FreeREG - Data Entry Format

Formatting the Data for Entry into FreeREG.

We need to have every contributor send the same type of in the same standard format. That way it can be easily added to the database. The format of the type of data is constant, but as there are three separate databases, one each for baptisms, marriages and burials, the type of data or data fields of each are different.

We therefore have two things to consider:

a standard format for the data that is described below
a standard set of data fields that is described elsewhere

The Standard Format for the data

A CSV File The FreeREG database requires that the data be presented in a CSV file.
Almost all software can “export” files according to this standard.
The file type is known as a “Comma Separated Variable” file. “CSV” file for short. It is a simple text only computer file. Each “field” of data is separated by a comma. It looks something like this:
county,parish,church,No,Birth date,Baptism date,First name,sex,Father,Mother,Abode .... etc.
GLS,Ruardean,All Saints,0001,20 Jan 1875,26 Mar 1875,John,M,James,Mary,"25 High St,Norwich", ... etc.
At the end of each line of data there is a "carriage return/linefeed". In other words, an "Enter" character which starts a new line.
When special charaters , and " are included in the field the data then additional rules are applied. As described below

Software that can handle a CSV file Theoretically, and in practice, it is possible to type data straight into a text editor in the format shown above, and then simply save it as a file with a ".csv" extension as the file type, instead of ".txt". But there are easier ways of entering data so that you don't have to type in all those commas and speech marks!

Spreadsheet software can export and also import CSV files.
Most, but not all, database software can "export" data as a CSV file.
For those database software systems that don't export a CSV file, we can first export it as something else, and then import it into some software that does, say, a spreadsheet program, which can then export a CSV file.

Examples of Spreadsheet software include Microsoft Excel, Lotus 123, etc.
Examples of database software include Microsoft Access, Dbase, etc.
Entering data into software designed to store data is easier than laboriously typing in a CSV file by hand, and less prone to mistakes of missing the occasional comma or speech mark, because all we are doing is typing in the words. The software itself adds all the commas, etc. as it exports the file as a CSV file.

The use the special characters comma and quotation marks in a CSV file Because of their significance in CSV files, commas or quotation marks have to be treated in a special manner.
If they are to be included in a data field, the data field must be included in quoation (speech) marks. In addition, if the quoation mark is to be included then the quotation mark MUST BE DOUBLED.
EXAMPLES.
If the original document has the following address: 13 High Street, Newent then type in as "13 High Street, Newent" in the Abode field.
If, as a transcriber, you wish to use the {0,1} option to indicate the possible presence of a character, then that field must be within quotation marks. eg "SMITHE{0,1}"
If the original document had a marginal note: The children were "drowned in a pond" togeather. then type in as "The children were ""drowned in a pond"" togeather." in the Notes field.

The easiest software to use for entering data to be sent to the FreeREG project. If you have not started yet on extracting data from a particular church register, but are about to do so, you may want to use one of our data entry tools SpeedREG (a DOS-based data entry system) and WINREG (a Windows-based data entry system).

Using Microsoft Excel for entering data to be sent to the FreeREG project. Using a spreadsheet, such as Microsoft Excel, as your data entry software is quite straight forward. See Using Microsoft Excel.

Using Microsoft Access for entering data to be sent to the FreeREG project. Using a database software system, such as Microsoft Excel, as your data entry software is quite straight forward. See Using Microsoft Access.

Converting an existing file. One of the most common activities is in fact to convert an existing file or webpage into a format required for entry into FreeREG. This topic is covered here.

Last update
16 Sep 2006 / RN/DKD

A CSV File	The FreeREG database requires that the data be presented in a CSV file. Almost all software can “export” files according to this standard. The file type is known as a “Comma Separated Variable” file. “CSV” file for short. It is a simple text only computer file. Each “field” of data is separated by a comma. It looks something like this: county,parish,church,No,Birth date,Baptism date,First name,sex,Father,Mother,Abode .... etc. GLS,Ruardean,All Saints,0001,20 Jan 1875,26 Mar 1875,John,M,James,Mary,"25 High St,Norwich", ... etc. At the end of each line of data there is a "carriage return/linefeed". In other words, an "Enter" character which starts a new line. When special charaters , and " are included in the field the data then additional rules are applied. As described below
Software that can handle a CSV file	Theoretically, and in practice, it is possible to type data straight into a text editor in the format shown above, and then simply save it as a file with a ".csv" extension as the file type, instead of ".txt". But there are easier ways of entering data so that you don't have to type in all those commas and speech marks! Spreadsheet software can export and also import CSV files. Most, but not all, database software can "export" data as a CSV file. For those database software systems that don't export a CSV file, we can first export it as something else, and then import it into some software that does, say, a spreadsheet program, which can then export a CSV file. Examples of Spreadsheet software include Microsoft Excel, Lotus 123, etc. Examples of database software include Microsoft Access, Dbase, etc. Entering data into software designed to store data is easier than laboriously typing in a CSV file by hand, and less prone to mistakes of missing the occasional comma or speech mark, because all we are doing is typing in the words. The software itself adds all the commas, etc. as it exports the file as a CSV file.
The use the special characters comma and quotation marks in a CSV file	Because of their significance in CSV files, commas or quotation marks have to be treated in a special manner. If they are to be included in a data field, the data field must be included in quoation (speech) marks. In addition, if the quoation mark is to be included then the quotation mark MUST BE DOUBLED. EXAMPLES. If the original document has the following address: 13 High Street, Newent then type in as "13 High Street, Newent" in the Abode field. If, as a transcriber, you wish to use the {0,1} option to indicate the possible presence of a character, then that field must be within quotation marks. eg "SMITHE{0,1}" If the original document had a marginal note: The children were "drowned in a pond" togeather. then type in as "The children were ""drowned in a pond"" togeather." in the Notes field.
The easiest software to use for entering data to be sent to the FreeREG project.	If you have not started yet on extracting data from a particular church register, but are about to do so, you may want to use one of our data entry tools SpeedREG (a DOS-based data entry system) and WINREG (a Windows-based data entry system).
Using Microsoft Excel for entering data to be sent to the FreeREG project.	Using a spreadsheet, such as Microsoft Excel, as your data entry software is quite straight forward. See Using Microsoft Excel.
Using Microsoft Access for entering data to be sent to the FreeREG project.	Using a database software system, such as Microsoft Excel, as your data entry software is quite straight forward. See Using Microsoft Access.
Converting an existing file.	One of the most common activities is in fact to convert an existing file or webpage into a format required for entry into FreeREG. This topic is covered here.