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User Guide DATA ENTRY - Female Convicts Research Centre

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1. o Read Comment Enter any comments or notes about ability to read in this light purple field e Write On the Convict Description layout there are three possible fields to complete o Write Trancription Enter the information for ability to write as it is written on the online record in the white field eg N R a little o Write Category Choose the appropriate ability to write from the drop down list This will usually be yes or no o Write Comment Enter any comments or notes about ability to write in this light purple field e Relationship Details from Indent On the Relations layout enter the information for relations or remarks as it is written on the Indent in the white field For example F John M Margt B John David S Mary at N P Correct any information in the light purple field as necessary On the Relations layout and Relations Events layout where appropriate record the existence of and enter any information about the convict s husband children or any other relations mentioned If a relation is a convict enter the appropriate details about the convict Also record the existence of a husband on the PtoMs amp Marriages layout For information on entering relations data see page 38 e Surgeon s Report On the Trial amp Transportation layout enter the ship s character information as it is written on the indent in the white field and correct or expand it in the light purple field If the info
2. O Sentence Transcription Enter the sentence as it is written on the online record in the white field Sentence Category Choose the appropriate number from the drop down list For Life sentences choose 99 Sentence Comment Enter any comments or notes about the sentence in the light purple field e Native Place On the Convict Description layout there are five possible fields to complete O Native Place Transcription Enter the native place as it is written on the record in the white field Native Place Comment Enter any comments or notes about native place in the light purple field Town City Enter the full name of the town or city where given as native place correcting any spelling Google helps if you do not recognise a village or location Leave blank if you are unsure of the correct name State County Enter the name of the county or state in which the town or city is located if known or as given as the native place correcting any spelling Leave blank if you are unsure Country Enter England Scotland Ireland Wales Channel Islands or another country based on your knowledge of the location of the native place Google helps if you do not recognise a village or location Leave blank if you are unsure Compiled by Trudy Cowley s Colette McAlpine Page 13 FFFDB User Guide Data Entry e Marital Status On the Convict Description layout you can enter more than one marital status ONLY enter data if it is
3. e Notes Enter the entry information as it is written on the online record in the white field e Comments Expand or correct the entry information in this light purple field e Source Enter an abbreviated form of the source of the information for example CON4O Examples of these entries include e Married to Wm Hicks e Not eligible for a TofL e Not to reside in Hob Town C 0 22780 e To apply in 6 mths for a T ofL e Absconded e Delivered of an illegitimate Child at the F H of C e May be dischd to her freedom C O e Not allowed to enter service in Hobart Town S R Any information about children husbands marriages or other family members should also be entered on the Relations layout see page 39 Probation Period Conduct Records These Conduct Records contain a lot of the information on both the Indents and the Description Lists Where the data conflict the information on the Conduct Record takes precedence and any differences are recorded in the relevant light purple fields Step 1 To open a Probation Period Conduct Record for a ship Compiled by Trudy Cowley amp Colette McAlpine Page 26 FFFDB User Guide Data Entry 6 Click on CON 41 from the Digitised records by group page on the LINC Tasmania website http search archives tas gov au default aspx detail 1 amp type S amp id CON41 7 Scroll down to find the volume containing the ship you are transcribing There is one ship on each volume 8 Click o
4. As each location record is entered you will need to click on the Submit button in the grey menu bar to bring up another row for data entry Locations Entries entries on the Locations Employment layout No Enter a sequence number starting from 1 in this first dark purple field This number is not recorded on the Conduct Record but is determined by you As each location record is entered you will need to click on the Submit button in the grey menu bar to bring up another row for data entry Date Day Month Year Enter the date of the entry separately into the three fields as day month written in full text and year eg 5 January 1851 Location Enter the full location employment as it is written on the online record in this white field Master This is comprised of three fields o Title Enter the expanded or corrected master s title if known in this light purple field eg Mr o Given Names Enter the expanded or corrected master s given names or initials in this light purple field eg John o Family Name Enter the expanded or corrected family name in this light purple field Compiled by Trudy Cowley s Colette McAlpine Page 33 FFFDB User Guide Data Entry Place Enter the expanded or corrected location in this light purple field If the location is a female factory enter as Hobart Town FF George Town FF Cascades FF Launceston FF Ross FF or Brickfields Hiring Depot If the location is a property or hot
