FreeBMD Scan2 Syndicate Instructions

THANKS for your wonderful help towards this HUGE project.
This document is aimed at us all doing things the same way to keep our results consistant.
If it all seems a little daunting, just read the Important Rules now and save the others for when you need them!
Any suggestions for additions to these instructions are welcome.
  1. IMPORTANT RULES - PLEASE READ!
  2. HOW DO I SUBSCRIBE/UNSUBSCRIBE TO/FROM THE SCAN2 MAILING LIST?
  3. WHAT PROGRAM DO I USE FOR TRANSCRIBING?
  4. HOW DO I GET MY FIRST/ NEXT ALLOCATION?
  5. HOW DO I FILL OUT WinBMD HEADER FIELDS?
  6. HOW DO I FILL OUT SpeedBMD HEADER FIELDS?
  7. HOW DO I FILL OUT MacBMD HEADER FIELDS?
  8. HOW DO I FILL OUT LinBMD HEADER FIELDS?
  9. HOW DO I DISPLAY THE SCANNNED PAGES?
  10. HOW DO I CHANGE THE SIZE OF THE SpeedBMD WINDOW?
  11. HOW DO I TRANSCRIBE UNREADABLE BITS?
  12. HOW DO I DEAL WITH AN ENTRY WHICH IS OUT OF SEQUENCE WITH THE PREVIOUS ROW?
  13. THE DISTRICT NAME ISN'T IN / IS DIFFERENT TO THE PICKLIST
  14. WHERE DO I PUT THIS HANDWRITTEN RECORD?
  15. HOW DO I TRANSCRIBE A LETTER WITH AN ACCENT?
  16. HOW DO I TRANSCRIBE A DOUBLE PAGE SCAN?
  17. WHICH PAGE NUMBERS DO I USE FOR HANDWRITTEN SCANS?
  18. WHAT DO I DO ABOUT POOR QUALITY SCANS?
  19. PAGE DONE! WHAT NEXT?
  20. HOW DO I ADD A +PAGE LINE?
  21. HOW DO I ADD A +PAGE LINE TO MY FILE ONLINE?
  22. WHAT IS BMDVERIFY?
  23. HOW DO I UPLOAD MY PAGE TO FREEBMD?
  24. HOW DO I SEND MY PAGE TO DEREK?
  25. HOW TO DO CORRECTIONS OR GET A COPY OF A FILE THAT I NO LONGER HAVE ON MY COMPUTER?
  26. VERIFYING FILES USING IMPROVED SCANS.
  27. HOW DO I CHECK THE STATUS OF MY FILE?
  28. WHAT DO I DO IF MY FILE DOESN'T SHOW UP IN MY COMPLETED ASSIGNMENTS?
  29. HOW DO I GET MORE HELP?
  30. INSTRUCTIONS FOR BMD VERIFY
  31. TRAINING INSTRUCTIONS for Scan2
  32. GRADUATION INSTRUCTIONS for Scan2
  1. IMPORTANT RULES - PLEASE READ!

    1. We are working from Scans (Choose this option in WinBMD or press F7 to start a new batch in SpeedBMD)
    2. You must type what you see. Do not guess or try to fix errors in the original. An exception is to type the Surname for each record.
    3. For Surnames, we cannot copy the large and small Capitals so use an Initial Capital and then lower case e.g. Hopkins
    4. Type District Names as shown on the scan (including any punctuation) and add them to the Picklist - don't use the existing Picklist options unless they are the same.
    5. Put a +PAGE line at the end of every file
    6. One batch or file = one page (a normal allocation will be 2 pages i.e. 2 files).
    7. In WinBMD enter page numbers as given e.g. 23
      In SpeedBMD enter page numbers as an _ (underscore) and 3 numerals e.g. _023
    8. On completion of each page, upload it to the FreeBMD site and then send a copy to Derek.
    9. Send Derek your password in a separate email. He will only access your files if you are unable to do so yourself.

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  2. HOW DO I SUBSCRIBE/UNSUBSCRIBE TO/FROM THE SCAN2 MAILING LIST?

  3. Go Back to top of page.

  4. WHAT PROGRAM DO I USE FOR TRANSCRIBING?

  5. You have a choice of free programs written specifically for the FreeBMD project.

    WinBMD is for PCs running Windows 95 and upwards. The program has recently been written by Ian Brooke. It has its own built-in Viewer for the scanned pages and can automatically upload completed transcriptions to the FreeBMD site.

