How to Combine Records in (New) FamilySearch

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1 How to Combine Records in (New) FamilySearch OBJECTIVE: To learn how to find, evaluate and combine duplicate records in new FamilySearch. Materials needed: Your family history information (paper pedigrees and family group records and/or your family history database) to help you evaluate what you see in new FamilySearch, and a Research Log to keep track of any changes you would like to make in new FamilySearch. Combining duplicate records for each individual is the first and most important step in preventing duplicate temple ordinances and unnecessary research from being done. (This is especially true for families whose members have been in the Church for generations.) NO individual should be submitted for temple ordinances without first combining all possible duplicate records for that individual. Combining duplicates also puts all of an individual s information in one place allowing contributors to work together to correct errors, add sources and notes, and dispute misleading information. When an individual s information is in one place, contributors will know what missing information to add. OPEN NEW FAMILYSEARCH AND SIGN IN 1. Double click on a web browser icon (Internet Explorer, Mozilla Firefox) on your computer desktop. 2. Type new.familysearch.org into the address field at the top, then press Enter. 3. If you are registered, enter your own Sign-in name and Password and click Sign In. If an overview window appears, click on Skip the Overview at the lower left of the window. If you are NOT registered, have someone who is registered sign in as your helper. FIND A DECEASED ANCESTOR 1. Click on the Me and My Ancestors tab at the top of the screen if it is not already open. (On the Home page, you can also click on See Me and My Ancestors in the list at the left.) Make sure you are in the Family Pedigree with Details view with the pedigree at the top and individual information at the bottom. 2. Find a deceased male ancestor in your pedigree. Click on the ancestor s underlined name to put his individual information at the bottom of the screen. (The procedures in this exercise can also be used for a deceased female ancestor.) Note: You may find more duplicates if you choose an ancestor who has a This family needs temple ordinances symbol by his name. 3. Click on Details in the list of options at the left of the individual information if it is not already open. This shows all opinions from all sources that have been combined into the record. Review the information about the individual. Different opinions for a name or event indicate that records have already been combined for the individual. If you find information that you would like to dispute or change, write this on your Research Log. You will learn how to make changes to new FamilySearch in another exercise. Page 1

2 HOW TO CHECK FOR AN INDIVIDUAL S POSSIBLE DUPLICATES Even if records have already been combined for a specific individual, there may be more duplicates. You can check for each individual s possible duplicates by clicking on the Possible Duplicates option in the list at the left of the individual s details. It is important that you check for possible duplicates for each individual in a family group. Starting with a deceased male ancestor on your pedigree allows you to begin the process with the father in a family. To do this in a systematic way, look for possible duplicates in the order below. If, during this exercise, you find duplicates that the program will not let you combine, write them on your Research Log. A. Study the Individual s Possible Duplicates 1. Click on Possible Duplicates at the bottom of the list of options at the left of the individual s information. 2. The Select the records that you want to combine or compare in more detail screen will show information from the record in your family tree in the white row at the top. Any possible duplicate records will be shown in blue rows below. If there are NO duplicate records, go to the section in this exercise titled B. Study the Individual s Spouses and Children on Page If there are duplicate records, click in the box next to each one you would like to compare. (You can select all records at once by clicking in the square at the left above the list.) Next, click on Compare in More Detail at the bottom of the list. 4. The Compare in Detail window will open showing the record from your family tree at the left and a record to be compared at the right. Look at the note at the top of the record to be compared to see what kind of match the computer believes it is. a. Carefully compare the two records, including information about names, dates, places and family members. (You can click on an underlined name from each side to compare their individual information.) Use your own paper pedigrees and family group records and/or your family history database to help you. b. Scroll to the bottom of the window to answer the question, Are these the same individual? If there is enough information to say that it is the same individual in spite of some differences, choose a Yes answer. If you are not sure, choose No. c. If there is another possible duplicate, click on the Next button. Compare and evaluate the records, then choose Yes or No. Continue to click on Next to move through the records. Compare, evaluate and choose an answer until you have studied all the possible duplicates. When all possible duplicates have been compared, the Next button will change to Done. Click on Done. Page 2