5. and description information which is often repeated on the Conduct Record or Description List In addition they often give information on family members this information is not found elsewhere Information from the Indent may already have been entered in the database from a different source eg CON19 or conduct record For fields with multiple entries such as Convict Trade Age On Arrival and Marital Status ONLY add a new record if the Indent information is completely different to that already entered If the Indent has extra information not already entered add this to the existing record and change the source to CON15 Compiled by Trudy Cowley amp Colette McAlpine Page 10 FFFDB User Guide Data Entry For all other fields ie those without multiple entries note any differences in the Indent information in the light purple field If there is additional information on the Indent that has not been recorded from the other source add this in the white field where appropriate Indents vary in layout but all cover two pages The information found on the Indent is entered on both the Trial and Transportation and Convict Description layouts of the database Step 1 To open an Indent for a ship 1 Click on CON 15 from the Digitised records by group page on the LINC Tasmania website http search archives tas gov au default aspx detail 1 amp type S amp id CON15 2 Scroll down to find the volume containing the ship you are
6. and for Launceston if the date is after 1855 choose Launceston HofC e Magistrates Transcription Enter the initials or names of the magistrate s as written on the online record in the white field These are usually found in brackets after the sentence e Magistrates Categories Enter the initials of each magistrate in a separate light purple field without spaces or full stops for example A W H H amp PM becomes AWAHH in the first light purple field and PM in the second light purple field e Remarks Transcription Enter any information after the magistrate s initials as it is written on the online record in the white field e Remarks Comment Expand or correct any remarks information in this light purple field for example vide Lieutenant Governor s decision e Source Enter an abbreviated form of the source of the information for example CON40 Imprisonment Entries at the bottom of the Colonial Offences layout e Imprisoned at Female Factories For each of these choose the appropriate entry from the drop down list to indicate if the convict spent time at the female factory They did not need to be imprisoned there but may have been sent there for hiring assignment or for confinement o Hobart Town This operated from c1821 until November 1828 o Cascades This operated as a female factory from December 1828 until 1856 It then operated as a House of Correction o Launceston This operated as a female factory from No
7. Data Entry Step 2 Select Female Convicts in VDL database Database Format Database Layouts There are 15 main layouts in the database for data entry These layouts can be accessed by clicking on the grey tabs at the top or right of the mustard coloured segment When a layout is selected the grey tab becomes yellow The core data at the top and right side of the mustard coloured segment remains the same on each main layout Colour Coding The database is colour coded Fields of different colours require different types of data entry e White enter data exactly as it appears on the record eg capitals abbreviations and spelling mistakes as is e Light Purple enter full transcription of information in white fields where fields match or further information eg country e Dark Purple enter reference information or on for example the Locations Employment and Colonial Offences layouts enter the sequence number of the record e Yellow you cannot enter information into these fields the data in these is calculated automatically The names for these fields are italicised Drop down lists Some of the fields in the database require you to enter a selection from a drop down list for example Crime Category on the Trial amp Transportation layout and Cascades on the Colonial Offences layout If you find something missing from a drop down list that you feel should be included please contact colette mcalpine gmail com
8. Journal Date Taken Ill Enter the day month in full text and year of the date taken ill as written in the case notes of the Surgeon s Journal Place Taken Ill Enter the name of the place taken ill as written in the case notes of the Surgeon s Journal How Disposed Of Enter how the convict was disposed of as written in the case notes of the Surgeon s Journal This will usually be discharged cured or died Date Disposed Of Enter the day month in full text and year of the date the convict was disposed of as written in the case notes of the Surgeon s Journal Comments Enter any other comments in about the convict in the case notes of the Surgeon s Journal Treatments Step 3 Click on the grey Treatments button in the Hospital Cases section of the Surgeon s Journal layout to get to the Treatments layout Please note that the top section will have been pre populated with information from the Hospital Cases section of the Surgeon s Journal layout No Enter the a number starting from 1 in the order the treatments appear in the case notes of the Surgeon Journal in this dark purple field eg 1 2 3 Treatment Date Enter the day month in full text and year of the date the convict was treated as written in the case notes of the Surgeon s Journal Compiled by Trudy Cowley s Colette McAlpine Page 41 FFFDB User Guide Data Entry Symptoms Progress After the treatment date the Surg
9. ONLY enter data if it is different to any already there There are 4 possible fields to complete o Transcription Enter age as it is written on the online record in the white field o Category Enter age as a whole number only in the light purple field o Comment Enter any comments or notes about the age eg could also be deciphered as 22 o Source Select CON15 from the drop down list e Convict Trade On the Convict Description layout you can enter more than one convict trade in the section at the bottom of the layout If the record has more than one trade listed on the convict record complete a separate entry for each trade ONLY enter data if it is different to any already there There are six possible fields to complete o Transcription Enter the full entry from the convict record eg Plain Laundress amp Ho Maid can milk in the white field as it appears on the online record o Category Choose the appropriate trade from the drop down list for one of the trades listed eg laundress These are written as nouns o Qualifier Choose the appropriate qualifier for the trade from the drop down list where listed eg plain o Skills Enter any skills listed on the convict record these are often preceded by the word can or are written as a verb eg milk o Comments Enter any comments or notes about the trade information o Source Choose CON15 from the drop down list e Trial Place On the Tri