    Because of its ease of use and advanced features, it is recommended that new transcribers running Windows should choose WinBMD.
    It can be downloaded from Go Here.

    SpeedBMD is a DOS program for Windows or DOS based computers written by Peter Cox. It has been used by transcribers since the project was in its infancy.
    SpeedBMD is not recommended for new transcribers. Please use WinBMD

    MacBMD is a Macintosh version of SpeedBMD written by Ben Hines.
    It can be downloaded from http://tunnels.tripod.com/mac.html

    LinBMD is a new program written by Andrew Higgs for transcribers using Linux. It can be downloaded from http://higgs.co.za
    Please Note: LinBMD is a beta version and Andrew would like to here from anyone experiencing problems, or with suggestions for improvement. Andrew can be contacted here

    It is possible to transcribe using Excel or other spreadsheets but it is strongly recommended that beginners use one of the specifically-written programs rather than attempting to create the specialised upload files themselves with other software.

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  6. HOW DO I GET MY FIRST/ NEXT ALLOCATION?

    1. Go to the Scan2 Website at http://www.scan2.ca/scan2.html
    2. Click on Members Page at the bottom of the screen when you will be presented with a form with two boxes entitled Member's Scan2 Number: and Member's FreeBMD Submitter ID:
    3. Enter either your number or your ID (you don't need both) and click on Submit
    4. You will now see your page with details showing your allocations and finished pages. You will find your current allocations under the heading Open Assignments.
    5. Right Click on the first/next ALL(ocated) and choose the option to Save Target As... or Save Link As...
    6. The download dialogue box will now open. Enter your FreeBMD UserID and Password in the boxes and click OK
    7. .
    8. You will now see the Save As dialogue box asking where you want to save the scan to.

    9. A good idea is to put it in a new folder on your Desktop. To do this, press the arrow on the top box and click on the word Desktop. Now Click on New Folder (yellow folder with a star) and rename the New Folder that appears as Freebmd Scans or whatever you want
    10. Click on the Folder and the download will start.

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  7. HOW DO I FILL OUT WinBMD HEADER FIELDS?

  8. Batch ID, Batch Created and Batch Updated are filled in automatically
    Event Type see top of scanned page (Births, Marriages or Deaths)
    Year see top of scanned page (4 digits)
    Quarter see final month at top of scanned page (March, June, September or December)
    Next Box = SCAN
    Page number - see top corner of scanned page (up to 4 figures)
    Letter first letter of first surname on scan.
    Volume Number Format
    Pre-1852 handwritten pages: XX
    Pre-1852 typed pages: 99
    Post-1852 9z
    Source/Scan Ref see name of downloaded file + .jpg or .tif e.g. 95B1_597.jpg
    Comments Year Event Quarter (AAA-ZZZ) e.g. 1895 Births First Quarter (WAT-WER)
    AAA stands for first 3 letters of first surname on the page and ZZZ stands for first 3 letters of last surname on the page (see top corner of scan)
    Jan/Feb/Mar = First Quarter, Apr/May/Jun = Second Quarter etc
    Your Name = e.g. Derek Hopkins
    Syndicate (or Country) = Scan2
    Email address = e.g. derek.hopkins@sympatico.ca
    Submitter ID as chosen during registration
    Password = your chosen password (needed for the automatic upload. It's saved as just password)

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  9. HOW DO I FILL OUT SpeedBMD HEADER FIELDS?

  10. Press F7 (at top of keyboard) to get the correct Header Page

    Use the TAB key to move between fields

    Batch ID this will be filled automatically after you have completed all the fields and pressed Enter
    Event Type see top of scanned page (Births, Marriages or Deaths)
    Year see top of scanned page (4 digits)
    Quarter 1st box see final month at top of scanned page (Mar, Jun, Sep or Dec)
                  2nd box = Scan
                  3rd box year entered automatically, add _ (underscore) and 3 digit page number as shown at top of scan
                  (this is now the file name e.g. 93d3_010)
    Volume number format = 9z
    Batch Created / Updated entered automatically
    Caps Surname = N
    Skip Dist = N
    Name = your name, e.g. Derek Hopkins, not your Submitter ID
    Password = password (don't reveal your password - leave it as it is!)
    Syndicate = Scan2
    Email Address = your full e-mail address
    Some UK keyboards enter " instead of @ - if this happens press " and the @ will be entered!
    Source/Scan Ref = file name with .jpg or .tif added (e.g. 93d3_010.tif)
    Comments Year Event Quarter (AAA-ZZZ) e.g. 1895 Births First Quarter (WAT-WER)
    AAA stands for first 3 letters of first surname on the page and ZZZ stands for first 3 letters of last surname on the page (see top corner of scan)
    Jan/Feb/Mar = First Quarter, Apr/May/Jun = Second Quarter etc

    TAB once more and then Press ENTER to start transcribing

    To EXIT SpeedBMD you MUST Press ESC 3 times!

