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Help & FAQ
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How do I Submit my Headstone Photos/Transcriptions?
- Simply go to the correct Province or Territory
- Click on Submit a Photo
- Click on Browse; find the photo (max. size 3mb) on your computer
- Click Submit
- The next screen is the photo editor
- Crop out un-necessary background around the headstone
- Adjust the quality and brightness only if necessary to make the headstone more readable
- Click Continue
- On the next screen
- First select the correct county, district, region, or whatever applies to the province/territory
- Select an existing cemetery or add a new one
- Enter your email address
- Count the number of names on the headstone including any people who are named on the headstone but not buried there (married females only count as one name) and choose the correct number; the screen will refresh with blanks for your chosen number
- Enter/index all of the names. Be sure to enter a space between initials - i.e.- J. D. is correct; J.D. is incorrect; J. Donald is correct; J.Donald is incorrect. Do not use ( [ brackets ] ), nicknames in "quotes", question marks ? or similar in any field except the Comments field. Odd characters hinder the search methods.
- Take care to enter all firstnames and initials in the firstname field.
- Enter the full name, not abbreviations i.e. not Wm. but William unless you do not understand the abbreviation. Also, enter the full name instead of an initial if you know that the W. is William. Do not enter title or suffixes in the name fields - i.e. Rev., Jr., Ph.D.
- For married females, the Surname = her married surname; don't forget to add maiden names if known
- Now, carefully transcribe ALL of the text from the headstone exactly as it is shown on the headstone. Please use individual lines for each line on the headstone. Where the headstone text is in columns, please enter the left column first. All comments, additional names, etc. should be entered in [square brackets] or at the end of the transcription. If you are in doubt, check out some of the transcriptions of similar headstones on the website.
- Click Submit.
- That's all there is to it!! Seems like a lot but once you do a couple, you will find it quite easy.
- Good Luck!
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How Many Headstone Photos/Transcriptions May I Submit?
You may submit one or 1001! It is entirely up to you!
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Who Controls CanadianHeadstones.com?
CanadianHeadstones.com is controlled by Jim McKane (Bio). Jim has a number of other very experienced genealogists and web developers assisting him.
CanadianHeadstones.com is completely FREE to all researchers and will always remain as such. Although this website is non-profit and non-commercial in its intent, we do offer users a selection of Ads by Google. This is necessary to 'pay the bills.' To date, revenues have severely lagged behind expenses. Please patronize our advertisers to ensure the future of this valuable resource.
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Is There Any Cost or Charge Involved?
CanadianHeadstones.com is completely FREE to all researchers and will always remain as such. Although this website is non-profit and non-commercial in its intent, we do offer users a selection of Ads by Google. This is necessary to 'pay the bills.' To date, revenues have severely lagged behind expenses. Please patronize our advertisers to ensure the future of this valuable resource.
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What is the Maximum File Size?
The maximum file size is 3mp and 3mb. Remember - the smaller the file, the quicker the upload! However, do not make your files so small that the quality and readability of the headstone suffers! Caution - there should be NO empty spaces in the filename!
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What to do if My Files are Too Large?
You will need to re-size them smaller. Your favourite photo editor should have a function to re-size files. It is best to re-size them to 1600x1200 pixels or less. Compressing your file via jpg usually does not solve the problem. If you need assistance, please contact us.
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What filetypes are allowed?
Jpg files are preferred. However, the system will accept jpg, gif and png files. Caution - there should be NO empty spaces in the filename!
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How Many Names do I enter for one Headstone Image?
Enter EVERY name on the headstone, whether buried there or not. If you know that the initial "F" on the headstone stands for "Frank", please enter it. For married females, enter Surname = Married Surname; Firstnames; Maiden Name = Birth Surname. This will automatically create two indexed entries - one for "Marriedsurname, Firstname" and one for "Maidensurname Marriedsurname, Firstname." If you are aware of the maiden name but it is not on the headstone, please enter it.
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How do I enter Names for Married Females?
For married females, enter Surname = Married Surname; Firstnames; Maiden Name = Birth Surname. This will automatically create two indexed entries - one for "Marriedsurname, Firstname" and one for "Maidensurname Marriedsurname, Firstname." If you are aware of the maiden name but it is not on the headstone, please enter it.
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Bio - Jim McKane
Jim McKane has been involved in genealogy for over 35 years. He is a member of several branches of the Ontario Genealogical Society and for several years was an executive member of a Branch. As well as other major genealogical efforts, Jim spearheaded the first computerized version of the 1871 Heads of Households Ontario Census which eventually was online. He has been developing genealogical websites for close to 15 years and currently, is webmaster for 6 websites involving genealogy, DNA studies and family history.
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How do I enter comments and additional information?
Comments and additional information should be entered spaced down one line below the headstone transcript OR in [square brackets.]
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How do I search for a Headstone?
The indexing software is very powerful! Headstones can be searched many ways: -
- By all or part of a province or territory
- By surname and firstname
- By "starts with" or "contains" or "sounds like"
- By cemetery
- OR under the tab "Surname", you can view all surnames for county, region, district
- OR under the tab "Cemeteries", you can view all entries for a particular cemetery
- Happy Searching!
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How do I Submit a Transcription without a Photo of the Headstone?
