THE FREECEN Census Project
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e into
Updated 01 July, 2015
Click here to go to the
Index Page
The routine that will be used to convert the Spreadsheet to the
FREECEN standard will also ensure that Upper Case is applied
where required.
This Fields Document
helps you of what to type into each Column of the Spreadsheet when you
are a Transcriber.
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Spreadsheet Column letter: |
"Field" name |
Permitted Characters |
Description & Rules |
Header Information |
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Column A |
Civil Parish |
No |
Up to 20 characters |
Column B |
Enumeration District
|
###a |
Up
to three numerals + one optional suffix
If there is no identifiable Enumerator Number then use zero. The suffix will be necessary if:
indicated alongside the Enumeration on the first page (as above) "special situation" suffix added as below.
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Enumerator Special Situations |
0#n |
"Institutions & Shipping"
Certain categories may feature in a Piece but are not included
on the "normal" returns.
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Folio Number |
####a |
Up to four numerals + one alpha-suffix This is the number hand-stamped at the top right-hand corner of every odd-numbered page Folio Numbers start from 1 at the beginning of a Piece and progressively increase regardless of changes to the Enumeration District Sometimes pages were missed (the number may have been pencilled in later) or even whole books may not have been numbered. Suffix letters are very rarely found. If a Folio Number is missing from its normal position DO NOT type zero EXCEPT for the first Folio position of a Piece. |
Column D
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Page Number
|
#### |
Up to four numerals The Page Number is pre-printed on the Census Pages (except for Shipping Schedules) and generally found top-right corner |
Schedule & Address Details |
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Column E |
Schedule Number | ###a |
Up to three numerals + one optional suffix This is the first column on most census pages except for the 1841 census and on Institution & Shipping returns where Schedule numbers were not used. A suffix is entered only if present on the Census page
A value MUST be entered in Column E for every New Household or
empty premises. |
Column F |
House Number |
###a |
Up to four numerals + one optional suffix On the census page this is in the second column associated with the street name |
Column G |
Street/Road Address |
Default (hyphen '-') |
Up to thirty alpha/numeric characters Address must be copied precisely - even if it looks wrong! Abbreviation as St Rd Terr etc will be acceptable. Supplementary information should follow the Street Name (as in "High St Anchor Hotel"} |
Column H |
Query or Special Use |
No default |
One
character
(b n u v
or x if needed). Column H may alternatively contain one of b u v or n
Where b u v or n have been entered in Column H any data entered in Columns I to X will be rejected. A comment may be entered in Column Y if there is a Query regarding the schedule or address entries
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Personal Details | |||
Column I |
SURNAME |
Default (hyphen '-') |
Up
to twentyfour characters Take care if using "Cut & Paste" or "Fill Down" spreadsheet tools!
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Column J | Forename (s) |
Default (hyphen '-') |
Up
to twenty-four characters Allow one space between names initials or words. In the unlikely event of insufficient space being available reduce later forenames to an initial but always spell in full the first name (where known). Titles are to be typed after forenames enclosed in brackets/braces as in (Rev) (Dr) (Prof) etc. In an extreme case "Elizabeth (Lady Chalfont)" is covered by this rule. |
Column K |
Query |
Blank or 'x' |
One character Enter an x if you have doubts about the names. A simple "Forename" in Column Y will pinpoint your query but the X will also suffice |
Column L |
Relationship to Head |
Default (hyphen '-') |
Up to six characters While short words may be typed in full there are many relationships which will need abbreviation to suit this field. See list of Standard Abbreviations that comprises a table which must be used for such circumstances. The table will also be useful in demonstrating the principles to be applied if a 'standard' form cannot be found. |
Column M |
Marital Status |
Default (hyphen '-')
|
One character Do not make assumptions! Enter a single letter m s u or w (Married Unmarried Single or Widowed) as defined on the Census Page. If the Enumerator left it blank - so must you. Any other letter will be rejected at conversion as 'invalid' |
Column N |
Gender Male/Female |
M F or '-' |
One
character In these instances use the gender that matches the relationship |
Column O |
Age | ###a |
Up
to three numerals + one letter (y m w or d)
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Column P | Query | Blank or an 'X' |
One character Enter an x if you have doubts about entries in Columns L to O. A simple "Age" in Column Y will pinpoint your query |
Rank Profession or Occupation | |||
Column Q |
Occupation | No Default |
Up
to thirty characters Any "ditto" indication relating to earlier occupations must be expanded in full |
Column R |
Employment Category |
E R or N |
One character From 1891 the Census the form includes three columns to be marked if the person was "Employer" "Employee" or "Neither". FreeCEN Transcribes this information into a single column. Do not make assumptions! If these columns are all empty then leave Column R empty. Otherwise enter r for "employeR" e for "employeE" n only when marked as "Not employer/employee" If a person is marked for both "employeR" and "employeE": enter r |
Column S | Query |
Blank or an 'X' |
One character Enter an x if you have doubts about the entries in Column Q A comment in Column Y will be necessary only on rare occasions since this Query concerns only Employment |
Birthplace & Sundries | |||
Column T |
Where born County |
Approved Code Only |
Three characters
which
must agree with FreeCEN's sub-group of
Unless there can be no doubts type only what is written on the
census page: "Born In This County? Yes/No" Permitted entries will be limited to the Chapman Code for "this county" or IRL - SCT- OVF or UNK |
Column U |
Where born Place |
Default (hyphen '-')
|
Up
to twenty characters
If for example "Scotland" is all that has been written; you
would have "SCT" as the County Code and a hyphen in this column.
The reason for this is that the Validation routine is capable
of saving both the original entry and any chosen
"correction". |
Column V |
Query |
Blank or an 'X' |
One character Enter an x if you have doubts about the entries in Columns T or U |
Column W | Disability | Blank |
Up to six characters Strictly the Census asked only "Deaf Dumb Blind"; many Enumerators also wrote such comments as "Imbecile" or "Cripple" We can record these options with abbreviation as necessary (enter the full wording in Column Y). "Df&Dm" "Imbcil" "Crippl" would be acceptable |
Column X |
Welsh Spoken |
No Default |
One character Generally left blank except for those returns which specifically ask the "Welsh spoken" question. Use W E or B if needed (Welsh English or Both spoken |
Notes & "Mynotes" | |||
Column Y | Notes | Freeform |
Up to forty-four characters This cell is provided to qualify any query raised and is intended as a brief indication of the nature of the problem |
Trouble deciphering any words. The rule is really if you cannot decipher a word within 30 seconds of looking at it make an educated guess as to what you think it says. Type it in and put an 'X' in the query column and in the notes column Y put a very brief note if you think the Checker will need it. Remember the rule for transcribing is always
'AS IS' |