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  11. HOW DO I FILL OUT MacBMD HEADER FIELDS?

    1. (Thanks to Dick JONES for these instructions)
    2. Open MacBMD

      If you get a system error message saying that "The application 'MacBMD 1.7.2' could not be opened because 'ICAp;InternetConfigLib' could not be found", it probably means that you haven't got the latest version of InternetConfig.
      You can get this at: ftp://ftp.stairways.com/stairways/internetconfig-202.sit

    3. Click on Entry Info
    4. Enter your Email address
    5. Enter the word password (Do not disclose your real password)
    6. Select SEQUENCED
    7. Select Event (Births, Marriages or Deaths, as shown at top of scanned page)
    8. Click OK
    9. Click on Source Info
    10. Select Scan2
    11. Enter Year see top of scanned page (4 digits)
    12. Select Quarter see final month at top of scanned page (Mar, Jun, Sep or Dec)
    13. Enter Page see top of scanned page
    14. Enter Number/FreeBMDRef as format yyeqpppp e.g. 98M30260 (y=year e =event q=quarter p=page)
      Note The page reference MUST be four digits, i.e. 0260 (Disregard the information given in the window regarding "Number".)
    15. Click OK
    16. Select Surname Not Caps.

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  12. HOW DO I FILL OUT LinBMD HEADER FIELDS?

  13. Follow the instructions for WinBMD. Just remember to choose WinBMD File Naming Convention.

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  14. HOW DO I DISPLAY THE SCANNNED PAGES?

  15. For WinBMD

    1. Fill in the header page and click on OK Start Transcribing
    2. Click on Scanned Batches -------- Show Scan Image
    3. Find where you saved your scan and click on the file name
      If saved in a Freebmd Scans folder on your Desktop, click on the arrow at the side of the top box, click Desktop, click Freebmd Scans, click File name
    4. Put the Scanned page and WinBMD next to each other to transcribe

    You can alter the size of the text by using the Zoom In or Zoom Out Buttons.


    You can magnify a section of the text by placing the Mag button over a word, clicking and holding down

    For SpeedBMD

      SpeedBMD has no integral Viewer but you can use any Graphics program that will open .tif files.
      Most Windows computers have Imaging (Start -------- Programs ------- Accessories)
      Or you can download Irfanview free from http://www.irfanview.com/
      Or you can try whatever else you already have. Some programs display the text better than others, so you may need to experiment!

      With most programs you will need to open them first and then go to File ------ Open and find where you saved the scanned page. This will override your default Graphics program which may not display .tif files.
      If the scan is saved in a Freebmd Scans folder on your Desktop, open the program ------ File ------ Open ----- click on the arrow at the side of the top box, click Desktop, click Freebmd Scans, click File name

      Detailed Instructions for Using SpeedBMD with Imaging

    1. Start ----- Programs ----- Accessories ----- Imaging. Open it up.
    2. Click on File ----- Open.
    3. Find where you saved your scans and click on the one you wish to transcribe.
    4. Change the zoom percentage to 40%.
    5. Pull the bottom slider across until the left-hand edge of the first column is at the left-hand edge of the screen.
    6. Move slowly to the right-hand side of screen until a double-headed arrow appears. Click and pull the right-hand edge across until just one column is showing on the left-hand side.
    7. Scroll down until the first record is right at the top. You can even remove the toolbar to see more.
    8. Open SpeedBMD and move it alongside.
    9. Note You won't be able to see the whole SpeedBMD window. This is only a problem with long forenames but they can also be seen in the bottom left-hand corner.

      This works for larger screen monitors. For smaller screens put the scan at the top of the screen and SpeedBMD at the bottom.

    For MacBMD

      (Thanks to Dick JONES for these instructions)

      MacBMD has no integral Viewer but you can use any Graphics Converter program that will open .tif files.

