.zip
  5. When you receive the email, click the Download Now button and the ZIP file will be saved to your download folder. ready2Note: You can only download archive data or records if you are the archive owner. Archive owners may download records and data as often as they wish.

Which Data Download Should I Choose?

When you download your archive data, you can choose to save as an XLS (Microsoft Excel Spreadsheet) or a CSV (Comma-Separated Values). Which should you choose? That depends on how you want to use your data.When you download your archive data as an XLS file, you can view it in a spreadsheet format. This is what our family archive data looks like in an XLS file:
data-1

Looks like some records in my Art Collection are missing some metadata!

When you download your archive data as a CSV, your data is saved as plain text in a series of values (cells) separated by commas (,) in a series of lines (rows). This format offers flexibility when importing into other spreadsheet formats or databases.

How Can I Use my Data Download?

  • View archive data side-by-side in a spreadsheet and see at a glance what fields are missing or incomplete. For example, in the XLS spreadsheet example above, it appears that several records in the Art collection are Record Info, including Descriptions, Keywords, and Place. I can now add that information exactly where it needs to be.
  • Import your archive data into another database. If you are a family organization, genealogy society, or historical society, this data can be a very useful addition to your existing database.
  • Use your data to create digital or paper publications. When you copy or export transcriptions from your spreadsheet download (with accompanying markup), you can apply styles and formats to create new publications, like a book of primary source transcriptions. In the example below, I pasted some transcription text into a basic HTML template.
html Note: Markup (paragraph tags, line breaks, etc.) are retained in data exports. Markup is helpful when you want to retain the original structure of the transcription as well as apply formatting in a new program.

Cool. What’s Next?

We’re working hard to develop tools that will make it easier to grow, discover, and share your Kindex archive. Upcoming features include:
  • Advanced archive data search
  • Improved record navigation
  • Expanded archive import and export options
Have a question or suggestion? Let’s chat.
Transforming Family History Through Metadata & Transcription

Transforming Family History Through Metadata & Transcription

If a family record can’t be discovered, searched, or shared, what value is it? How do we rescue our family records and transform them into a family archive that reaches beyond the walls of our own home and into the hearts of countless others?

Engaging our families through searchable archives is our primary mission at Kindex. Check out our five essential steps that add value to records and bring families one step closer to getting face-to-face with their own history.

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1. Gather your records for scanning. Take an inventory of what you have, start with a small project (think shoebox-sized), and get scanning.

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2. Add your digitized records to an online database. Google and Dropbox are great, but consider tools like Kindex that offer collaborative and indexing tools. After all, what good are digitized records if no one can access or search them? 

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3. Add metadata to your records. In Kindex, this can be done on-the-fly when uploading records in batch mode, making it quick and easy to get records searchable.

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4. Transcribe your records. While you can do this in a word processing program, adding transcriptions in Kindex is easy and keeps the indexed data attached to the original record.

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5. Add tags for names, dates, and places. (Note: our tagging tool is temporarily offline while we make some improvements.)

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Are you ready to rescue your history?

Get started on Kindex today to take advantage of unlimited records and collaborative tools that will get your records out of the closet and into the hearts of your family everywhere. 

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Archive your Life: 10 Ideas for your Kindex Archive

Archive your Life: 10 Ideas for your Kindex Archive

You don’t need to have a stack of old family records to need a Kindex archive. Just today I was staring at a pile of my daughter’s artwork from school and thought, “I’m archiving this on Kindex!”

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1. Gather

We started with a set of pictures my daughter drew for a book. First, we created a free, private archive on Kindex.org in her name. Then, we scanned the pictures and added them to her very first Collection: Charlotte’s Book.

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2. Index

We opened each drawing and she told me a little about each one. As she talked, I typed in a description (she’s six, so not quite skilled enough on the keyboard). She loved telling me about each drawing!

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3. Search & Share

Because of Kindex’s built-in transcription and metadata tools, finding each record will be so easy. No longer will we be searching through endless piles of art projects; we can simply search Kindex and it will be there.

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Share

20170609_163007Every Kindex archive has a “Share” page where you can share your archive with someone new. She is so thrilled with the idea that she can have her own archive! In fact, by the time I finished this post, she drew another picture for me to “Kindex”:

Getting to this point took about 15 minutes, start to finish,  I’m so excited scan the rest of her artwork. It will sure help us simplify, get rid of clutter, and feel better about discarding many of the papers she has accumulated.

My next project is to help my older children scan the all the school projects and papers they have saved for the past 18 years. I can be hard to throw away that book report you spent so much time on, but knowing it will be archived and searchable on Kindex certainly helps all of us feel better about getting rid of a few things.

AW, SO CUTE! CREATE MY ARCHIVE

Expanding the Idea

Now that you’ve seen how easy it is to create a Kindex archive, what will you put in your archive? Here are some ideas to get you thinking:

  1. Create a living family archive with collections for each child. Scan & preserve school papers, awards, art, report cards, letters, and other special documents.
  2. Create an online cookbook and collaborate with family members near and far.
  3. Scan, save, and organize receipts, bills, and other important papers for your home or business.
  4. Scan your family trust papers on a private archive and invite board members to the archive.
  5. Start your own personal archive and add special records like letters, diaries, and photos.
  6. Use Kindex for research projects. Organize, transcribe, and search primary sources in a private archive and invite other researchers to collaborate.
  7. Use Kindex to teach your students about historical records. Invite each student to transcribe a record and share what they learned.
  8. Start a private collaborative archive for your genealogy or historical society and add the Kindex CSV data download to your database.
  9. Set up a public transcription project for your private collection.
  10. Create archives for families who donate collections to your society. This allows them to have access to their records and collaborate in transcribing records.

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Why Kindex?

But why would I choose Kindex over other media storage options like Google Photos, Dropbox, and similar products? Ask yourself the following:

  • Does it offer unlimited records?
    Kindex’s current special offers unlimited records for about $8/month*
  • Does it have built-in tools for metadata, transcriptions, and tags?
    Kindex is a rare web software tools that offers all these features.
  • Can I assign metadata to multiple records at a time?
    Kindex allows batch record uploads and metadata editing.
  • Can I choose between a private and public archive?
    Kindex offers the option of private or public archive*
  • Is it collaborative?
    Kindex allows you to invite unlimited people to add, transcribe, search, and share records in your archive*
  • Can I download all my archive data at any time?
    Kindex allows archive owners to download all archive data as a CSV file.
  • Is it fully searchable?
    Kindex allows full searchability on titles, descriptions, transcriptions and other metadata.

*upgraded archives only

Archive Your Life on Kindex

Now that we’ve got you thinking, it’s time to head over to Kindex.org and get started. If you already have a free Kindex archive, now is the time to upgrade for only $99.

LET’S DO THIS!