All stone data is organized by town at the top level of organization; browsing and searching the database begins by selecting a town from the website home page (in English or Ukrainian). Clicking the town link brings the user to the summary page for the town, which presents an ordered list of all stones recorded within that town in a table, such as this excerpt for Dobromyl:

Each row in the summary represents an individual stone; the columns show a small selection of key data fields. Those fields are organized by identification at the left, genealogical data in the middle, and physical heritage data at the right (the characteristics of each data field are detailed below).

A user can quickly scroll and scan the summary data for items of interest, and to help the review can also click the up/down sorting arrows in a column heading to order that column alphanumerically top, to bottom or vice versa.

If browsing identifies a stone of interest, clicking the ID number opens the stone ID page with all of the available data for that stone.

Above the tabulated data on the town summary page is a text search window which operates on all of the recorded stone data for the town. The user can enter one or more characters in English, Ukrainian, or Hebrew to locate any stone record in the town data which includes that search string. Search results are presented as a reduced table with only the relevant stones listed, and with the field(s) in each stone which includes the search string highlighted. In some cases the search string may not be found in one of the columns in the summary table, but the highlight still identifies the matching data field(s). As for the full data summary described above, the reduced data summary with search results can be sorted by clicking the up/down sorting arrows in the column headings.

Note that it is not currently possible to search within a single field, e.g. surname, but the number of headstones in a single town is not yet large enough to make sifting simple text search results burdensome.

If searching identifies a stone of interest, clicking the ID number opens the stone ID page with all of the available data for that stone. Within that stone ID page, and ordinary browser search using the same search term can be used to locate the relevant match.

The following data fields appear on each stone ID page, in five sections by category of stone characteristics (separated by horizontal lines in the explanations below); some of the characteristics are unique to displaced and recovered headstones as are common from Jewish cemeteries in western Ukraine. Many of the data fields are entered in plain text format of any type (e.g. the deceased's surname), but some fields are limited to a selection from preset entries (e.g. the deceased's gender). The choices within limited selections are searchable as text like any other entry (e.g. the symbol carved at the top of many stones), and are listed below where applicable. Typically there will be many blank fields in any stone's ID page, both because of missing elements on the stone and because of incomplete documentation.

Stone ID: A unique identifying alphanumeric code assigned to each stone by the recovery and/or documentation volunteers, in a format chosen for each town. If a stone was assigned a different ID in a prior documentation effort, that earlier ID is included in the notes field so that it becomes searchable. The Stone ID may or may not be physically marked or tagged on the stone.

Grounded/Loose: This field is listed as G/L in its summary table column heading. A 'grounded' stone is currently anchored in the ground or affixed to a memorial structure. A 'loose' stone is not fixed to the ground or any man-made object, and may be moved.

Intact/Fragment: This field is listed as I/F in its summary table column heading. An 'intact' stone may be damaged but retains enough of the epitaph to identify the deceased with names, dates, etc. A 'fragment' is a portion of a headstone which is missing some or all of the identifying information. Some stones are difficult to categorize this way; inspection of the available photos may clarify the status.

Group: A unique label applied to two or more stone fragments which are known by inspection to belong to the same original whole headstone. A search on the group label should show all of the fragments which were once integral.

Location: A common name for the current location of the stone within the town, typically the town's Jewish cemetery if returned to that location, but may be another named location if recovery has not yet taken place or if the cemetery is destroyed and unable to receive the stone.

Location X/Y: The current location of the stone in meters relative to an origin point defined in the town's 'About' page or another linked document or image. This could for example be the stone's location within the cemetery relative to the cemetery gate, or its position in a lapidarium relative to a reference face.

GPS Location: The current location of the stone in GPS coordinates, entered as decimal values of latitude and longitude. These coordinates can be used to identify the approximate location of the stone using online mapping tools (Google, Bing, OpenStreetMap, etc.). For a loose stone, often the GPS coordinates define only the object (e.g. the cemetery) or general location where the stone is located, as the stone does not have a fixed location.

Dimensions W H D, cm: The width, height, and depth of the stone or fragment measured in centimeters and oriented in its original upright position, i.e. depth also means thickness.