      If you find that you haven't got the software for the scanned files you can download a shareware software GraphicConverter from http://lemkesoft.de. This is the definitive Macintosh utility for handling and converting images from one format into another. If you eventually register, the charge is around 52 DM.

    1. Open the TIFF file using GraphicConverter.
    2. Close the Information, Overview, Comments & Tools windows.
    3. Select 'View at 50%' by clicking on the inverted black triangle at the bottom left-hand corner.
    4. Move the GraphicConverter window to the top of screen; adjust the width of window to a single column of the page; adjust height so that eight or nine index lines are visible. (This is on a 17 inch monitor.)

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  16. HOW DO I CHANGE THE SIZE OF THE SpeedBMD WINDOW?

  17. In the top left-hand corner you will see a box labelled Auto or something like 6 x 8
    Click on the arrow at the side of the box and you will then see a load of options for screen sizes.
    Experiment and choose the one that suits you best.

    If you get SpeedBMD as a Full Screen, you need to hold down the Alt key and press Enter to return to the window.

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  18. HOW DO I TRANSCRIBE UNREADABLE BITS?

    1. I can't read 1 character but it's definitely just 1
             Put _ (1 underscore) e.g. Edw_rd
    2. I can't read 3 characters but it's definitely 3
             Put ___ (3 underscores) e.g. Ed___d
    3. I can't see how many characters are missing
             Put * (asterisk) e.g. Ed*
    4. It could be an 8 or a 3, probably an 8
             Put [83] (square brackets) e.g. 7[83]4
    5. It says 449 but the first 4 is very faint as if it's been rubbed out
             Put {1,2} (curly brackets) after the 4 to show there could be 1 or 2 of them e.g. 4{1,2}9
    6. That bit's missing. There's nothing there.
             Put a ? (question mark)
    7. The page number says J/27 and SpeedBMD won't accept it
             Put *
      WinBMD will accept this later Page format but at the moment the FreeBMD database won't, so put * (asterisk)
    8. I can't read any of that line
             Put * (asterisk) for each field
      In WinBMD, put *,* (asterisk/comma/asterisk) in the District Field.
      In SpeedBMD, put *;* (asterisk/semi-colon/asterisk) in the District Field.

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  19. HOW DO I DEAL WITH AN ENTRY WHICH IS OUT OF SEQUENCE WITH THE PREVIOUS ROW?

  20. Some entries on the scans are out of sequence but you must still transcribe the entry as shown on the scan.

    Please Note: If you are using WinBMD and follow the rule as above, a warning will be flagged to alert you of an out-of-sequence error. This warning is only to warn you that you might have made a genuine error in the transcription. If you are sure that you have entered exactly what is shown on the scan, you may safely ignore the warning.

  21. THIS DISTRICT NAME ISN'T IN / IS DIFFERENT TO THE PICKLIST

  22. There are some districts that aren't in the original list and have to be added. e.g. N. Bierley.

    In WinBMD type N. Bierley,9b (comma between Name and Volume Code)

    In SpeedBMD type N.Bierley;9b (semi-colon between Name and Volume Code)

    Note: the 9b volume code used above is an example. The actual code will change depending on which year is being transcribed. Handwritten indexes before 1852 will normally be in the format XX, Typed indexes before 1852 will normally be in the format 99 and all indexes after 1852 will be in the format 9z.

    Both programs will ask you if you want the new District saved in the Picklist. Press YES / Y for yes.

    Some District names on the scanned page are variations or abbreviations of those in the Picklist. These have to be added to the Picklist as described above e.g. I. Wight / Middlesbro' etc.

    Very occasionally you may get a District name that you know is wrong. But you must type what you see. Press NO / N for No when asked if you want to save it in the Picklist.

    When you add a district that contains a comma in the name, it will be displayed in the top window with " " (quotation marks) round it. e.g. Bradford, Y. will be displayed as "Bradford, Y."

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  23. WHERE DO I PUT THIS HANDWRITTEN RECORD?

  24. Some pages have handwritten additions at the bottom of a column.

    If you look up the side of the column you will probably see some kind of mark (cross/line/etc) where the handwritten entry should be inserted.
    If there is a mark, you insert the record where shown, even if the sequence is wrong!

    If there isn't any kind of mark you leave the record at the bottom of the column where it is now.

    Many of these handwritten entries have a different format for the page number e.g. J/27 or June 27. ( valid entries are M/ J/ S/ D/ as quarters)
    WinBMD will accept this format and the FreeBMD database will now also accept this format in the Page Field.

