After a description by Rod Neep
It has always surprised me that there is no standard for transcribing English parish registers. We see all manner of variations, from a literal line by line transcript, to a simple index of surnames and dates, and all manner of formats in between. I suppose that the variations have evolved from handwritten and typewritten transcripts of the days before computers, and in many ways, these methods and styles have often been carried forwards, often reluctantly, into the computer age.
There is the school of thought that there is nothing like good old paper for archiving information, and with this I would certainly have no argument, for computer data, stored on whatever media, can hardly be considered to be permanent, or indeed, readable by future generations of computers and software. However, data stored on computer database has one superbly brilliant advantage. It can be searched and sorted in the blink of an eye.
Imagine, even with a well indexed paper transcript, never mind an original parish baptism register, how long it would take to find every baptism of a SMITH in a large parish with some 200,000 baptisms. Life is just too short. A computer database can do it in one or two seconds, ready to print. Furthermore, it can sort out all of the families for you too.
A database is the ideal way to store information such as a parish register. It can be sorted and searched in seconds (or less), even with a file containing hundreds of thousands of records. We can still print out a meaningful transcription onto paper, and the database can also be used to create an instant index for the paper print, although in use in the computer, indexes are no longer needed, as the information can be searched for and found incredibly quickly. But we need to consider the way that the data is entered in the first place, and hence the point of this article.
One point which I should make very clear right from the start. Some people like the idea of entering the data into a spreadsheet program such as Microsoft Excel. Quite simply, it isn't man enough for the task. A spreadsheet is not intended for this type of data; it is intended for performing calculations. Sure, it has a "table" format similar to a database, but a database program is so much more powerful when it comes to doing searches, queries and filters.
I would thoroughly recommend the exercise of transcribing parish registers to anyone who has a computer with database software. There is nothing really difficult about learning to use a database, and in many ways it is easier than using a modern word processor. The exercise is boring, but you get an incredible amount of satisfaction from the knowledge that you are helping other fellow researchers. You also gain a great deal of experience in reading old handwriting. A good hint, if you havent done it before, is to start by transcribing the post 1813 registers for a parish first. The handwriting is usually a little clearer, and you get to know the surnames and places referred to. That makes it a whole lot easier when you come to do the older registers.
There is a down-side though. Someone has to enter all of the information into the computer database, typing it in line by line. It is a painfully slow process, and mind-blowingly boring. It could not, however, ever be considered to be a thankless task, and I would recommend the exercise to anyone, no matter how slow they type. What we should consider though, is the format in which the information is transcribed, so that it can be easily searchable.
There are basically three types of computer software which can be used, a word processor, a spreadsheet, or a database, but only one of these will do the task that we want really successfully. A database was invented for this type of information, so that it can be sorted and searched with great ease. A database stores the information in what is known as fields - one field for each item of data. A collection of fields make up the information for one record, that is, all of the information about the one person or event (e.g. a baptism). A collection of records makes up the whole database file.
The use of commas and quotation marks in a CSV file
There is a standard for transferring data between different databases, and this standard has existed since computers first began to be used. Every database can import files of 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, and sometimes enclosed in speech marks. It looks something like this:
No,Birth date,Baptism date,First name,sex,Father,Mother .... etc.
0001,20 Jan 1875,26 Mar 1875,John,son,James,Mary ... etc.
It is very tempting to enter data such as: Margin note: Illegitimate, or 13, High Street, Newent. If you do then the field containing the Comma or quotation marks must be enclosed in quotation marks and, if a quotation mark is included, it must be doubled.
e.g. Illegitimate (note this requires 3 " to create the one quote) and 13, High Street, Newent
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