10. amp Transportation layout enter any comments or notes about the trial place and date eg according to trial records month is actually November not July as recorded on conduct record Sentence On the Trial amp Transportation layout there are three possible fields to complete o Sentence Transcription Enter the sentence as it is written on the online record in the white field o Sentence Category Choose the appropriate number from the drop down list For Life sentences choose 99 o Sentence Comment Enter any comments or notes about the sentence in the light purple field Compiled by Trudy Cowley amp Colette McAlpine Page 18 FFFDB User Guide Data Entry e Extensions If any extensions to sentences are written in the Name Section of the Conduct Record note the amount of time extended in the first light purple field In the second light purple field write this in the format years months weeks eg 1 6 0 for 18 months If an extension is already entered in this field add it on eg 1 6 0 becomes 2 6 0 if another 12 months extension is given Transported For Section e Transported For On the Trial amp Transportation layout enter the reason for being transported as it is written on the online record in the white field and correct or expand it in the light purple field Include all data up until Gaol Report Gaol Report On the Trial amp Transportation layout enter the gaol report information as it is writte
11. as an alias in the upper section and write for example child s birth or child s baptism as the Source see Appendix 1 Step 5 For convict births and baptisms enter details from the birth and or baptism record or index into the Birth amp Death layout as follows e Birth Baptism Date Day Year Month Enter the day month in full text and year of the birth baptism date in these three light purple fields e Birth Baptism Place o Location Enter the place of birth baptism for example name of church o Town City Enter the town city or district of birth baptism o State County Choose the appropriate state or county from the drop down list o Country Choose the appropriate country form the drop down list e Birth Baptism Notes Enter any other information about the birth or baptism in this field eg illegitimate e Birth Baptism Reference Enter the source of information for the birth or baptism Death and Burial Records These can be found for the convict or any of their relations Compiled by Trudy Cowley s Colette McAlpine Page 42 FFFDB User Guide Data Entry Step 1 Look up the death burial record index on the Tasmanian Pioneers Index or if you do not have access to this or the death occurred interstate or overseas online at https familysearch org Alternatively look up the burial record in church cemetery and or undertakers indexes You can also look up death and funeral notices i
12. certain ways in which data should be entered Some rules apply to all fields of a certain type eg date fields and others apply to specific fields In some cases there are drop down lists which allow you to choose the data to be entered in the field this ensures consistency of spelling eg for ship names Apart from the Relationship Details from Indent fields on the Relations layout NEVER force a hard or soft return in a field ie NEVER hit the Enter key when in a field Data Entry Fields All fields which require data entry are white light purple or dark purple Yellow fields are calculated automatically you do NOT need to enter anything into these fields If there is NO data or only a dash on the convict record for a particular field DO NOT enter anything in the field Date Fields Each date field is split into three sections day month and year e The day section is entered as a number eg 27 e the month section is entered as the full word eg October e the year section is entered as the full year eg 1841 If you are unsure of the date enter for example 2 lt gt lt October gt c1841 BUT only where the date fields are WHITE In a few cases eg trial dates the month is given as Summer Lent etc For some light purple month fields there is a drop down list to choose the month from State Abbreviations Do not type out the full name for states of Australia use the following abbreviations TA
13. follows o Transcription Enter marital status as it is written on Conduct Record Gaol Report or Stated This Offence in the white field If marital status in Gaol Report conflicts with that in Stated This Offence create and entry for both o Category Choose the appropriate marital status from the drop down list o Comment Enter any comments or notes about the marital status eg S on indent o Source Select conduct record gaol report or stated this offence from the drop down list NOTE If marital status is married or widow note the existence of husband on the Birth Death amp Marriage layout e Children On the Convict Description layout there are three possible fields to complete o Children Transcription Enter the total number of children and any other details as written on the Conduct Record in the white field If this conflicts with an already entered children entry in the white field copy what is in the white field to the light purple field and note its source eg indent Then enter the information on the Conduct Record in the white field Record any children whether names are known or not on the Relations layout giving the Source as indent o Children Category Enter the number of children as a whole number ONLY in this light purple field o Children Comment Enter any comments or notes about the entry for children in this light purple field e On Board On the Convict