Material: The material from which the headstone was originally fabricated. This field is selected from: limestone, sandstone, granite, concrete, other. An 'other' selection should be explained in the notes field.

Color: The dominant color of the headstone material, not including any surface paint or gilding. This field is selected from: grey, pink, white, black, other. An 'other' selection should be explained in the notes field.

Inscription Style: Describes whether the characters of the inscription are cut into the base material of the headstone (incising or debossing), or the base material is cut away around the characters (relief or embossing) leaving the characters standing proud of the base. This field is selected from: incised letter, raised letter, both incised and raised letter.

Inscription Character Height, cm: The vertical dimension in centimeters of a typical character in the epitaph when oriented in its original upright position.

Name Original: The given name of the deceased as transcribed from the original epitaph, typically in Hebrew.

Name English: The given name of the deceased as converted to Latin characters in the preferred format and style of the translator. Multiple variants in English of Hebrew and especially Yiddish names is common, but the database allows only one, so flexible searching is needed to find all common variants in the data.

Surname Original: The surname ('last name') of the deceased as transcribed from the original epitaph, typically in Hebrew.

Surname English: The surname of the deceased as converted to Latin characters in the preferred format and style of the translator. Multiple variants in English of Hebrew and especially Yiddish is common, but the database allows only one, so flexible searching is needed to find all common variants in the data.

Father Original: The name of the deceased's father as transcribed from the original epitaph, typically in Hebrew. This is typically only a given name but may also include a surname.

Father English: The given name of the deceased's father as converted to Latin characters in the preferred format and style of the translator. Multiple variants in English of Hebrew and especially Yiddish names is common, but the database allows only one, so flexible searching is needed to find all common variants in the data.

Husband Original: The name of the deceased's husband as transcribed from the original epitaph, typically in Hebrew. This is typically only a given name but may also include a surname.

Husband English: The given name of the deceased's husband as converted to Latin characters in the preferred format and style of the translator. Multiple variants in English of Hebrew and especially Yiddish names is common, but the database allows only one, so flexible searching is needed to find all common variants in the data.

Gender: This field is listed as M/F in its summary table column heading. The gender of the deceased; this is derived from the epitaph ('a woman', 'a man', 'daughter of', 'son of') or from carved symbols on the stone or other clues. This field is selected from: male, female.

Death Date Hebrew: The death date on the Hebrew calendar, either taken directly from the epitaph or interpreted from it using reference to holidays etc. The format follows common Hebrew calendar convention with dashes to separate subfields for clarity when data is obscured or missing: dd-Mmmm-yyyy. Whether the thousands digit 5 is present or only implied in the inscription, it is included in the death date in this field.

Death Date: The civil death date on the Gregorian calendar, formatted in numerals according to the ISO 8601 standard for date formats: yyyy-mm-dd. If the civil death date is read directly from the epitaph or from another inscription on the headstone, the date appears without modification in the database. In the far more common case that the civil date is calculated from the Hebrew death date, it appears here with an asterisk (yyyy-mm-dd*) to indicate uncertainty. Because a day on the Hebrew calendar runs from sunset to sunset, spanning parts of two days on the Gregorian calendar, absent other information it cannot be known on which of the two civil days the death occurred. The convention used in this database is to record the second of the possible civil days (as more likely because it has more hours) and add an asterisk to highlight the uncertainty.

For example, a Hebrew death date inscribed in an epitaph as 26th Tevet 5693 (recorded in the database as 26-Tevet-5693) would calculate to an equivalent civil date of January 23-24, sunset to sunset, 1933, and would be recorded in the database as 1933-01-24*.

If portions of a Hebrew death date are obscured in an epitaph inscription by damage or wear, in many cases little or none of the civil death date can be calculated. In this situation perhaps a civil year and a span of two months are possible interpretations, and the range of civil dates may be represented with a slash, e.g. 1933-01/02. In some cases, however, not even a year can be calculated, and the civil death is left blank.

Age: The age in years of the deceased at the time of death, if given in the epitaph or calculated from death and birth dates. An ambiguous age at death ('in the 52nd year of her life': was she 51 or 52?) is entered based on a best guess.

