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For this discussion the Unique Name applies to each separate bundle of files, 'zipped' together at the completion of each stage of the work. The fact that every transcription zip may contain a file named "MYNOTES.TXT" is not critical, since careful handling will ensure that these files remain associated only with their relevant data-files.
The FreeCEN system does not use "long file-names" permitted by many computer operating systems. All filenames must conform to the "8+3" system of eight characters for the file-name, a "dot", and three characters which identify the specific file-type.
FreeCEN data-file names should always comprise eight characters:- as "ccyypppp" where "cc" represents the records class, "yy" identifies the census year, and "pppp" identifies the piece.
The first two letters (cc) identify the Records Office and the "Class":-
HO = England & Wales, 1841 & 1851
HS = Scotland, 1841 & 1851
RG = England & Wales, 1861 onwards
RS = Scotland, 1861 onwards
The next two (numbers yy) identify the census year:-
41 = 1841, ENG, WLS & SCT
51 = 1851, ENG, WLS, & SCT
09 = 1861, ENG & WLS
61 = 1861, SCT
10 = 1871, ENG & WLS
71 = 1871, SCT
11 = 1881, ENG & WLS
81 = 1881, SCT
12 = 1891, ENG & WLS
91 = 1891 SCT
The final four (numbers pppp) identify the "piece number" for ENG & WLS, and the "Original Parish number" for SCT.
Note that zeros may need to be inserted for piece numbers less than 1000 to ensure that we achieve an eight-character file-name: thus "RG120846" identifies the District of Chichester, SSX (ENG), 1891.
"RG121148" identifies Winslow, BKM (ENG), 1891
All proper piece numbers for CON1841 and all SCT Parish Numbers are less than 1000; however, the leading value "p" will only be a zero if the file contains a whole piece or a whole parish.
Where a piece or SCT Parish is divided among two or more transcribers each segment of the work must have a different "non-zero" leading value for "p".
Thus piece number 155 refers to a specific census piece for CON1841. If divided between two workers the segments should be numbered 1155 and 2155, the actual "0155" being reserved for use if a finished file is assembled to contain both 1155 and 2155.
With SCT we have the problem that large towns, such as Glasgow or Edinburgh, comprise a considerable number of Ecclesiastic Parishes, and that the size of some of these parishes may contain too many occupants for comfortable allocation to a single transcriber.
Under these circumstances "HS410ppp" is still reserved for a file containing the whole Original Parish - even though such a file will probably never be created.
Individual transcript file-names will always begin with "HS4..." (denoting 1841) but will continue within the range "HS411ppp" through to "HS499ppp" ensuring an adequate range of unambiguous file-names.
For all other ENG/WLS1841&1851 work it must be noted that only whole Pieces may be uploaded to the Database.
However, the size of such Pieces may make it desireable to break them down into smaller segments for convenience during the FreeCEN transcription and checking processes. Each segment must use a unique file-name, for example "HS5apppp" in which "pppp" identifies the proper Piece Number and the prefix(es) "a" are defined by the Co-Ord before any work is started for the County.
Note that "a=1" must be used only for a Whole Piece
Each segment will be processed as a small unit, through to the Post-Validation operations.
When all segments are completed then the Co-Ord (or delegate) will merge them to provide a complete Piece (typically "HS51pppp"
before uploading to the Database.
Transcribers using the SSCENS spreadsheet method must always ensure that the correct file-name is typed into Cell A1 of their spreadsheet.
The programmes and Utilities used for FreeCEN require the following file-types to be used:-
.CSV = "Comma Separated Variable" format, a space saving format for exchanging spreadsheet files between computers operating different sreadsheet programmes. Note: other spreadsheet file-types (e.g. .XLS or .WPS) are not acceptable for conversion to FreeCEN software.
.DAT identifies a Transcriber's data-file in FreeCEN format
.CHE identifies a data-file which has been Checked
.VLD identifies a data-file which has been Validated
The characteristics of these respective files differs and the "file-types" are not interchangeable: for instance, the Checking routine will only accept a "datafile.DAT" as import and will produce a "datafile.CHE" as its output.