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Recording UK Census data

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==Information contained in a Census return==
[[Image:Census image 1.png|thumbnail|The Census return for John Martin in 1881- Illustration 1]]
Each of the UK Census’ recorded slightly different information (full details of the information recorded on each Census can be found at [http://www.gendocs.demon.co.uk/census.html]. For this guide I will use an example taken from the 1881 Census that shows the family of my ancestor John Martin.
==Entering preliminary information==
[[Image:Add source 1.png|thumbnail|Add source- Illustration 2]]
Before we start to enter the people there is some preliminary information that we should record first.
Now, we need to add the 1881 Census as a Source record so that it can be referred to when we add all the Person records. To create a Source record, click on the Sources icon in the list of icons on the left of the window. Now click the Add button on the icon bar at the top of the main window. Fill in the dialog box with the details of the source, illustration 2 shows the completed information for the 1881 Census. You should add a link to the Ancestry Repository record by clicking on the Repository tab and then on the "Add an existing repository" button (the one that looks like a pointing finger) on the right hand side of the Repository tab. Double click on the Ancestry entry in the list. In the Repository Reference Editor type "Certificate" in the Media Type field (delete anything that might already be there), then click OK to return to the New Source dialog. Once all the information has been entered click the OK button on the dialog box.
[[Image:Add sourceref 1.png|thumbnail|Add source reference- Illustration 3]]
Now the image of the Census page that we are entering can be added to Gramps. You don't need to do this but it can help to keep track of the original documents. To add the image click the Media icon in the icon list on the left of the main window. Now click the Add icon in the icon bar at the top right. Locate the image on your disk drive and then click OK to add it to Gramps. NOTE: Gramps does not create a copy of the image, it only stores a link to the image. If you move or delete the image, Gramps will not be able to find it again. Once the image has been added you will be presented with the New Media dialog. You can fill in as much of the properties information as you see fit. At the very least you should fill in the Source information. Select the Sources tab and click on the "Add existing source" symbol (the one that looks like the pointing finger). You select the 1881 Census source and then fill in the Source Reference dialog with the information about this page of the Census. Illustration 3 shows the completed dialog. Click on OK when you have finished.
[[Image:Scratchpad 1.png|thumbnail|ScratchpadClipboard - Illustration 4]]
You are going to need to enter this Source Reference information for every piece of the Census information that you add to Gramps. This can get rather repetitive after a few records. To save you retyping the information the Clipboard tool can be used to easily copy the Source Reference from one record to another.
==Entering the head of the family==
[[Image:Add person 1.png|thumbnail|John Martin main tab- Illustration 5]]
Now that we have created the Source we can start adding the people. We may as well start with the head of the family. The information that we have to enter is:
Make sure that you are looking at the person list by clicking on the Person icon in the icon list on the left of the main window and then click Add to create a new person record.
Enter the nameFamily (Martin), sex, date Given (John) and place of birth Gender (male) then click on the first tab edit button (Illustration 5 shows the completed tabone that looks like a pencil)to the left of the Prefix field. You may want to ensure that In the Name Editor you add a Source Reference for can record the fact the you know this person's name and birth date informationbecause you have the census record. You can do this by clicking Click on the button next to the name and birth date input fieldsSource tab. Details of completing Now drag the Source Reference dialog are given belowfrom the Clipboard and drop it on the source list. Click on OK.
Adding Source Reference information is Now we need to add the same as for Media Objectsbirth event. Change to Click on the Sources Event tab and click then the plus button + icon to add a new Source Reference to event. Select 'Birth' in the record, this shows that some of the information on Event Type list and enter the record has come from this Censusdate (about 1845). You can renter the information by hand, however because the Source Reference is identical may want to add a description to the one that we have already entered for event in the image it can be dragged from the ScratchPadDescription field (e.g. Birth of John Martin). Just arrange your windows so that you can see both the ScratchPad and Then click on the Sources tab and drag the Source Ref Reference in from the ScratchPad and drop it onto the Sources tabClipboard.
[[Image:Add address 1.png|thumbnail|Address record- Illustration 6]]
Each individual piece of information can have its own Source Reference added to it so that it is clear where the information came from. This is useful if you have a number of sources for a givenperson and you want to remember which one contributed a particular piece of information.
Now we need to add the rest of the information for John Martin. Change to the Addresses tab and click the plus button to add a new address. Illustration 6 shows the completed address dialog. Don't forget to add the Source Reference to the Sources tab as well. Once the address is complete click on the OK button and then drag the completed Address record on to the ScratchPadClipboard. The Address record will be reused when we come to enter the rest of the family.
[[Image:Add attr 1.png|thumbnail|Add attribute- Illustration 7]]
Now add an Attribute to capture the fact that John Martin was deaf and dumb. Again you need to add a Source Reference to show that this information came from the Census. By now you should have got the hang of adding information and then copying it to the ScratchPad Clipboard for later use. Obviously there is no need to copy records to the ScratchPad Clipboard if you can see that they are unique to one person and will not be needed again. Illustration 7 shows the completed Attribute dialog.