14. in the white field Record any children whether names are known or not on the Relations layout giving the Source as CON40 o Children Category Enter the number of children as a whole number ONLY in this light purple field o Children Comment Enter any comments or notes about the entry for children in this light purple field e On Board On the Convict Description layout there are three possible fields to complete o Children On Board Transcription Enter the total number of children on board and any other details as written on the Conduct Record in the white field eg 3 children 1 on board If this conflicts with an already entered children on board entry in the white field copy what is in the white field to the light purple field and note its source eg CON15 Then enter the information on the Conduct Record in the white field Record any children on board whether names are known or not on the Relations layout giving the Source as CON40 o Children On Board Category Enter the number of children on board as a whole number ONLY in this light purple field o Children On Board Comment Enter any comments or notes about the entry for children on board in this light purple field Compiled by Trudy Cowley amp Colette McAlpine Page 20 FFFDB User Guide Data Entry e Relations On the Relations layout and Relations Events layout where appropriate record the existence of and enter any information about the convi
15. in the white field o Category Enter age as a whole number only in the light purple field o Comment Enter any comments or notes about the age eg could also be deciphered as 22 o Source Select CON19 from the drop down list Remove Oxley reference if entered in this field e Height There are three possible fields to complete o Transcription Enter the height as it appears on the record in the white field eg 5 42 To enter 1 hold down the Alt key and use the number keypad to type 0189 1 4 hold down the Alt key and use the number keypad to type 0188 3 4 hold down the Alt key and use the number keypad to type 0190 o Category Convert the height to the format feet inches fraction eg 5 4 5 or 4 11 75 o Comment Enter any comments or notes about the height in this field including differences between records eg 5 5 2 on indent Remove FAS reference if entered in this field e Complexion Head Hair Visage Forehead Eyebrows Eyes Nose Mouth Chin Enter these in the white field as they appear on the online record and correct or expand in the light purple fields including noting differences between records e Marks Enter remarks or marks as they appear on the online record in the white field and correct or expand in the Comments field eg Pockpitted or a list of tattoos Entering Data from the Indent Indents were compiled on board when a ship arrived in the colony They give basic trial
16. list e Convict Choose whether or not the relation was transported as a convict from the drop down list e Police No If the relation was a convict enter their police number if known in this light purple field e Ship to Colony If the relation was a convict enter their ship of arrival if known in this light purple field Compiled by Trudy Cowley s Colette McAlpine Page 39 FFFDB User Guide Data Entry Arrival Year If the relation was a convict enter their year of arrival if known in this light purple field Birth Year Enter the approximate or known year of birth in this light purple field eg c1821 or 1821 Notes Enter any explanatory information about the relation in this light purple field eg illegitimate Convict Database ID If the relation was a convict enter their database ID if known in this light purple field For females this is the Female Convicts in Van Diemen s Land database ID for males this is the Male Convicts in Van Diemen s Land ID DO NOT enter the TAHO convict ID in this field Source Enter the primary source from which the existence of the relation has been identified eg conduct record indent Events Button Click on this if you have event information about the relation for example birth death marriage orphanage records etc Relations Events The yellow fields at the top of this layout are automatically populated from the previous Relations Layout To return to t
17. or expand in the light purple fields including noting differences between records Compiled by Trudy Cowley amp Colette McAlpine Page 32 FFFDB User Guide Data Entry Marks Enter remarks or marks as they appear on the online record in the white field and correct or expand in the Comments field eg Pockpitted or a list of tattoos Native Place There are five possible fields to complete o Native Place Transcription Enter the native place as it is written on the record in the white field o Native Place Comment Enter any comments or notes about native place in the light purple field o Town City Enter the full name of the town or city where given as native place correcting any spelling Google helps if you do not recognise a village or location Leave blank if you are unsure of the correct name o State County Enter the name of the county or state in which the town or city is located if known or as given as the native place correcting any spelling Leave blank if you are unsure o Country Enter England Scotland Ireland Wales Channel Islands or another country based on your knowledge of the location of the native place Google helps if you do not recognise a village or location Leave blank if you are unsure Probation and or Remarks or Services Sections Most of the entries in these sections will be entered on the Locations Employment layout but some data will be entered on the Levels of Freedom layout
18. the database If it is slightly different on the Indent enter the different spelling as an alias in the upper section and write CON15 as the Source see Appendix 1 on page 48 If the Indent gives an alternative name for the convict this too is entered as an alias record For the source enter the reason for the alias followed by CON15 for example if the Indent says proper name Mary Edwards then in the source field enter proper name CON15 Other common reasons are or and alias Step 6 Enter details from the online Indent into the fields as follows the fields may not be in the order shown below e Height There are three possible fields to complete o Transcription Enter the height as it appears on the record in the white field eg 5 42 To enter Compiled by Trudy Cowley s Colette McAlpine Page 11 FFFDB User Guide Data Entry 12 hold down the Alt key and use the number keypad to type 0189 1 4 hold down the Alt key and use the number keypad to type 0188 3 4 hold down the Alt key and use the number keypad to type 0190 o Category Convert the height to the format feet inches fraction eg 5 4 5 or 4 11 75 o Comment Enter any comments or notes about the height in this field including differences between records eg 5 5 2 on indent Remove FAS reference if entered in this field e Age on Arrival On the Convict Description layout you can enter more than one age on arrival
