FreeCEN
Queries, Notes and Comments
Queries
The FreeCEN transcription format includes several "Query Fields" which may be flagged with an "x" to indicate that there are doubts about the transcription for a section of the record.
Query Flags may be 'set', or cleared, by the Transcriber, Checker, or Validator.
Any record which is uploaded to the database while still carrying a Query Flag will be displayed in a manner signifying "FreeCEN has significant doubt about (this) portion of the transcript".
Thus there is no 'disgrace' associated with a query flag; rather it emphasises the need for researchers to examine the census images and form their own interpretation.
The query mark "?" must NEVER be used in any FreeCEN field except as part of a Note.
Notes
Except in INCENS, where access is denied for records flagged as vacant premises or missing schedules, every FreeCEN record has provision for a brief Note, up to 44 characters in length.
These Notes may be used by the Transcriber to explain a query to a subsequent worker (as in "Surname may be SMYTHE"), to record supplementary information (e.g. "child of first marriage"), or for clarification of an entry which has needed severe abbreviation in order to fit into the available space (e.g. some Occupation descriptions)
The Transcriber's Note cannot be altered by a Checker, but Notes may be added, removed or edited by the Validator.
Any entry in the Notes field after Post-Validation will be displayed in the database.
Comments
A separate text-file is associated with each stage of the FreeCEN transcript processing and is designed to contain (extended) comments regarding doubts or queries.
Such notes/comments will never be displayed in the database and are meant for 'internal communication' between FreeCEN workers.
These comment files are included in the respective ZIPfiles from each stage and the files are identified as:-
MYNOTES.TXT from the Transcriber
(RG)yynnnn.TXT from the Checker
VALNOTES.TXT from the Validator
These files may be printed from NotePad if required but the original files must not be changed or deleted!
Do not under-estimate the usefulness of "Query Flags", "Notes" or "Comment files" for stages of checking which may follow your work.
If a Transcriber has not left any query flags or notes then the Checker might assume that the Transcriber was confident about what was typed. In such circumstances it becomes easier to "agree" with the Transcriber.
The presence of a query flag or a Note is vital if a doubt is to be brought to the Validator's attention for possible arbitration.
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Feb2003