Birth Date: The civil birth date on the Gregorian calendar, formatted in numerals according to the ISO 8601 standard for date formats: yyyy-mm-dd. If the civil birth date is read directly from the epitaph or from another inscription on the headstone, the date appears without modification in the database. If the civil date is calculated from the Hebrew birth date, it appears here with an asterisk (yyyy-mm-dd*) to indicate uncertainty (see above for civil death date). If only a Hebrew year is inscribed in the epitaph, the equivalent span of civil years is listed with a slash, e.g. 1888/1889.

Profession: The professional occupation of the deceased as described in the epitaph. This field is selected from: doctor, attorney, teacher, rabbi, other. In most cases an effort is made by the translator to omit common honorifics, e.g. the widespread label of 'Reb' or 'Rav' for a respected man vs. Rabbi for a recognized rabbinic authority. An 'other' selection should be explained in the notes field.

Primary Symbol: The symbol carved at the top of the headstone, if one is present, or the perceived primary symbol if two or more are present. This field is selected from: 3-arm candelabrum, 5-arm candelabrum, 7-arm candelabrum, candlestick(s), lion, crown, Star(s) of David, blessing hands (kohen), washing hands/pitcher (levite), bird(s), deer, wolf, bear, fish, flower(s), tree(s), grapes/grapevines, book(s)/bookcase, musical instrument, tzedakah box, curtains, columns, other. An 'other' selection should be explained in the notes field, along with any other symbols present on the stone in addition to the primary one.

Epitaph Original: The epitaph inscribed on the headstone as transcribed in the original language, typically Hebrew. An effort is made to transcribe the text exactly as it appears on the stone including abbreviations and presumed errors, and to retain the structure (e.g. line breaks) of the original. Volunteer transcribers may choose to unify typographical variants (e.g. marks indicating abbreviations) across stones within a single town set (see Dobromyl) where the changes do not affect interpretation.

Epitaph English: The epitaph as translated from the original into English. An effort is made to retain the structure (e.g. line breaks) of the original. As noted in the extracted genealogical information section above, conversion of Hebrew and Yiddish names to English often presents many choices which can be difficult to resolve.

Acrostic Original: A poetic arrangement of the epitaph text in which (usually) the first letter of several lines intentionally forms a vertical word. The database entry for this field records the vertical word, which is often the name of the deceased.

Acrostic English: The acrostic as translated from the original into English (the original epitaph translated into English will not form an acrostic).

Additional Original: Any other inscriptions on the headstone which do not form part of the main epitaph and related texts; the deceased's name or profession in a separate field above or below the epitaph and in the same language as the epitaph are considered part of the epitaph and not 'additional'. Typical examples include inscriptions on the reverse side of the headstone which may include the deceased's name and death date in the local administrative language of the period (German in Austrian variants, Polish, etc.)

Additional English: Translation of additional texts outside of the epitaph from their original language(s) to English.

Stone Condition: A brief description of the completeness and surface quality of the headstone in its current state (after weathering, recovery, etc.). The description may include observations of residual surface paint, cracks, eroded epitaph characters, etc. Issues and/or questions about mismatched fragments are typically added to the notes section instead.

Conservation: A brief description of the conservation history of the stone, if known. Examples include the circumstances of the stone's recovery, any attempted stone or surface repairs attempted, and installation, if any, in a memorial monument.

ID Tag Position: The face on the stone where a tag, marker, or label of any kind is fastened, identifying the stone by the database stone ID or other ID. This field is selected from: right, left, top, bottom, front, rear (with the stone oriented in its original upright position).

Recovery Date: For a stone which was displaced from its grave site during or after WWII, the date on which the stone was recovered and returned to the cemetery or to another secure location. The recovery date is formatted in numerals according to the ISO 8601 standard for date formats: yyyy-mm-dd.

Recovery GPS: For a stone which was displaced from its grave site during or after WWII, the location from which the stone was recovered, entered as decimal values of latitude and longitude.

Other Notes: Any additional notes describing the stone which do not easily fit in or conform to the standardized fields in the database. These may include unusual physical characteristics, relevant genealogical connections, interpretations and analysis of the epitaph and their application to identification of the deceased, and additional dates and locations of recovery or other relevant conservation details. This field is also used to expand on data which does not fit the limited (fixed) selections of some field entries then selected as 'other'.