3 5. The Finalize Your Decisions window shows the number of records you have chosen to combine. If you want to quit without combining the records, or if there are no records to be combined, click Cancel. If you want to change any of your choices, click Back. If you want to combine, click Combine the Records to finalize your decision. 6. If you combined, click OK to acknowledge that the records have been successfully combined. If new FamilySearch cannot combine some records, a message will appear telling you which information could not be combined and why. If this happens, write this on your Research Log and then click on Close. The program will update your information and return you to the previous screen. Be patient, this could take some time. 7. Look at the Possible Duplicates list again. If the computer has found additional possible duplicates, follow the procedures in Steps 3-6 above until all the duplicates are resolved. Note: Records that you choose not to combine because they are not duplicates will probably appear in the Possible Duplicates list again. You may ignore them. 8. Click on Details in the list of options at the left of the individual s information. Any new data from the combined records will be included in the Details view. B. Study the Individual s Spouses and Children Click on Spouses and Children in the list of options at the left of the individual information. Your ancestor will be highlighted at the right with his spouse below and their children in a list at the left. 1. Look for duplicate spouses. a. Scroll down and look for Other Spouses at the bottom right. If there are other spouse s names listed, decide whether they are duplicates or other possible wives. If there are NO duplicates for the spouse, go to Step 2, Look for duplicate children, at the top of Page 4. b. If there are duplicates for the spouse, click on the Click for options symbol (down-pointing arrow) at the left of the spouse s name. Click on Combine with other spouses in the list that appears. c. In the Select the individuals that you want to combine list, click in the box at the left of each possible duplicate of the spouse. Next click on Compare in More Detail. d. On the Compare in Detail window, evaluate and combine each possible duplicate. (See A. Study the Individual s Possible Duplicates, Steps 4-6 on pages 2-3 in this exercise.) Page 3

4 2. Look for duplicate children. a. Look for duplicates in the list of children at the left of the Spouses and Children screen. If there are NO duplicate children, go to Step 3, Look again for duplicates, below. b. If there are duplicate children, click on the Click for options symbol (downpointing arrow) at the left of the name of a child who is listed more than once. Click on Combine with other siblings in the list that appears. A window will open showing a list of children in the family of the same gender. Click on the box to the left of any duplicate name, then click on Compare in More Detail at the bottom. Evaluate and combine all possible duplicates. (See A. Study the Individual s Possible Duplicates, Steps 4-6 on pages 2-3.) c. Follow the procedures in Step b. above for each child in the list that has possible duplicates. Note: Combining an individual s records may reveal duplicates for his spouse, children and parents These new duplicates will need to be combined. 3. Look again for duplicates. In the Spouses and Children view, one by one, click the name of each child and then the spouse. A window will open with the individual s information. Click on Possible Duplicates in the list of options at the left. Evaluate and combine all duplicates. (See A. Study the Individual s Possible Duplicates, Steps 3-7 on pages 2-3.) Close the window, and then move on to the next individual. After you look at the spouse s Possible Duplicates, click on the spouse s Spouses and Children view and then look for Other Spouses at the bottom right. Evaluate and combine all duplicates. Close the window. 4. If you combined duplicates in Step 3, look through the list of children at the left and the Other Spouses at the right once more to see if any new duplicates have been brought in. If there are duplicates, combine them. You have now done a thorough search for duplicates for one of your ancestors and his family. You should go to each family group on your pedigree and combine the records for all members of each family in the same way. HINTS THAT THERE MAY BE POSSIBLE DUPLICATES IN YOUR PEDIGREE (See A. Study the Individual s Possible Duplicates, Steps 3-6 on pages 2-3 for how to combine.) 1. Look for the Show other parents icon (asterisk) at the left of an individual s parents in your pedigree. The other parents may be duplicates. A. Click on the icon (asterisk). On the window that appears, the Select Parents tab is open. (From here you can choose the parents you want to see on your pedigree.) Page 4