19. this number from known information It is pre populated to 1 only change it if you know otherwise e Multiple Records If a convict has more than one Conduct Record they will have multiple records in the database In such cases the first field should be set to yes and the ID number of the other record should be entered in the second field e Previous Sentence Of Transportation On the Trial amp Transportation layout choose the appropriate entry from the drop down list usually it will be no or unknown unless you know the convict has previously been sentenced to transportation to Australia from another country whether or not they were sent this may be recorded on the Conduct Record if known by the authorities at the time Locations and Offices Section This section is written at the bottom of the Conduct Record starting from the left bottom corner of the page These entries are recorded on the Locations Employment layout but some data will also be entered on the Levels of Freedom layout As each location record is entered you will need to click on the Submit button in the grey menu bar to bring up another row for data entry Compiled by Trudy Cowley amp Colette McAlpine Page 21 FFFDB User Guide Data Entry This section is written at the bottom of the Conduct Record starting from the left bottom corner of the page These entries are recorded on the Locations Employment layout Locations amp Employer Ent
20. transcribing There are several ships in each volume 3 Click on the volume 4 Click on View this record online This will open to the cover page of the book The ships are in order of arrival date 5 Find your ship some indents have the starting page number for each ship listed on the inside cover image 2 Step 2 Open the Female Convicts in Van Diemen s Land database to the convict you wish to transcribe use the Find function as described on page 5 Step 3 Go to the Sources layout last tab the reference should already be entered in the Indent Reference field you need to enter the image and page numbers police number and order on page number The image number is that of the online Indent record eg 13 The second of the two page numbers is usually located on the photographed records in the top right corner eg 138 enter the page range for both pages eg 137 138 but only enter the first image number The police number if recorded is at the left hand side of the first page The order on page number needs to be determined by you and is the order number the convict s record appears on the page Step 4 Go to the Trial Transportation layout 1st grey tab or the Convict Description layout 27d grey tab as necessary to enter data in the following fields where appropriate Not all of these fields will be present on all Indents Step 5 Compare the spelling of the convict s name on the Indent to that in
21. you do not recognise a village or location Leave blank if you are unsure e Convict Trade You can enter more than one convict trade in the section at the bottom of the layout but only do so if the trades are a different category If the record has more than one trade listed on the convict record complete a separate entry for each trade but enter the full transcript in the white field for both There are six possible fields to complete o Transcription Enter the full entry from the convict record eg Plain Laundress amp Ho Maid can milk in the white field as it appears on the online record o Category Choose the appropriate trade from the drop down list for one of the trades listed eg laundress These are written as nouns o Qualifier Choose the appropriate qualifier for the trade from the drop down list where listed eg plain o Skills Enter any skills listed on the convict record these are often preceded by the word can or are written as a verb eg milk Compiled by Trudy Cowley amp Colette McAlpine Page 9 FFFDB User Guide Data Entry o Comments Enter any comments or notes about the trade information o Source Choose CON19 from the drop down list Remove Oxley reference if entered in this field e Age on Arrival You can enter more than one age on arrival where the ages are different There are 4 possible fields to complete o Transcription Enter age as it is written on the online record
22. Description layout there are three possible fields to complete o Children On Board Transcription Enter the total number of children on board and any other details as written on the Conduct Record in the white field If this conflicts with an already entered children on board entry in the white field copy what is in the white field to the light purple field and note its source eg indent Then enter the information on the Conduct Record in the white field Record any children on board whether names are known or not on the Relations layout giving the Source as indent o Children On Board Category Enter the number of children on board as a whole number ONLY in this light purple field Compiled by Trudy Cowley amp Colette McAlpine Page 30 FFFDB User Guide Data Entry o Children On Board Comment Enter any comments or notes about the entry for children on board in this light purple field e Relations On the Relations layout and Relations Events layout where appropriate record the existence of and enter any information about the convict s husband children or any other relations mentioned Also record the existence of a husband on the PtoMs z Marriages layout For information on entering relations data see page 38 e Surgeon s Report On the Trial amp Transportation layout enter the surgeon s report information in the Surgeons Report section as it is written on the Conduct Record in the white field and correct or e