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  25. HOW DO I TRANSCRIBE A LETTER WITH AN ACCENT?

  26. Both WinBMD and SpeedBMD have tables of Special Characters that can be entered whilst transcribing names.

    In WinBMD press F4 to see the table and double click on the required character to enter it.

    In SpeedBMD press Alt + F7 to see the table and use the keyboard arrow keys to move about. When the required character is highlighted, press Enter.

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  27. HOW DO I TRANSCRIBE A DOUBLE PAGE SCAN?

  28. A double page scan should be treated as one file for the purpose of uploading to FreeBMD and for sending to Derek, but each individual page should be followed by +PAGE,.

    For example, you download a scan numbered 100 which consists of page 100 and 101. The two page scan should be transcribed as one file, but +PAGE, should be inserted between the pages so your file would contain:

       ..... Header
       +PAGE,100
       ............ Transcript of left page
       +PAGE,101
       ............ Transcript of right page
       +PAGE,102
    

    Should a page be blank, then instead of the ....transcript in above example use #comment blank page. There will always be three +PAGE lines.

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  29. WHICH PAGE NUMBERS DO I USE FOR HANDWRITTEN SCANS?

  30. You should use the number which makes up the file name (i.e. scan name) as the page number rather than that on the actual scan.

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  31. WHAT DO I DO ABOUT POOR QUALITY SCANS?

  32. If you are allocated poor quality scans, use your judgement to make a rough estimate of how much of each page you are likely to be able to transcribe.

    If you think you will be unable to complete more than 90% of lines on each scan with certainty then please do not try to transcribe the scan, but e-mail Assistant co-ordinator Alan Tyerman at alan@tyerman1.freeserve.co.uk quoting your Scan2 Ref. number and the names of the bad scans. The pages will be removed from your allocation and completed when we are able to find a satisfactory way of getting a good transcription.

    Please use the 90% level as a rough guide. If you have already transcribed a page please don't check to see if it reaches this level - just upload it and send to Derek in the normal way.

  33. PAGE DONE! WHAT NEXT?

    1. Add +PAGE,xxx below the final entry.
    2. Check your transcription for errors. A good way to do this is to use BMDVerify.
    3. Upload the transcribed file to the FreeBMD database.
    4. Send a copy of the file to Scan2 as per details in section 24 below.
    5. Check the Status of your file on your page of the Scan2 Website.

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  34. HOW DO I ADD A +PAGE LINE?

  35. Every complete page on the FreeBMD database needs to show the page that will follow it, in order to check that all pages are present at a later stage.

    To add +PAGE when transcribing:

    Below the last entry, in the surname box:

    In WinBMD type +PAGE,xxx
    (PAGE is all capitals / comma / xxx is the number of the page that will follow yours)

    In SpeedBMD type +PAGE;


    (PAGE is all capitals / semi-colon)
    Press Enter. Speedbmd will enter it as +PAGE,xxx (that's a comma and the number of the page that will follow yours)

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  36. HOW DO I ADD A +PAGE LINE TO MY FILE ONLINE?

  37. If you forget to add the +PAGE line, the file will upload but you will get an error message and a pink box by the relevant file on your Transcribers Page.

    To add the +PAGE line to the file on your Transcribers Page:

    1. Go to http://www.scan2.ca/scan2.html
    2. Scroll down the lefthand side and Click on Upload to Freebmd
    3. Put in your Submitter ID and password. Click on Login
    4. Click on View/Edit by the offending file and it will appear in the window
    5. Put the cursor at the end of the last record you can see and press the Page
    6. Down key (or the down arrow) on your keyboard to get to the last record.
    7. Press Enter for a new line and type +PAGE,xxx
      (PAGE is all capitals / comma / xxx is the number of the page that will follow yours)
    8. Press Update to submit the new file and the pink box will turn yellow.

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  38. WHAT IS BMDVERIFY?

  39. BMDVerify is a program written by David Lang, a member of our Scan2 Syndicate, specifically for checking what you have transcribed. It puts the scanned page and your transcription together, line by line so you can see if you've made any errors.

    Download BMDVerify from http://bmdverify.itendia.co.uk/index.html

    To use BMDVerify to check your work, open the program and you will see the following:

    Step 1 - specify the scan image file

    Click on the box, find the scanned image file on your computer and click on the file name e.g. 1893m2-236.tif
    (Did you put it in a FreeBMD Scans file on your Desktop?)

