FreeCEN Proofreading: helping transcriptions become searchable

Every census record on FreeCEN begins its journey in much the same way. A volunteer carefully works through a census page, deciphering 19th-century handwriting and recording the information so that it can eventually be searched by family historians around the world.

What is less obvious is that transcription is only the first step.

Before those records can appear on the website, they pass through three stages: transcription, proofreading and validation. Each stage relies on volunteers with different skills, and each plays an important part in producing a high-quality resource that researchers can trust.

Today, we'd like to shine a light on proofreading.

A second pair of eyes

Once a census piece has been transcribed, it is passed to a proofreader.

The proofreader compares the completed transcription against the original census image, checking each entry carefully. They resolve any queries left by the transcriber, correct the occasional mistake and ensure the spreadsheet is ready for the next stage of the process.

It is much more than simply reading through someone else's work. It is an opportunity to look at the census page afresh, bringing another perspective to the interpretation of often challenging handwriting.

Like transcription, proofreading calls for patience, attention to detail and a willingness to take the time needed to get things right.

An example of a tricky census page

An important part of the journey

At the moment, around 1207 census pieces are waiting to be proofread. Together, they contain about a quarter of a million pages. That's up to 7,242,000 people whose census entries have already been transcribed but are not yet available for researchers to discover on FreeCEN.

Across the project, we currently have only around 26 volunteers who proofread on a regular basis.

If each proofreader spends an average of three hours a week checking census pieces, it would take well over a year to clear today's backlog alone. Of course, transcription work continues throughout that time, so the queue is constantly growing.

This is one of those situations where a relatively small number of additional volunteers could make a significant difference.

Different counties, different needs

The picture varies across the project.

Some counties have sufficient active proofreaders and transcribers to keep transcription and proofreading in balance, allowing newly transcribed records to move steadily through the workflow.

Others, for a number of reasons, have a much larger proofreading backlog. At present, Surrey, Devon and Glamorgan are among the counties where additional proofreading support would have the greatest impact, helping thousands of records move one step closer to publication.

Is proofreading for you?

Many volunteers naturally gravitate towards transcription. There is a real satisfaction in tackling a census page for the first time and gradually revealing the information it contains.

Proofreading offers a different kind of satisfaction.

It suits people who enjoy careful, methodical work, have an eye for detail, and like comparing a transcription with the original document to make sure the record is as accurate as it can be. If you've spent time transcribing, you'll already be familiar with many of the conventions and challenges involved, making proofreading a natural way to broaden your contribution.

Even proofreading the occasional census piece can help reduce the backlog and bring more records closer to publication.

Looking ahead

Proofreading is the second of the three stages that every census piece passes through before it becomes searchable. The final stage is validation, where volunteers investigate any remaining queries and carry out the final checks before records are added to the FreeCEN database.

We'll be taking a closer look at validation in our next article, and why it offers another fascinating opportunity for volunteers who enjoy historical and geographical research.

In the meantime, if your county has little new material to transcribe, or if you're looking for a new way to contribute, why not consider trying proofreading? Every completed piece helps move another part of our shared history a little closer to the people waiting to discover it.