23. ES iii ici td diia cade 47 Embarkation Lists minitas iria onn ae naea a A EAE e adidas 47 CLOSING THE DATABASE ccccsssssssssssssssssscecsssssessssesesesesesesssssneneseaeacsesesesesesesesesesusseneaeacaesesscessseeseseaeseaesesseneneas 47 APPENDIX 1 ALIAS SOURCES ccccssssssssssssssscccesssssssssssssssssssssesesesescsesssnsnsnsssesesssssesssssssssessseseseeseseseseseeessenenenseees 48 Compiled by Trudy Cowley amp Colette McAlpine Page 3 FFFDB User Guide Data Entry Introduction The Female Convicts in Van Diemen s Land database is an initiative of the Female Convicts Research Centre FCRC It was started in 2004 with the assistance of volunteers It continues to be maintained and updated by volunteers Any female convict who spent time in Van Diemen s Land VDL is eligible to be included in the database Thus it not only includes those women transported directly to VDL but also those who came free and were convicted here and sentenced to transportation or those who were transported to New South Wales NSW and later came to VDL The database has four purposes e to link descendants and researchers of these convict women e to actas a repository of stories and images of these convict women e to determine which of these convict women spent time in the female factories and other convict institutions and e to document the lives of these women This project is now allied with the Founders and Survivors project FAS K
24. Expand or correct any information about the location in this light purple field for example Hobart Supreme Court Status Transcription Enter any information about the status of the convict found in brackets after the date as it is written on the online record in the white field for example TL or ux Jones Status Comment Expand or correct any information about the status of the convict in this light purple field for example Ticket of Leave or married to Jones Offence Transcription Enter the offence as it is written on the online record in the white field Compiled by Trudy Cowley s Colette McAlpine Page 35 FFFDB User Guide Data Entry e Offence Comment Expand or correct any information about the offence in this light purple field e Sentence Transcription Enter the sentence as it is written on the online record in the white field e Sentence Comment Expand or correct any information about the sentence in this light purple field e Sentence Categories Choose the appropriate sentence category from the drop down list a separate entry for each sentence category for example 14 days SC on B amp W is entered as solitary confinement in the first field and bread s water in the second field e Sentence Place Choose the appropriate place of sentence from the drop down list You will need to determine this from the offence information the initials of the magistrate in brackets at the beginning of this section is a good i
25. Finding Records You can search for a particular record or set of records by using the Find function The Find button a magnifying glass is located on the right hand side of the grey menu bar next to Sort To use the Find function Step 1 Click on the Find button Pra or the grey Find button to the right of the core data section then enter for example the convict s name you are searching for in the Convict Given Names and Convict Family Name fields in the core data section Alternatively you could choose a ship name from the drop down list for the Ship to VDL field Step 2 Click on the Perform Find button this has replaced the Find button on the grey menu bar Compiled by Trudy Cowley amp Colette McAlpine Page 5 FFFDB User Guide Data Entry NOTE the number of records found can be seen on the left hand side of the grey menu bar beside the green dot eg 171 13716 Step 3 To go to the next record click on the Right Arrow Bo at the left of the grey menu bar or click the grey Next button to the right of the core data section p lt Alternatively you can use the slider Records between the Right Arrow and the green dot to move to any number record If you wish to view ALL records in the database click on the Show All button swa on the grey menu bar or click on the grey Show All Records button to the right of the core data section Rules for Data Entry In order to achieve consistency in the database there are
26. S WA SA NSW VIC OLD NT ACT In many cases you will have a drop down list to choose these from Compiled by Trudy Cowley s Colette McAlpine Page 6 FFFDB User Guide Data Entry Unknown Data If part of a convict record is missing eg lost in the margin torn off then indicate the missing data by using lt gt in white fields and in light purple fields If only part of the data is missing then use for example Bris lt gt in white fields and Bris in light purple fields Crossed Out Data If a word or sequence of words is crossed out eg brewn hair then in white fields write lt X brown hair gt Do not bother to transcribe crossed out data into a light purple field Underlined Data If a word or sequence of words is underlined eg brown hair then in white fields write lt U brown hair gt Do not bother to note the underline in light purple fields Indecipherable Data If you cannot decipher a word or phrase etc and have taken a best guess e in white fields transcribe what you are sure of and use ellipsis as above for the indecipherable bits e in light purple fields indicate this by putting a question mark in square brackets after the word eg Desailley Abbreviations 19th century writers often shortened words by writing the first few letters of a word then the last letter or letters in superscript eg solity or soly solitary Laun Launceston Jn John As the