    Step 2 - specify the transcribed SCA file

    Click on the box, find the transcribed file on your computer and click on the file name e.g. 1893M200236.BMD in WinBMD OR 93m2_236.sca in SpeedBMD
    (For WinBMD My Computer ---- C Drive ---- WinBMD ---- Output ---- file name
    For SpeedBMD My Computer ---- C Drive ---- SpeedBMD ---- file name)

    Step 3 - line up the scanned image and the text

    1. Click on the box.
    2. Use the zoom keys to get 1 complete record equal to the size of the orange box.
    3. Use the arrow keys to move the box under the 1st line on the scan.
    4. Press Enter.
    5. Use the arrow keys to get the orange box under the 10th line in the 1st column.
    6. Press Enter.
    7. Use the arrow keys to get the orange box under the 1st line in the 2nd column.
    8. Press Enter.
    9. Use the arrow keys to get the orange box under the 1st line in the 3rd column.
    10. Press Enter.

    Step 4 - now ready to verify transcription

    1. Click on the box.
    2. Check what you have typed against the scan. Press Enter to show the next record. You may need to use the arrow keys to keep the 2 files perfectly together. Press M if you see any errors.
    3. When you have checked the whole page, click on Show Stats for your errors and alter those records in WinBMD or SpeedBMD or in the Notepad copy of the file. You can print out a list of errors if you want.

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  40. HOW DO I UPLOAD MY PAGE TO FREEBMD?

    1. For WinBMD

    2. Click on File
    3. Click on Send File to FreeBMD
    4. Click on Yes

    For SpeedBMD

    1. Go to http://www.scan2.ca/scan2.html
    2. Scroll down the left-hand side. Click on Upload to Freebmd
    3. Enter your Submitter ID and password. Click on Login
    4. Click on Upload new file
    5. Now the tricky bit!!!

    6. Ignore the first box and go to Upload
      Click on Browse ---- My Computer ---- C Drive ---- SpeedBMD
      When the SpeedBMD window opens, set the bottom box to All Files by clicking on the little arrow at the side.
      Double Click the file name (e.g. 93m2_236.sca) and it will go into the Upload box.
    7. Go to the File Name box. Copy the file name without the sca (e.g. 93m2_236)
    8. Click Send and in a few moments you should get a File Created message.
    9. To check the file is there, scroll down and click on Back to File Management and you should see the file listed!

    For MacBMD

    1. Go to http://www.scan2.ca/scan2.html
    2. Scroll down the left-hand side. Click on Upload to Freebmd
    3. Enter your Submitter ID and password. Click on Login
    4. Click on Upload new file
    5. Ignore the first box and go to Upload
    6. Click on Browse and find the folder where you saved your transcription.
    7. Click on the file name (e.g. 93M20236) and it will go into the Upload box.
    8. Go to the File Name box. Copy the file name (e.g. 93M20236) into the box
    9. Click Send and in a few moments you should get a File Created message.
    10. To check the file is there, scroll down and click on Back to File Management and you should see the file listed!

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  41. HOW DO I SEND MY PAGE TO DEREK?

    1. Go to http://www.scan2.ca/scan2.html
    2. If not already logged in then Login using Transcriber Login in the Main Menu
    3. Click on Send to Scan2 in the Main Menu, when you will be presented with an input form.
    4. Your FreeBMD userID will be shownin the first box. Please enter your FreeBMD password in the second box.
    5. In the boxes alongside the 'Browse' buttons, put the name of each of the files you wish to send, or use the 'Browse' buttons to find the file/s. You may send up to 5 files.
    6. NB: See the notes below for where to find the files, but only send transcribed files.

    7. When you have entered the file/s into the boxes, click on the 'Upload' button. You should now see a confirmation report that the file/s have been uploaded successfully. The program checks that the file you are uploading is one allocated to you and that files have a .sca or .BMD file name. If the file is not uploaded successfully please follow the instructions given to you on the upload report.
    8. On upload the file will disappear from your Open Assignments and appear in your in the Last Completed Assignments sections on your members page. It will also show the designation SNT alongside the file. However files submitted between about 22.00 G.M.T and the daily update completion time of 23.30 G.M.T may revert to showing as Open Assignments in that update. If this happens the file will be correctly marked following the next update. You may prefer to avoid sending files to Scan2 during this time period to avoid this occurring.
    9. Please keep a record of the files you send, and check that they arrive on your Scan2 page (allow 48 hours to be sure Derek has processed them).