Click here for the details.
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Are there Special Instructions for Cropping/Editing the Image?
It is most important to crop the headstone using the arrows beside and below the photo. Please remove as much background from the photo as possible without removing any parts of the headstone. Usually, the quality or the brightness do not need adjusting. However, if the text on the headstone is not clear, please try a higher quality image or lighten/darken it to create the most clarity.
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How do I Submit a Cemetery Entrance Gate Photo?
You may submit up to two photos of the cemetery sign, entrance, ID plaque, etc. For details, please Click Here.
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How do I Find a Cemetery Photo on CanadianHeadstones.com?
NOTE: Only cemeteries indentified with a plus sign (+) in the cemetery name - i.e. St.John's+ or Cemetery+ have a photo of the gate, entrance, plaque, etc.
To locate the photo, search within that county/district for the first word or two word of the cemetery name. For example, in Halton County, Ontario, a search for either the Surname "Glen" or "Glen Williams" will locate the sign at the Glen Williams Cemetery.
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What do I do when a Headstone has inscriptions on several sides?
It is best if you take a photo of each side with inscriptions and submit them separately. However, if you only have one photo, transcribe the visible side first; then insert Left Side or Back Side before the transcription for that side.
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How do I enter Names with "Senior"; "Junior" ?
Please do NOT enter Senior, Junior, Sen., Jr., etc. in the surname field - even when it is on the headstone. Only type it in the Comments/Transcripton field.
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PRIVACY - What is the Privacy Policy?
We don't and won't share your email or any other information with anyone outside the Administrator and Coordinators of CanadianHeadstones.com. We will only use your email for legitimate, necessary contact regarding one of your submissions.
We recommend that you do not "hide" your email in a submission as hiding it prevents legitimate researchers from contacting you. We protect it, as completely as possible, from being copied by SPAMMERS. Notice at the foot of a headstone listing - your email address is only shown as <joe [dot] anyname [at] isp [dot] com>. This makes it next to impossible for copying by other computers robots.
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Should I "hide" my Email Address on Submissions?
We recommend that you do not "hide" your email in a submission as hiding it prevents legitimate researchers from contacting you. We protect it, as completely as possible, from being copied by SPAMMERS. Notice at the foot of a headstone listing - your email address is only shown as <joe [dot] anyname [at] isp [dot] com>. This makes it next to impossible for copying by other computers robots.
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I made an error! What do I do now?
Send an email to the Administrator using the "Contact Us" icon at the bottom of the page.
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What does the Plus (+) Sign in a Cemetery Name Mean?
The Plus (+) sign indicates that there is a picture(s) of the entrance/sign to the cemetery archived for this cemetery.
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How do I Submit a Headstone with more than thirty (30) names?
The software only allows 30 names per photo. Therefore, submit the photo listing the first 30 names; at the bottom of that transcription add "continued on second photo"; now you will have to rename the photo on your computer; submit the photo a second time with the remainder of the names; at the top of the transcription for the second photo add "continuation of first photo."
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What is the Best Method of Photographing Headstones?
The best method is any method that results in a good picture! <GG> Actually, much of headstone photography is trial and error. NEVER use chalk, shaving cream, etc. to enhance the text as these can be very destructive to certain types of stone. Always carry a notepad as many times the text is more readable in person than from the photo.
If you are taking the photos only for the CanadianHeadstones.com project and have no intention of printing hard copies of them, you should consider using one of the lower resolution settings in your camera. This will allow you to upload the submissions much quicker and to store more photos on your camera's memory card. Personally, I use a setting that produces a 1600px X 1200px photo. It provides clarity but is much smaller and uploads faster. Caution: Don't forget to change the resolution back to the previous setting before using the camera for other photos!
Please photograph each side of the headstone separately. Caution: Many "mirror" finish-type headstones will show YOU in the picture. Watch for your reflection on the stone! If you see yourself (or your legs) move off to one side of the stone or if you have a good telephoto on your camera move further away from the stone.
Headstones should be photographed with the camera at right-angles to the headstone to avoid distortion. However, in some cases, this is not always possible. If the headstone appears hard to read, you may wish to snap photos from different angles to see which one is most readable.
Here is an article with more great tips!
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A Cemetery is in the Wrong County! What do I do?
Please contact the coordinator or administrator with the details as soon as possible.
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A Cemetery Name is Incorrect! What do I do?
Please contact the coordinator or administrator with the details as soon as possible.
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I Found an Error. What do I do now?
Please forward your correction to the Administrator using the Contact Us icon at the bottom of the screen along with the County and Cemetery where the headstone is located.
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I have a Better Photo of a Headstone? Can I submit it?
Yes, please forward it to the Administrator using the Contact Us icon at the bottom of the screen along with the County and Cemetery where the headstone is located.
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Permitted Uses of Photos -
Persons may used the photos contained on this site for their OWN PERSONAL USE ONLY! No photos or materials from this website may be reproduced otherwise in any fashion, in print or website format, without the express written consent of BOTH CANADIANHEADSTONES.COM and the original SUBMITTER. Persons or organizations desiring to use the photos contained on this site must obtain the written consent of the contributor, or the legal representative of the submitter, and contact the Webmaster of CanadianHeadstones.com with proof of this consent. For further information, click here.
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