Names of People in Genealogical Records

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Family History Learning Moment
by Michael W. Dindinger, via email on 3 May 2020



Names

• Six elements make up a name: given name, middle name, surname, title prefix, title suffix plus alternate names. Not all names have all elements. You will want to enter each element in the designated data field.
• A birth name establishes the identity of an individual in a genealogy database. Enter the name given at birth (or baptism) in the language used at the time of the event (e.g., French, German, Latin, etc.) in the given name field.
• Enter the surname in the language used at the time of the event in the surname field. Enter the Anglicized name in the alternate name field and explain details in the research notes field. Document the name in the source field.
• Enter an individual’s birth name in the given name field, even if the person was known by another name all their life, and even if that person is identified on a death record by the more familiar name.
• Enter maiden names for all females, even if previously married. If a wife’s maiden name is unknown, leave it blank until known.
• Enter all names in mixed-case letters with the indicated character spacing as shown on the birth record. The technique of “all caps” is no longer recommended; it could alter the name.
• If a given name is unknown, leave the given name field blank. Do not enter “unknown” in the field.
• Capitalize the first letter of all names and capitalize all initials. Insert a period after the initial unless the birth or baptismal record does not use a period after the initial. Follow the initial and period (or the stand-alone initial) with a single space, not a double space. A computer notices differences in spacing – some people automatically space twice because of old use of typewriters.
• Never use special characters in a name field, e.g., braces, brackets, question marks or equal signs. Getting It Right: Data Entry Standards for Genealogists © 2010 Judith Schaefer Phelps 3 [There may be a more current source like Mills or someone else]
• Do not use “formerly” or “now” in given name fields or surname fields. Instead, enter alternate names, including alternate spellings or surname changes, in the alternate name field (AKA field).
• Enter an explanation, if there is a story behind the alternate name, in the research notes field. Document the source of the alternate name in the source field.
• Do not include military or professional titles in the given name field; these are earned titles, not part of a birth name. You see this a lot on people’s entries and causes search problems for ‘hints’ in large data bases.
• Enter titles in the title suffix field or title prefix field. Explain titles in the research notes field and document titles in the source field.
• Enter religious names in the alternate name field and enter the individual’s birth name in the given name field Explain this information in the research notes field. This one is not as common unless you get into Jewish research or other orthodox religions.
• Enter birth right titles, e.g., Prince Charles, in the given name field. Document the name in the source field. Here is your ‘United Kingdom’ and German historical records.