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FreeCEN
Transcription
Questions & Answers
Last updated 27th May, 2001 |
Development by Bob Muchamore(AUS). This facility is mainly based upon queries extracted from the FreeCEN Mailing List. |
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| STARTING | Cannot get started? | Cannot read the fiche? |
| Where is the HELP? | Back Up | |
| Function Keys & Pick Lists | "Notes" |
| HEADER Details | Parish names | Folio & Schedule numbers |
| Institutions, Big Households | Address problems | |
| Unocc, Bldg & Vacant |
| FAMILY | Cannot Save Occupant | Households |
| Extra information provided | Relationships | |
| Initials & Abbreviations | Not born in County |
| FICHE ERRORS | Enumerator Errors & Alterations | Duplications |
| FINISHED!! | I have finished! | Correcting files |
| Wit and Wisdom |
| CHECK-CENS | Checker Problems | - |
| VAL-CENS | Validator Problems | - |
CENSDATA.ZIP is the name given to a back-up disk when you leave the INCENS routine.
There is no need to open any INCENS files by any means except through the INCENS routines. Any interference may void all your hard work!
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| Sch No | 2 | 3 | 4 | 5 | 6 | |
| 13 | South Street | 1 | 2B | 4 | Eliza | -- |
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IF you are continuing the household from another census page - be sure to select the "Continue H'hold (ADD)" or "New Page" option after doing the checks. However, if you blunder and start a "new household" this is no great tragedy - just more work for the Checker later, so leave a short NOTE (such as "Should be with above family!")
Strongly recommended that you try this in TEST MODE with some "pretend" data, just to satisfy yourselves how it works.
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Checkers are reminded that, apart from any interpretations specifically for them, there may be other "Q & A" relevant to their tasks
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| F1 | F2 | F3 | F4 | F5 | F6 | F7 | F8 |
| * | * | * | * | Elizabeth | Mary | Thomas | William |
| Head | Wife | Son | Dau | ! | ! | ! | ! |
| * | * | * | * | Servant | (Em'er) | (Em'ee) | (Notem) |
| @@@ | UNK | OVF | OVB | ! | ! | ! | ! |
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"Would it be worthwhile for you to post an email to the group gently reminding transcribers of the benefits of using the 'F' key and pick lists especially to complete the name, relationship, occupation and employment status data fields. I have found that I have spent the greater part of my checking time altering these fields to ensure consistency."While the introduction of WINCENS has in some ways reduced the number of 'F' keys available to us, other features and the actual Pick Lists have been augmented so that instant access to a standardised spelling is available.
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Shall I continue to enter these as written and have no entries for the Polyphant Parish? Will this create any problems when preparing this fiche to return to you? If not please let me know how to enter this.
The important thing is that you should enter the data against the "Civil Parish" that is written (top left) on each census page. Select Index / or A Similar Question
If there should be any change to be made to what you will have done, rest assured that it is a simple change for the CHECK-CENS routine and will be no reflection against your own accuracy and abilities.
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Now I have an entry
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try cleaning the fiche reader glass (the one that sits on the film), it makes a world of difference :-))
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| Schedule | (U) | ||
| (B) | |||
| 38 | 1 | Remainder of line blank | |
| 39 | 1 | Remainder of line blank |
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The first sheet of the Workhouse lists Folio 123, page 1 and the inmates and union master are listed (each on a separate line) numbered 1 through 23. The next page (2) has no listing for Folio or page numbers and it starts again with the inmates listed from 1 through 23. Don't quite know how to handle that. Select Index / or A Similar Question
Should I just keep numbering....disregarding the numbers on the side of the page. Should I also list this page (2) as PAGE 2, even though there is no printed number on the upper right corner?
The next page (3) now has a folio number and a page number which reads "Folio 124, page 3.
There are five (5) pages total covering the Axminster Workhouse, each one of them lists the inmates from 1 through 23.
IGNORE the numbering 1 thru 23 - just treat them as one big extended household.
Include the PAGE Numbers and FOLIO numbers.
Since there is probably no SCHEDULE number (unless it appears written onto the form page) use SCHEDULE = zero.