[[Image:Add event 1.png|thumbnail|Add event- Illustration 8]]
Now move to the Event tab and add an Event type of Occupation to capture the fact that John Martin was a labourer in an Iron Works on Sunday 3 April 1881. To add the place information click on the + that is on the right of the Place field. Finally don't forget to add the Source Reference to the Source tab of the Event. There is no point copying this Event to theScratchPad Clipboard because no one else in the family was a labourer in the Iron Works. Illustration 8 shows the completed Event.
This completes the information about John Martin accept for the implied relationships with the rest of the family members. We will capture these relationships as we enter the rest of the family. Now
==Entering the rest of the family==
To enter the rest of the family we are going to use the Family Relationships view. This will capture the relationships between the family members as we add them to the database. To First we need to make sure that John Martin is the currently selected person. So click on the People View, open the Martin sublist by clicking on the small triangle to the left of the "Matin" and then click on John Martin. Now move to the Family Relationships View click by clicking the Family Relationships icon in the icon list on the left hand side of the main window. This will show a Family Relationships View with John Martin as the Selected Person. The first person we want to add is Zillah Martin, John's wife.
To On the right-hand side of the Relationship icon bar at the top of the window there are three buttons. The uppermost icons for 'Add', 'Share' and 'Partner' (if you screen is too narrow you may need to click on the small black triangle at the far right of the icon bar to see these three buttons will icons). Click on the 'Partner' icon to add a new person Zilla Martin to the database as John's wife. Click In the New Family dialog click on the + to the button and fill right of "Mother". Fill in thePerson recordwith the information for Zilla, be sure to change the "Type" to married name. Remember that you can use the information already on the ScratchPad Clipboard to speed up the data entry. Once the Person record is completed click on OK. Now add the Source Reference to the Family on the Sources tab of the New Family dialog and change the Type to "Married". You can now add an event to the Family for the marriage.
[[Image:Marriage event 1.png|thumbnail|Add marriage- Illustration 9]]
Once the new Person record is complete click on the OK button. Because you have entered the new Person as a wife you will now be asked for some information about the marriage. Unfortunately theCensus records do not tells us anything about peoples marriage. In fact it is dangerous to assume that just because they say they are man and wife on the Census that they are actually married. How you deal with this is up to you. I change the Event Type to 'Possible Marriage' and enter a date of 'before 3 April 1881'. This captures what I think the census is telling me. You might choose to leave the Event Type as 'Marriage' but reduce the confidence levelit is up to you. The Role will be set to Family. Don't forget to add the Source Reference as well. Illustration 9 shows the completed dialog. Click OK to close the dialog. Now we want to add this event to each of the spouses but change their Roles. Drag and drop the Event on to the Clipboard. The click on the edit button next to "Martin, John" (the one with the pencil). Drag the Possible Marriage Event from the Clipboard and drop it on the Event tab. This will open the Event Reference Editor, change the Role to "Groom" and click OK. Click OK on the Person dialog and repeat for Zilla Martin, but change the Role to "Bride".
When you click on the OK button you will be left in the properties editor for the marriage. Unless there is more information about the marriage that you already know from other sources you can simply click on the OK button to return to the [[Image:Family Viewview 1.png|thumbnail|Completed family record - Illustration 10]]
[[Image:Now that both parents have been added we can add the children to the family. Click on the "Children Tab". On the right-hand side of the Children window there are four buttons. The + button will add new children to the database. Click this button and add the information for the first child. When you Click OK to close the Person dialog for the child you will be presented with a Child Reference Editor that will ask for the relationships between the Mother and Father in the Family view 1and the new child that you have entered.png|thumbnail|Completed family This is useful if you are entering step children etc. Just leave the relationships as Birth and drag the Source Reference in again. Repeat for the other children shown on the Census record]].
Now that both parents have been added we can add Once all the children to the family. On the right-hand side of the Children window there are four buttons. The second button down from the top will add newchildren to the database. Click this button and add entered the information for contained on the first childCensus is complete. Repeat for the other children The finally Family View is shown on the Census recordin illustration 10.
Once all Finally take a look at the Source record for out UK Census 1881 source. Click on the Sources tab on the children are entered left of the information contained main window and double click on the UK Census 1882 entry. Click on the References tab. You can see all the records that have been linked to this Source. This is completeshown in illustration 11. You will note in this view that many of the records, especially the Events, do not have very useful names. You can generate meaningful names for all the Events by clicking on the Tools -> Database Processing -> Extract Event Descriptions from Event Data menu. A word of caution, you can't undo this operation so it may be prudent to backup your database before processing. The finally Family View is results of running this operation are shown in illustration 1012.
==Conclusion==
Census records contain a great deal of information. Gramps provides all the flexibility required to capture the information and accurately record the correct sources for each element. It can be a time consuming exercise entering all the information. Maybe one day Gramps will be able to automate some of this process...
 
==Addendum==
Copyright of the original article: Richard Taylor, rjt-gramps at thegrindstone DOT me DOT uk.
The original article was licensed under Creative Commons License - http://creativecommons.org/licenses/by/2.0/, and since 20070314 the author also licensed it under GFDL for use on this wiki.
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