    When doing corrections you must send a copy by this method to Scan2. Attached to an Email is not Acceptable. And notification by Email is not required as the "Send to Scan2" routine does it for you, when it replaces a changed file.

    Please Note: You can only send xxx.sca or xxx.BMD files. You DO NOT need to zip the files any more. The program only accepts files with .sca and .BMD extensions.

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  42. HOW TO DO CORRECTIONS OR GET A COPY OF A FILE THAT I NO LONGER HAVE ON MY COMPUTER?

  43. There are a variety of methods of doing corrections and any are acceptable so long as the file is corrected on FreeBMD and Sent To Scan2. The following method is recommended but if you use another method and you are happy it gives the correct result please do not change your method.

    The following is the recommended method and is particularly useful if you do not have a reliable up to date copy on your computer

    1. Go to FreeBMD File Management and log in using your FreeBMD User ID and password.
    2. Find the relevant file and click on the View/Edit button
    3. You will now see the file in a separate window. Right click in the file window, (that is the box containing the script) and click on Select All from the menu. Do make sure you have highlighted only the file script and not the surrounding information.
    4. The file will now be selected so right click in the file window and select Copy
    5. Open up Wordpad (or any text editor) and paste the file which you have just copied. (NB You must NOT use Microsoft Word for this purpose)
    6. From the Wordpad toolbar menu select File > Save As. The 'Save As' dialogue box will now open.
    7. Type the filename into the box making sure you give it the correct filename. If you are using WinBMD name the file with a 4 digit year and use a .BMD extension. Eg 1879B20123.BMD. If you are using SpeedBMD then use a .sca extension. Save the file onto your computer in the normal place you store transcribed files using the box at the top of the “Save As” dialogue box to define where you want it saved. Usually this will be the output folder within WinBMD.
    8. You now have the file back on your computer, and can open it in your usual transcription software to make changes.
    9. After making amendments to your file please upload to FreeBMD. It is recommended that you do not use the inbuilt upload facility in WinBMD for this but use File Management and the File Replace facility. This avoids any danger of duplicating files.
    10. Under some circumstances WinBMD Version5 will create a second file adding the initial letter into your file name. If WinBMD asks if you want to delete the old file answer yes. If a second file remains please make sure you select the correct amended version for upload. You can avoid this situation by creating a separate folder in WinBMD calling it “Files For Revision” and place downloaded files in that folder when you carry out step7 above. You then can open up the file in WinBMD from that folder but WinBMD will place the revised file in your normal output folder. Then always use the version in the output folder for use in BMDVerify and for uploading to FreeBMD and scan2. Delete the copies in the “Files For Revision” folder once you have finished using them.
    11. Make sure you upload the file to Scan2 using the "Send To Scan2" option on the Scan2 homepage.
      You can use this method at any time to get a copy of the file from FreeBMD if you have lost your copy on your machine.
      You must send any amended file to Derek, "Send to Scan2" always replaces an earlier version.
      If you have requests from Scan2 or the FreeBMD Corrections Coordinator for corrections of a similar nature covering more than 10 different files (Eg. An incorrect volume number against entries of a specific district) it may we worth contacting Derek or Alan to enquire if files can be corrected in bulk.
  44. Verifying Files Using Improved Scans?

  45. These notes are intended to give transcribers guidance on a method of efficiently correcting files originally produced from poor quality scans when better scans are available. Most transcribers will have used BMDVerify to check work immediately after transcribing where hopefully it is detecting a small number of errors needing correction and have developed their own technique for doing that task. Some will be following recommended ways of using BMDVerify which have been written in the expectation that few errors will be detected. The task of correcting files containing large numbers of errors or UCFs might warrant a different technique. Below is a method which one of our team involved in checking work over a period of years has found quick and effective. On paper the methods described below seem like more work and might be expected to take longer. Once you have got into the routines described below they are just as quick and certainly more reliable that many alternative procedures. A good quality file can be reliably checked using the procedure below in under 30 minutes. Even a moderately poor quality file can be corrected in 45 minutes although files that are in a real mess may still take longer.

    Work with the original transcript open in WinBMD and with the new scan and original transcript open in BMDVerify. Line up the transcript and new scan in BMDVerify in the usual way lining up the columns as best you can and matching the size of the scan and transcript entry as closely as possible. You will have WinBMD and BMDVerify open in different windows and it is advisable to have only a limited number of other windows open.