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The hyphen "-" is the standard response on a mandatory field where no data is present. Select Index / or A Similar Question
(On numeric fields, such as Schedule No, it would 0 (zero)).
Please refer to the Help Pages where all the options are given.
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| Sched | Road, Street | U/code | Name/Surname | Relat'n |
| (1) | (2) | (4) | (6) | (7) |
| Providence B.C. Church & School | 2U | Joseph Butt | Head | |
| 97 | Carthew | Harriet Butt | Wife |
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The NOTES field is for communication to the Checker later - and will not be included in the final work. Space is limited so the "?" is certainly used (but only in NOTES) to save keying, as perhaps with " ? surname ? " - or even " ? s/n " is sufficient to draw attention to your doubts.
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Despite the original definition in the "DATA FIELDS DESCRIPTIONS" section of the project notes, the preferred method will be:-
"... key the ORIGINAL into the Birthplace Field, and your (corrected) option in the Notes Field... Put a 'x' in the Place Flag"
This policy change need NOT concern work already done. It occurs because of the developing VALCENS routine which will permit data-base search for both the original and the revised placenames. This feature cannot be incorporated readily into the Data Entry (INCENS) routines.
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PLEASE DO NOT ATTEMP TO CORRECT IN THIS MANNER.
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Yes please.
Yes - it warns the Checker that you have a problem section. You can save a lot of individual Notes (against each person) by using MYNOTES and writing there (in general) about the sorts of problems you have encountered with this man's writing. But ALWAYS flag doubts.
Best guess & flag please.
Type only the data that is given. If there are no house numbers - then so be it. If there is nothing in the street address then type a dash - DO NOT assume that it is necessarily the same as the one above (- while it most probably is (the same), we are transcribing, NOT interpreting, the census).
Best guess and flags, please.
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It really is worth spending a little time in TEST Mode (so that you cannot harm any Real Work!) to discover just what features are available on your version
All WINDOWS versions of the routines also have many Help Features available from use of the right mouse button. Clicking this button in different parts of the screen can reveal various Help Topics.
Additionally, WINDOWS workers will find that placing the mouse pointer over the [FK] and [QM] markers will reveal information, while clicking the right-mouse button on these locations will reveal how to gain the best advantage from these options.
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"Notes" is a limited Field that appears at the bottom of every Occupant Record. It allows two lines (not exceeding 22 characters each) for a brief explanation of any Query that you may have flagged somewhere on that Occupant.
For example: if you are doubtful about your reading of a Surname or Place then "?s/n" or or "?place" would constitute a sufficient note to explain why you chose to flag those fields, especially if you have interpreted a spelling error in the Birthplace - the Alternative should be included in Notes.
"MYNOTES"(.TXT) is a file in which messages (of extended length, if necessary) of a more general nature may be recorded for following workers
Such messages can be of any subject matter you feel should be commented and should always be started with "Piece Number / Folio Number / Page Number" (as relevant).
Typical messages might include:- "Piece #1234; Folio #27" Sorry, but I kept muddling New Household and New Page around here so I have created a lot of 'Split Households'."
Or perhaps "Piece #9876; Shipping Lists, found and entered at the end of the Piece, seem to refer to Parishes covered by earlier Enumerators"
Always imagine that you might be the next person who has to examine this Piece - you would doubtless like to have some notes provided to explain what has been happening during the early stages?
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Only by looking at the fiche can one judge this. Please see John's Internet Page notes about the census (enumerator's) instructions concerning the single or double slash mark between "households"
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Assuming you're using WIN-CENS - what "PLEASE NOTE" ?! Where does it appear?
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I had kept my fingers crossed in the hope of being allocated some barren wasteland with approx. four souls per square mile...
On the positive side - there is a good chance that the Enumerator in a city may be better educated than his rural counterparts, so his writing may be better and he may make fewer mistakes.
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Meanwhile, if this is your only problem please do not worry unduly about such errors - the CHECKCENS programme can correct these quite simply (Yes, I know we all like to hand in perfect work)
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Secondly, when filling in the entries, there is a query button next to the surname but not the christian name. If I press the query name button does the checker check both given and surname or should I make a note in the 'notes' section.
