Using the Chancery Records Index
General Information
The Chancery Records Index provides several individual search methods. These may also be combined into a more complex search strategy. Please keep in mind, the more fields that you fill in on the search page, the fewer returns you will receive. Often, it is more effective to begin with a broad search.
Do not use punctuation.
Minimum Search Requirements
You must fill in one of the following fields to execute a search: Plaintiff or Defendant Last Name, Index Number, or Surname
Basic Field Information
Indexed information available for individual causes in the Chancery Records Index
Some city and counties have more enhanced indexing than others as indexing standards have changed over the past several decades. Certain city and counties may not have wills identified or free and enslaved names indexed.
| Field | Information |
| Locality | where the case was recorded |
| Index number | 4-digit year in which the case was ended (or the latest known year) and a sequentially increasing 3-digit number assigned by the processor as cases are found. Example: 1932-012 - indicates the case ended in 1932 and was the 12th case from that year indexed by the processor. |
| Plaintiff(s) | Name of the primary person or party bringing the case before the court |
| Defendant(s) | Name of the primary person or party |
| Surnames | Surnames others involved in a case, including secondary plaintiffs and defendants, deponents, family members, and others, if applicable. Also includes names of businesses, societies, organizations, and schools. |
| Free and Enslaved Names | Largely in pre-1865, includes the given name of enslaved Black and Multiracial individuals and the full name of Free Black and Multiracial individual |
| Format of the case | - Original, housed at the Library of Virginia or circuit court clerk's office - If available on microfilm, Library of Virginia microfilm reel number, locality reel number and image number - Scanned images linked to the Chancery Records Index |
| Wills | [if applicable] Are indicated if present in a case |
| Local Case Number | [if applicable] This is the original drawer or case number previously assigned to the record by the locality. |
| Plats | [if applicable] Are indicated if present in a case |
Search Qualifiers
There is no "wildcard" capability in the database. Use the EQUALS, STARTS WITH, and INCLUDES drop down box to help you refine your search. EQUALS is the default search value.
If you are sure of a spelling, use the EQUALS selection: a search on "JOHN" will return only "JOHN".
If you are sure how a name begins, but not how it ends, use the STARTS WITH option: a search on "JOHN," will return "JOHN" "JOHNSON," "JOHNSTON," and "JOHNSVILLE BAPTIST CHURCH."
If you are only sure of a letter combination within a name, use the INCLUDES option: a search on "JOHN" will return "JOHN," "JOHNSON," "ST JOHNS," and "VALJOHNSON."[M(1] [LM2]
Field Specific Searches
| Field | Information |
| Locality | The default search is "All Localities" You may select multiple localities by using the Ctrl key; Hold the Ctrl key and use the mouse to select individual localities. |
| Year Range | The default search is all years for the Locality or Localities selected. You may choose to limit your search using a range by selecting a beginning and ending year. If you have refined your search by year, you will not find cases with unknown years (indicated by 1111). To find such cases, do not limit your search by year OR enter 1111 in the beginning year field. |