5 B. Click on the Resolve Duplicate Fathers or Resolve Duplicate Mothers tab at the top to resolve any duplicate parents. Click in the box next to each name that you think may be a duplicate. Click on Compare in More Detail and then follow the procedures for combining that you learned in this exercise. C. If you resolve duplicates for one parent and want to resolve duplicates for the other, click on the Show other parents (asterisk) icon in your pedigree again and follow Step B above. 2. Look for the See other spouses icon (couple with + mark) next to either of the individuals in the main position in your pedigree. (Couples must be in the main position in order to see this icon.) The other spouses may be duplicates. A. Click on the icon. On the window that appears, the Select Spouse tab is open. (From here you can choose the spouse you want to see on your pedigree.) B. If there are duplicates, click on the Resolve Duplicate Spouses tab. Click in the box next to each name that you think may be a duplicate. Follow the procedures for combining that you learned in this exercise. 3. Look for the This family needs temple ordinances or Ordinances may be needed icons at the right of a couple in your pedigree. These symbols indicate that all or some of this couple s family members may need ordinances. Click on the icon and look for those who may be duplicates in the list of family members. If there are duplicates, close the window, go to your pedigree and click on the name of the father in the family. Go to his Spouses and Children view to find the duplicates, evaluate and combine them. (See B. Study the Individual s Spouses and Children on Pages 3-4.) When all the records for each member of a family group have been combined, the temple icon (a temple with a blue check mark) will often show that the ordinance work for that family is complete. Exception: Individual records of unusual size (IOUS) consisting of more than 150 duplicate records cannot be combined with more records and the ordinances may still show as Ready.. Note: Even a family with a Completed temple icon may have duplicates that need to be combined. If, after combining, the temple icon still indicates that the temple work is not done and you know or suspect that it has been done, OR, if the temple work has been done and a temple ordinance date is not what you believe is the earliest date; this may indicate that there are additional duplicate records in the program that were not found by the computer. Search for these duplicates by following the instructions in the next section. Page 5

6 HOW TO USE ADVANCED POSSIBLE DUPLICATE SEARCH 1. If you suspect that a deceased individual has a duplicate that new FamilySearch did not find, click on the underlined name of the individual. 2. Click on Possible Duplicates in the individuals s list of options. 3. Click on the Advanced possible duplicate search link. 4. A Caution window will appear. Read it carefully, and then click on Continue. 5. On the Search for Deceased Ancestors screen, the individual s information will be filled in automatically. You may search using what is there, or you may edit the information as necessary. Minimal information in the search fields will do a wider search. Click on Search. 6. A window with possible matches will open. What You Searched For (the data you entered) will appear in the white row at the top. Close Matches, if any, will be in blue rows below that and Partial Matches, also in blue, will be after the Close Matches. The matches are rated from one to five stars, with five being the best. There will be 20 matches on a page. You can click on Next at the bottom or top of the window to go to the next page of matches. Study the list of matches. Click in the box next to any name that may be a duplicate, and then click on Compare in More Detail. Evaluate and combine any duplicates. (See A. Study the Individual s Possible Duplicates List, Steps 4-7 on pages 2-3.) If you do not find the individual you want in the matches list, click on Refine Search and try filling in variations of the information name and birth date, name and birth place, name and spouse, etc. EVALUATE AND COMPARE DUPLICATE RECORDS FOR OTHER ANCESTORS Each family in your pedigree should be systematically checked for duplicates. Go back to the FIND A DECEASED ANCESTOR section on Page 1. Starting with Step 2, choose another deceased male ancestor in your pedigree. Follow the instructions in this exercise to look for and combine duplicates for this ancestor and his family. CLOSE NEW FAMILYSEARCH If you had a helper, first click on Quit Helping and then on Sign Out at the upper right. If you signed in for yourself, click on Sign Out at the upper right. Click on the X at the upper right of the screen to close the Internet connection. Page 6

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