27. User Guide Female Convicts in Van Diemen s Land Database an initiative of the Female Convicts Research Centre DATA ENTRY as at 14 October 2014 compiled by Trudy Cowley and Colette McAlpine FFFDB User Guide Data Entry Contents INTRODUCTION eovococconoononcononnoncnonnoncononnoncononnoncononooncononoonconocoon co nonoon co REO R KNOW THE DOCUMENTS ccccsssssssssssssssssssscessssessssssessassssessassssessassssesessessasessessasesseseesenoes OPENING THE DATABASE ccccsssscsscssscsssssesccsessesssssssesseseesessessescsseseesessessesessesseseseessesesees DATABASE FORMAT ccscsscssssesscscssesssssessssessessssssssssssnssssessessassssessasessssasessessasessessasonseseeses DATABASE LAYOUTS cmo ii A E eii COLOUR CODINA A aa DROPDOWN LISTS 2d didas deasbauedecs FINDING RECORDS oooncononconoononcononnoncnonooncanonooncnnonooncononocncnonoon EREE IA NEPE A EIEE A ENEE ERN RULES FOR DATA ENTRY cccsssscssssesesscssssesssssessessssesesessesssssssnssasessessasessessasessessessesesseses DATA ENTRY FIR DSim ei Sean hone AAA R ety UNDERLINEDDA TA e e e re dd ate er ht hake INDECIPHERABLE DA VA didas tii ANBBREVIA TIONS E iaa MULTIPEE ENTRIESFOR FIELDS E E add ias EN TERING DATA wsscissssisdsscasieieiishsecaveenssectsasselevesscstestessoteceuscedsdbeuseeacsedestedcetosbeusededeen cous seoscedeets EXAMPLES suas din sunsets ol donada did ENTERING DATA FROM THE INDENT cscssscssesecseeeesesecesseencesecas
28. al Transportation layout there are six possible fields to complete o Trial Place Transcription Enter where tried as it is written on the Indent in the white field o Trial Court Where known choose the appropriate trial court from the drop down list eg Lancaster Liverpool City OS enter Quarter Sessions Compiled by Trudy Cowley s Colette McAlpine Page 12 FFFDB User Guide Data Entry Trial Location Where known enter the city or town where the trial took place This is often in brackets on the original record eg Lancaster Liverpool City QS enter Liverpool District Where known choose the appropriate trial district from the drop down list eg Lancaster Liverpool City QS enter City Trial Jurisdiction Where known choose the appropriate trial jurisdiction from the drop down list eg Lancaster Liverpool City QS enter Lancaster Country Determine the country of trial from the convict record entry and choose it from the drop down list e Date of Trial On the Trial Transportation layout enter when tried separately as day month written in full text and year eg 24 November 1851 e Trial Comment On the Trial amp Transportation layout enter any comments or notes about the trial place and date eg according to trial records month is actually November not July as recorded on conduct record e Sentence On the Trial Transportation layout there are three possible fields to complete
29. al amp Transportation layout this should already be entered If it is different to that already entered correct it in the white field and make a note of the original in the light purple field Printed amp Gazetted P If a large P is recorded in the left margin of the conduct record then select Yes from the drop down menu Trial Place On the Trial amp Transportation layout there are six possible fields to complete o Trial Place Transcription Enter where tried as it is written on the Conduct Record in the white field o Trial Court Where known choose the appropriate trial court from the drop down list eg Lancaster Liverpool City QS enter Quarter Sessions o Trial Location Where known enter the city or town where the trial took place This is often in brackets on the original record eg Lancaster Liverpool City QS enter Liverpool o District Where known choose the appropriate trial district from the drop down list eg Lancaster Liverpool City QS enter City o Trial Jurisdiction Where known choose the appropriate trial jurisdiction from the drop down list eg Lancaster Liverpool City QS enter Lancaster o Country Determine the country of trial from the convict record entry and choose it from the drop down list Date of Trial On the Trial amp Transportation layout enter when tried separately as day month written in full text and year eg 24 November 1851 Trial Comment On the Trial
30. and choose it from the drop down list Date of Trial On the Trial amp Transportation layout enter when tried separately as day month written in full text and year eg 24 November 1851 Trial Comment On the Trial amp Transportation layout enter any comments or notes about the trial place and date eg according to trial records month is actually November not July as recorded on conduct record Sentence On the Trial amp Transportation layout there are three possible fields to complete o Sentence Transcription Enter the sentence as it is written on the online record in the white field o Sentence Category Choose the appropriate number from the drop down list For Life sentences choose 99 o Sentence Comment Enter any comments or notes about the sentence in the light purple field Extensions If any extensions to sentences are written in the Name Section of the Conduct Record note the amount of time extended in the first light purple field In the second light purple field write this in the format years months weeks eg 1 6 0 for 18 months If an extension is already entered in this field add it on eg 1 6 0 becomes 2 6 0 if another 12 months extension is given Religion On the Convict Description layout there are three possible fields to complete o Religion Transcription Enter the religion as it is written on indent in the white field eg R C o Religion Category Choose the appropriate religion fr
31. ation in the Transported For field or the Stated This Offence field if that is more specific but not if it is different choose the appropriate crime category from the drop down list The most common crime category is larceny Gaol Report On the Trial amp Transportation layout enter the gaol report information as it is written on the online record in the white field and correct or expand it in the light purple field Include all information after Gaol Report up until Stated this offence Crime on Stated This Offence On the Trial amp Transportation layout enter the transportation offence only as it is written on the indent in the white field and correct or expand it in the light purple field If this conflicts with an already entered stated this offence entry in the white field copy what is in the white field to the light purple field and note its source eg indent Then enter the information on the Conduct Record in the white field If there is additional information from the Indent that is not on the Conduct Record include this in the white field eg Pro Smith at Dublin Prior Convictions on Stated This Offence On the Trial amp Transportation layout enter any prior convictions listed in the offences column as they are written on the indent in the white field and correct or expand in the light purple field separating each one by a semicolon in the light purple field If this conflicts with an already enter
