Summary of the Basic Instructions  for using the  SSCENS


Useful Tips for Transcribing with FreeCEN

Updated 31 May, 2017

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'

The Checker will then pick up the Query  "X" and have a look at it   and make a choice


The FreeCEN Stages... that a single PIECE Number goes through

  1. We Transcribe into a CSV Spreadsheet.
  2. At any time during the Transcribing you can run the CSV through the CSVCHECK
    program or send it to your COORD to do it for you
  3. The CSVCHECK program will show any warnings and/or errors  based on what
    you typed in any particular column. This will help you with the Transcribing.
  4. When the transcribing is complete it is sent to the Coordinator who arranges for it to
    be Checked.  (After converting the file to a FreeCEN Format)
  5. The Checker uses a FreeCEN program called WINCC.
    For Windows 7/8  we can use  Visual Checking
  6. When the PIECE has all been checked the file is then sent to the Validator
    (This could be the  County Coordinator or nominated Helper)
  7. To Validate a PIECE we use a program called  VALDREV.
    Any Birth place typed in that does not match the correct County Chapman Code
    or is not spelt correctly brings up an ALERT in the VALDREV program and it will be checked again.
  8. When all is done the PIECE is Post Validated prior to it being Uploaded to the DATABASE.
    This is to check  that the file to be Uploaded to the ON-Line Database. has no corruptions etc.
    This process checks that the file looks OK and also removes any unnecessary comments
    from the Notes field.
    It also checked to see if files that were deleted actually were.



Occupation Status  for the 1891 CENSUS ONLY :  Column R

On the Census image page you will see that it has 3 columns: numbers 12, 13 & 14.

These 3 columns will normally have a tick or an X , or it will be empty, in one of the
columns for a member of the household that is in employment.

FreeCEN transcribes this DATA into one column. That is Column R on your spreadsheet.

Please do not make assumptions.

If these columns are empty then you enter nothing in column R.
Even if the person has been transcribed with an occupation.

A tick or x in Column 12 you enter an R   = employeR 

A tick or x in Column 13 you enter an E   =  employeE  

A tick or x in Column 14 you enter an N   =  Not employer/employee

If a person is marked for both employeR and employee then  please enter  R

1891 Census : Column Q

Because of the use of Column R, Column Q the Occupation, has to make room
 for this extra DATA from Column R.

When the letters R E & N get converted  at the next stage, they will use up to 6 digits.

Therefore in the Occupation column Q we only have 24 digits to use instead of the normal 30 Digits.

This is to make sure that all the DATA can fit into the DATABASE when it gets uploaded.

·        The R you entered in Column R will get converted to (Em’er)
and  will look like this :  Farmer/publican(Em'er)

·        The E you entered in Column R will look like this (Em’ee)    :  Errand Boy(Em'ee)

·        The N you entered in Column R  will look like this (Notem) :   Carter(Notem)


It has been found that where HOUSEHOLDS go over to the next page  some transcriber’s
are repeating the schedule number again
This is causing enormous problems for the Checker.
When  the Household goes over the page all you have to enter is the
number if that has changed.
Only put a new Schedule number at the start of a new page if it is a


"Relationship to Head" - Standard Abbreviations






apprentice appren half-brother hlfbro Sister-in-law sislaw
assistant asstnt half-sister hlfsis son son
aunt aunt head head son-in-law sonlaw
boarder boardr husband husbnd step-brother stpbro
brother brothr inmate inmate step-daughter stpdau
brother-in-law brolaw lodger lodger stepfather stpdad
cousin cousin mistress mstres stepmother stpmum
daughter dau mother mother stepsister stpsis
dau-in-law daulaw mother-in-law ma-law stepson stpson
father father nephew nephew stranger strngr
father-in-law fa-law niece niece traveller trvelr
granddaughter grndau patient ptient uncle uncle
grandfather granpa prisoner prisnr visitor vistor
grandmother granma pupil/scholar pupil wife wife
grandson grnson relative reltiv wife's mother wif-ma
great aunt gtaunt servant servnt wife's dau wifdau
great uncle gtuncl sister sister wife's son wifson
governess gvrnss nurse child nrs-ch  

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