Example of a Spreadsheet using SSCENS
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01 August, 2014
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Please note the following.
The first rule of transcription for us is "AS IS" - complete
with misspelled names and places
If there is no Schedule number (Column E) for the Un-occupied premises please use a 0 (zero) Then enter a u in Column
Please enter in a new row for each unoccupied/or multiples as:- 1u 2u 3u 4u
So if the Census page say 3u (= 3 unoccupied) then repeat the entry on 3 different rows. etc
If there are Schedule numbers missing then you must insert them in the correct order and enter a n (= not used) in column H.
Any schedule numbers in the wrong order must be left where they are.
The CSVCHECK
program will show a WARNING, but we know the answer.
If
the Forename/Surname (Column I & J) is blank/empty on the Census
page always use the 'DEFAULT'
This is always a hyphen. It is always entered on the spreadsheet as
'-. the ' will disappear after you press enter.
This will stop the 'Cell' becoming a calculation.
If
the Forename (Column J) says Wm. do NOT expand. Always type the
abbreviation AS IS.
Other examples are Eliza Elz. Elzth. We do not assume that it stands
for Elizabeth.
So whatever it says we type it as it is
Relationship column L. Only 6 digits. Please use the standard
abbreviation from the FIELDS document.
If you come across one that is not in the list then abbreviate it to 6
digits by removing vowels.
Example :- Visitor = Vistor : Servant = Servnt : Apprentice =
Appren ( or Apprnt)
There is no strict rule as long as the abbreviation is decipherable.
Sometimes I see Daughter as Daugh but the list says Dau. Both are
acceptable and will fit in the space.
If there is no relationship shown on the Census page always use the
'DEFAULT' .This is always a hyphen.
It is always entered on the spreadsheet as '-. the ' will disappear
after you press enter.
This will stop the 'Cell' becoming a calculation
Marital Status - Column M Do not make assumptions!
Enter a single letter
M = Married
S = Single
U = Unmarried
W = Widow or Widower or Widowed
As defined on the Census Page : If the Enumerator left it blank - so
must we.
If
there is no SEX given (column N) on the Census page always use
the 'DEFAULT' (common sense can prevail)
This is always a hyphen. It is always entered on the spreadsheet as
'-. the ' will disappear after you press enter.
This will stop the 'Cell' becoming a calculation.
The
DEFAULT for the age (column O) is always 999. So if no age is
given please always type 999. If it is unreadable enter 999.
There is no need for an x in the following query column.
Please DO NOT USE the ? mark in ANY COLUMN other than the last
Column Y NOTES.
This can cause errors at conversion.
Please remember that for the 1891 Census only do we have to fill
in the Occupational Status. i.e. Column R.
This will therefore restrict the occupation column to only 24 digits and
not the normal 30.
It
is rare to find entries written in Welsh but it does happen.
Transcribe AS IS. (Column X)
You will sometimes see large W : E : B These will either me near the
Schedule numbers or after the POB.
We enter it in column X. W = Welsh : E : = English B = Both.
The
first 3 rows are essential and should not be removed or altered.
Row 3 shows the maximum number of digits for each column.
Please do not enter more digits than is allowed in each column. Please
read number 9 above re column Q.
It
is not necessary to type in lower-case or upper case. The
conversion process prior to checking will insert uppercase letters
wherever necessary. Feel free to use whichever one or mix you prefer.
It
recommends the use of a full-stop after abbreviations such as Robt.
Eliz. or Llanfair D. C. and U.S.A.
Please always check the CHP codes (Column T) with the list in the
FIELDS document.
An incorrect one will fail in the CSVCHECK program. Example the
MOST common mistake is for London.
It is not LON, or LDN it is in fact LND. Another example is
Surrey is not SUR it is SRY etc.
If
there is room for doubt for any DATA you could offer an alternative in
the Notes field (Column Y).
Remember that each transcript goes through the processes of checking
validation and post-validation prior to upload
If
you want to leave longer notes a simple text file RG######.TXT
with the piece number as the filename can be sent on with the data file.
These notes will not be uploaded but will be available to the Checker
and Validated.
The
Spreadsheet needs to be saved as a CSV file to enable you to use the
CSVCHECK programme.
However to enable you to use the FORMATS and keep the columns in the
correct widths while Transcribing saving the file as an XLS
(Or whatever spreadsheet application you use) is most beneficial.
You can save it again as a csv when you want to use CSVCHECK at
any stage.