The checker will check all fields anyway, but will be considerably aided by you making a note, suggesting name if possible.
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sorry, I should have given a few more details.. Select Index / or A Similar Question
If I do it as you suggest..according to the slanty lines the schedule number would still be 12 & 13....15 & 16.
The first instance has "12 & 13" written for the schedule no.It is written next to one family (not repeated). The second instance the same except schedule no. "15 & 16". There aren't differtent addresses or double listings. I thought perhaps I should use the first number and put the second number in the notes, but the census taker has clearly written 12 & 13 .. etc for which I cant see any logical reason.
Fair enough...
Please type the first household against #12.
Follow this with an "empty household", #13, using the flag "Schedule not used"
And treat #15, 16 in a similar manner.
It now seems fairly clear that the Enumerator got something wrong here - but we can adjust if necessary when we get to the Checking and Validation phases.
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NOTE: If working CON 1841 please check with your Co-Ordinator for specific instructions.
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... but this need not overly concern our Checkers.
By all means, if you see a query note about a Birthplace or a "most mysterious" entry then do have a look at it and make a contribution.
But recall that the "<F5> message" (allowing you to accept a record) comes before the Birthplace details; Checkers are not expected to spend a lot of time on Birthplaces - including the fact that (on most fiche readers) this seems to require some repositioning of the fiche image on the screen.
The Validation programme has been written to retain the original "Enumerator's Version" of a Birthplace and also the modern spelling or corrected County and this task is one of those specifically targeted to the Validator. It enables our transcription to retain the intended "AS IS" feature while being searchable (in the Database) against modern/corrected place names.
Thus: suppose an Enumerator had written "Born Brummagem". If the Checker corrects this we would lose "Brummagem", whereas if the Validator makes the alteration then the record would be findable under both "Brummagem" and "Birmingham".
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I have got comments like 'the disk in the destination drive is full' - a brand new disk? or 'the disk in drive A is not formatted, so I then format it and again it comes up with 'the disk in the destination drive is full.
Have I not got the right disks? Please help as I really want to go through the software before I receive the fiche.
Disks should be DS/DD format (1.44 megabytes capacity). Have you checked that they are of this standard?
Thank you for your help, I shall now go and buy the correct floppy disks, she says embarrassingly.
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Query: Are you using the GENIE PLACE LOCATOR? This can help in many instances with doubtful spellings.
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Yes, you do just what you say. Give it your best guess, flag it and if you feel it warrants another comment, put it in the box at the bottom of the screen.>br>
Good luck with the handwriting and hopefully it might change before long - some are definitely better than others.
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Also have F.S and M.S where I have put in female/male servant, have flag it for checker and left notes to my queries but thought I better check with the experts before going on. Also have an occ as shoem, any ideas what that is.
To expand F.S./M.S. is fine and a desirable thing to do. Select Index / or A Similar Question Select Index / or A Similar Question
132. Extra Information
There are annotations on the microfiche which appear to have been added later. For example, an occupation entered as "Laundress" has an annotation "Wash" (perhaps meaning Washerwoman); "Labourer" has "GL" added (perhaps meaning General Labourer). Up to now we have included these but should we ignore them?
Only ignore anything that seems to be repetitious - in the above examples, I would think that GL added to "Labourer" IS repetitious, and not worth recording, but if anything seems to be genuinely additional, then please enter it.
133. Not Born in Devon
I need to know what to do if an occupant is born outside of Devon. I am able to sort out the first field eg. Cornwall, but what do I do for the next field? The programme tells me to check on a map. Do I do this or just put in my best guess and flag the field for the checker to sort out.
If the person is born "Cornwall" then you can only type "CON" in the County and a dash for the town. You are not allowed (by the programme) to leave that field empty.
If the problem is one of bad writing - make your best guess, flag the query box, and don't waste too much time trying to solve the place name.
134. Folio Numbers
Am I right in thinking that the folio number is on the top right? On this fiche there is no explanation as to what the number is for. Also can anyone help me in what to do when this number is missing because the page has been torn?
The Folio Number is a stamped number on every other page, and generally appears in the top middle, but can also appear on the top right (without explanation as to what the number is for).