    Instructions for using BMDVerify suggest flagging errors and making corrections once you have finished verifying. For large quantities of error this is possibly not the most efficient method and certainly does not check that the entry has been correctly corrected. The only way to safely use this method when there are a large number of corrections is to carry out the verification a second time. But we don’t need to do that. Instead when you verify and find an error we recommend that you immediately open the WinBMD window, find the entry and make the correction. Then press F3 to save the file. Open the BMDVerify window and press R and you should see your entry has now changed and now matches the scan. You will have found the error, corrected it on your transcript and checked that the correction has been correctly applied all in one sequence.

    It is important not try to verify the full entry in one pass. The eye movement required to read and compare across lines and move down the page is complex and the brain is having to deal with different types of entry constantly switching from comparing names to districts to numbers. Unless this is done very slowly it is prone to error. The level of error that many files contain even when files have been verified using good quality scans proves that verifying this way is not easy. Instead verify the full file in three passes. Firstly check names, both surname and forename in one pass through the file making corrections as you go. Then check all page numbers making corrections as you go. Then check all districts making changes as you go. It is found that this order is most efficient as the use of UCFs and particularly brackets in a page number will cause distraction when checking district names and will cause district names not to line up correctly. Correcting page numbers before districts avoids this problem. Where you have age at death this can usually be checked in the pass of names though care is needed. Where spouse or maiden names are included this requires a fourth pass. Making three passes may sound as if it adds a lot of time. It doesn’t. It allows for a much quicker movement down the page and you will pick up errors far more efficiently. The much reduced eye movement makes this far more reliable.

    This method is appropriate for checking transcripts from typed and printed scans. For handwritten scans BMDVerify is far less of a benefit we find that checking with the file and scan both upen in WinBMD is just as reliable. The principle of correcting entries as you find them and making more three passes of the file still apply.

  46. HOW DO I CHECK THE STATUS OF MY FILE?

    1. Go to the Scan2 website at http://www.scan2.ca/scan2.html
    2. Click on Members Page
    3. In the form that appears, enter either your Member's Scan2 Number or your Member's FreeBMD Submitter ID and click on Submit
    4. On your trancriber's page under the heading Completed Assignments you will see a table. The Status column shows the progress of your files

    Please look at the flags and check for DISCREPANCIES.

    If you see a Sequence Error please check this record and the preceding one on the scan. There maybe a typing error.

    If there is a typing error:

    1. Correct the error.
    2. Re-upload to FreeBMD using the Replace option on your File Management Page.
    3. Send the amended version to Derek. Send an email to Derek to let him know, with the email Subject as (File name)amended.

    If after checking you find that the error is on the scanned page, you cannot do anything about it so don't worry!

    If you see +PAGE has been added, you will need to add a +PAGE line to your file on the FreeBMD database.

    Other DISCREPANCIES are records which contain * or _ or [ etc. and these will be checked and amended, if possible, by our Checkers with reference to the 35mm microfilm.

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  47. WHAT DO I DO IF MY FILE DOESN'T SHOW UP IN MY COMPLETED ASSIGNMENTS?

  48. If your file does not show up within 48 hours, there are two possible reasons: The first, and most common reason is that you have made an error in the header, such as wrong year, event, quarter, or page number. Any of these errors will cause your file not to appear where you expect it to, leading you to believe it has not been uploaded, when it fact it has.

    Therefore, the first thing you should do, is Check the header for errors. If you find you have made an error, you should correct it and send the amended file to Derek. Also send an email to Derek to let him know, with the email Subject as (File name)amended.

    The second possible reason is that Derek has not received the file. If you have checked the header as above and there is no errors, then send the file again. If it does not show up within another 48 hours then please email Derek to let him know.

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  49. HOW DO I GET MORE HELP?

  50. We Now have our own mailing list!

    If you'd like to post a message so everyone on the mailing list receives it, just send it to FreeBMD-Scan2-L@rootsweb.com It will then be sent on to everyone in both mail and digest mode. You don't need to send it explicitly to both.

    Please only use the list to ask for assistance or advice on transcription issues or for asking questions or making comments on Scan2 specific issues. Please do not use the list for questions relating to personal research.

Created on 13 November 2001

Copyright © 2000, D.C.Hopkins