Example of a Spreadsheet
RG12/2642 |
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Civil Parish | ED | Folio | Page | Schd | House | Address | X | Surname | Forenames | X | Rel. | C | Sex | Age | X | Occupation | E | X | CHP | Place of birth | X | Dis. | W | Notes |
abcdefghijklmnopqrst | ###a | ####a | #### | ###a | ####a | abcdefghijklmnopqrstuvwxyzabcd | X | abcdefghijklmnopqrstuvwx | abcdefghijklmnopqrstuvwx | X | abcdef | C | S | ###a | X | abcdefghijklmnopqrstuvwxyzabcd | E | X | abc | abcdefghijklmnopqrst | X | abcdef | W | abc etc. |
Tuxford | 1 | 5 | 1 | 1 | Eldon Street Mill Mang | - | LONGBOTTOM | Hugh L | - | Head | M | M | 46y | - | Miller | R | - | LIN | Claypole | - | ||||
LONGBOTTOM | Annie | - | Wife | M | F | 41y | - | - | NTT | Edingley | - | |||||||||||||
LONGBOTTOM | Arthur E | - | Son | S | M | 22y | - | Miller | E | - | NTT | Farnsfield | - | |||||||||||
LONGBOTTOM | Albert K | - | Son | S | M | 21y | - | Miller | E | - | NTT | Tuxford | - | |||||||||||
LONGBOTTOM | Bertha | - | Dau | S | F | 18y | - | Mothers Help | - | NTT | Tuxford | - | ||||||||||||
LONGBOTTOM | Herbert E | - | Son | S | M | 17y | - | Draper | E | - | NTT | Tuxford | - | |||||||||||
LONGBOTTOM | Sydney | - | Son | S | M | 15y | - | Miller | E | - | NTT | Tuxford | - | |||||||||||
LONGBOTTOM | Clara | - | Dau | S | F | 14y | - | Domestic Nurse | - | NTT | Tuxford | - | ||||||||||||
LONGBOTTOM | Walter H | - | Son | - | M | 13y | - | Scholar | - | NTT | Tuxford | - | ||||||||||||
LONGBOTTOM | Ethel | - | Dau | - | F | 8y | - | Scholar | - | NTT | Tuxford | - | ||||||||||||
LONGBOTTOM | Lilian | - | Dau | - | F | 1y | - | - | NTT | Tuxford | - | |||||||||||||
2 | Eldon Street Mill Mang | u | - | - | ||||||||||||||||||||
3 | Eldon Street Mill Mang | - | STORY | Mary | - | Head | W | F | 55y | - | Living On Own Means | - | NTT | Retford | - | |||||||||
STORY | James | - | Son | S | M | 34y | - | - | NTT | Retford | - | |||||||||||||
STORY | Annie | - | Dau | S | F | 20y | - | Mothers Help | - | NTT | Tuxford | - | ||||||||||||
4 | Eldon Street Scotland Bank | - | SMITH | John | - | Head | M | M | 40y | - | Agricultural Labourer | E | - | NTT | Tuxford | - | ||||||||
SMITH | William | - | Son | - | M | 11y | - | Scholar | - | NTT | East Markham | - | ||||||||||||
SMITH | Harriett | - | Dau | - | F | 6y | - | Scholar | - | NTT | East Markham | - | ||||||||||||
5 | Eldon Street Scotland Bank | - | MITCHELL | William | - | Head | M | M | 43y | - | Brickmaker | E | - | NTT | Tuxford | - | ||||||||
MITCHELL | Maria | - | Wife | M | F | 41y | - | - | NTT | Sutton In Trent | - | |||||||||||||
6 | Eldon Street Scotland Bank | - | COLTON | John | - | Head | M | M | 47y | - | Agricultural Labourer | E | - | NTT | Egmanton | - | ||||||||
COLTON | Annie | - | Wife | M | F | 62y | - | - | NTT | Collingham | - | |||||||||||||
7 | Eldon Street Scotland Bank | - | HANDLEY | Sarah Ann | - | Head | M | M | 45y | - | - | NTT | Retford | - | ||||||||||
HANDLEY | Frederick | - | Son | - | M | 11y | - | Scholar | - | NTT | Tuxford | - | ||||||||||||
HANDLEY | Robert | - | Son | - | M | 9y | - | Scholar | - | NTT | Tuxford | - | ||||||||||||
HANDLEY | Susan | - | Dau | - | F | 7y | - | Scholar | - | NTT | Tuxford | - | ||||||||||||
8 | Eldon Street | u | - | - | - | |||||||||||||||||||
9 | Eldon Street | - | JONES | Thomas | - | Head | M | M | 56y | - | Bricklayers Labourer | E | - | MON | Chepstow | - | ||||||||
JONES | Emma | - | Wife | M | F | 57y | - | - | LND | City Road | - | |||||||||||||
Tuxford | 1 | 5 | 2 | 10 | Eldon Street | - | LANGHTON | Joseph | - | Head | M | M | 40y | - | Pig Killer | E | - | NTT | Tuxford | - | ||||
LANGHTON | Martha | - | Wife | M | F | 50y | - | - | LIN | Martin | - | |||||||||||||
WOODTHOP | Rachel | x | Niece | S | F | 22y | - | Domestic Servant | - | LIN | Horncastle | - | surname | |||||||||||
11 | "the Cut" Cottages | - | BILLYARD | John Thomas | - | Head | M | M | 38y | - | Bricklayers Labourer | E | - | NTT | Markham Moor | - | ||||||||
BILLYARD | George W | - | Son | - | M | 9y | - | Scholar | - | DBY | Masbro | - | ||||||||||||
BILLYARD | Annie E | - | Dau | - | F | 6y | - | Scholar | - | NTT | Tuxford | - | ||||||||||||
DUNLEVEY | Louisa | - | Servnt | M | F | 42y | - | Housekeeper | - | LIN | Lincoln | - | ||||||||||||
12 | "the Cut" Cottages | - | THOMPSON | Mary | - | Head | W | F | 75y | - | Retired Publican | - | NTT | Boughten | - | |||||||||
13 | "the Cut" Cottages | - | TURNER | Thomas | - | Head | M | M | 49y | - | Agricultural Labourer | E | - | NTT | Blidworth | - |