Folio numbers only appear on ODD-numbered pages.
As defined in the HELP NOTES for INCENS: "A page with no folio number takes the number of the previous page"
If there are no Folio numbers at all, then please enter "0" (zero) as the Folio number.
135. Cannot Read the Fiche
I have been using the test program to input data from this census and am now ready to start doing it live. Before I start however I would like to clarify what I do when I cannot read the enumerator's handwriting, this enumerator has the most appalling handwriting! Do I give it my best guess and then flag it? Do I also put a comment in the notes facility at the bottom of the screen?
Exactly right. Just make sure you have an entry for every line; behind you will come a checker, then the validater. If the three of you can't read a line, then no one is going to be able to. And the online db will flag it up as a query - in red!
136. Relationships
Having followed the scholars, students and age, why when a son or daughter is entered (along with other gender orientated relationships, does the program not prevent entry of the wrong gender.?
E.g. it is possible to enter a son as a female.
We chose this method because there are many"relationships" that are not gender oriented. Much safer that you get used to making the appropriate entry every time.
137. Enumeration District
For the last few days I have been familiarising myself with the handwriting on the fiches and transcribing to paper. I now wish to start inputting, but after reading the tutorial I still cannot understand which is the Enumeration District No.
At the beginning of the fiche, it has written RG12/1250 171 5c.
There are normally six "standard pages" before you reach "Page 1" of the actual records; the first of these pages has a sub-heading "Description of the Enumeration District" and will bear a number.
(Assuming you are using WINCENS:)
Having selected the "Piece" you intend to work, the screen will change to one asking for input of "Enum Dist" - this segment has two boxes, so enter "5" in the first, "c" in the second.
Highlight the appropriate "Civil Parish", [STORE] it all and you are in business.
138.
139. Extra Information
Throughout the twelve pages of transcription that I have done for one parish I have found on many occasions, at the side of a person's occupation, remarks in lighter ink almost/and sometimes unreadable.
ie; occupation stated River Keeper but next to it in very small writing 'GameK'. Another example was Dairyman then next to it 'milk'. I feel that I should not put them in, though I know that we should transcribe what we see. One particular wife (whose husband was a grocer) had the occupation field marked as grocer, but the ink was so light, I almost felt I wasn't supposed to see it. One gentleman had 'law' in very light ink then 'solicitors clerk'.
Shall I just leave those little remarks out or not?
The darker ink is the Enumerator writing down what he was told by the people themselves. The lighter marks, which were probably pencil, possibly red on the original books but now look a pale blue due to the photographic method, were put in later by a clerk preparing data for the statisticians. They needed the occupations normalised so that, for example, all sailors were counted as such whether they called them selves mariners, sailors, or old salts. So the occupations changed by this man were very much simplified - fish, serv, seas, etc.
This counting was probably done fairly late. Other people came along earlier and did other things to the book - checking that it was all in a standard format (so you will see crossings out and alterations in another hand). Checking the counting by that irritating person who crossed through the ages with a very heavy pen and all sorts of other passes through peoples hands.
140. Households
I have a particular household that splits in two.
Sch. No. 75 'Grange Farm' James A Henman, Jane A Henman and Rosa Humphrys followed by Sch. no. 75a (In "one of the farms holdings") Albert Coleman and Thomas Coleman. Then two lines to indicate end of household - both Albert and Thomas are servants; James Henman is the head of the household.
Do I split it as two different households or do I keep it as the one household and make a note of the schedule no and address in the notes?
Defiintely TWO different households. Any change in schedule number indicates a separate household for our purposes. The Schedule Number field (in IN-CENS) allows for the entry of an alpha suffix in the adjacent field.
141. Abbreviations
Well I am "live" and seem to be going okay, but---- do we expand on the names eg: Wm to William, Thos to Thomas, etc,
No.....please leave these "as is".
"Shoem" is probably "Shoemaker".
142. Enumerators ...
Where does one find a copy of the instructions to enumerators for the various censuses?
It should be in the pages prior to the actual data, at the begining of each booklet used for each enumeration district. You know - those pages everybody skims over in order to get to the meat, as it were:-))
143. Addresses
Is there any where online that I ca