32. ay Month Year Enter the probation date separately as day month in full text and year in these white fields eg 16 November 1849 Transcript Enter any information apart from the date as it appears on the online record in this white field eg PPH 2 Class Probation Period Category Enter the probation period where given in the format years months days eg 6 months becomes 0 6 0 Probation Period Comment Expand or enter any comments about the probation period in this light purple field eg 6 mos becomes 6 months Station of Gang Category Choose the appropriate station of gang from the drop down list where known Station of Gang Comment Enter any comments about the station of gang in this light purple field Class Category Choose 13 2nd or 34 from the drop down list Class Type Choose the appropriate entry from the drop down list if known Compiled by Trudy Cowley s Colette McAlpine Page 34 FFFDB User Guide Data Entry Comment Enter any comments about the probation record in this light purple field For example if the class is given with no date record the dates between which it falls Anson Hulk Choose the appropriate entry from the drop down list to indicate if the convict spent time on the Anson probation station even if Anson is not recorded as Station of Gang on the Conduct Record The Anson operated as a probation station between 1844 and 1850 New Town Farm Choose the appropriate entry fr
33. ct s husband children or any other relations mentioned Also record the existence of a husband on the PtoMs amp Marriages layout For information on entering relations data see page 38 e Surgeon s Report On the Trial amp Transportation layout enter the surgeon s report information in the Surgeons Report section as it is written on the Conduct Record in the white field and correct or expand it in the light purple field e On The Town On the Trial amp Transportation layout there are four possible fields to complete o On The Town Transcription Enter any on the town information as it is written on the Conduct Record in the white field eg one month on the town o On The Town Category 1 Convert the information to the format years months weeks days eg 1 4 0 0 for 1 years 4 months or 0 0 3 4 for 25 days o On The Town Category 2 Choose yes or no from the drop down list Leave blank if unknown o On The Town Comments Enter any comments or notes about on the town in the light purple field e Arrived Free On the Trial amp Transportation layout choose the appropriate entry from the drop down list usually it will be no e Number Of Times Sentenced to Transportation On the Trial Transportation layout enter the number of times the convict has been sentenced to transportation including those from overseas and local sentences and if sentenced but never transported You will need to calculate
34. d the last three begin to appear from 1816 and by 1821 a statement of relatives and religion is added Also recorded here is the convict s own statement of her crime which was taken by personal questioning on board ship before disembarkation and which usually expands the information formally recorded of the offence The information contained in these confessions the word is used in 1826 varies greatly but often includes particulars of previous offences connections and way of life Compiled by Trudy Cowley s Colette McAlpine Page 16 FFFDB User Guide Data Entry The information of conduct after arrival consists chiefly of offences which are recorded on a standard pattern date of trial place of convict s employment or name of his master charge sentence magistrate Instances of good conduct are sometimes recorded as are the grant of emancipations if death occurred while the convict was on strength it is noted These records are arranged differently from Probation period records Again the Archives Office of Tasmania website states The entries are arranged by number which during this period was assigned as follows all convicts whose surname began with the same letter were numbered from 1 chronologically by date of arrival expect that many anomalies occurred in the period before the entering of the registers was brought up to date up to the end of the assignment period thus there is a series of numbers for each letter of the al
35. data into this yellow field it is the ID for linkage to Founders and Survivors records e Husband Database ID Enter the database ID for the prospective husband from the Male Convicts in Van Diemen s Land database if known Marriage Records These can be found for the convict or any of their relations Marriage records include those both prior to and after transportation Many of these have already been imported into the database Step 1 Look up the marriage record index on the Tasmanian Pioneers Index or if you do not have access to this or the marriage is interstate online at https familysearch org You can also look up marriage notices in Trove Step 2 Open the Female Convicts in Van Diemen s Land database to the convict for whom you wish to enter marriage information use the Find function as described on page 5 Step 3 Go to the PtoMs amp Marriage layout 7th grey tab to enter details of a convict s marriage Go to the Relations Events layout to enter details of a convict relation s marriage see page 40 Step 4 Compare the spelling of the convict s name on the marriage record to that in the database If it is different on the marriage record enter the different spelling as an alias in the upper section and write marriage as the Source Also record the married name of the convict and write married name as the Source see Appendix 1 Step 5 Enter details from the marriage record or index
36. database does not support superscript simply enter as solity soly Launn Jno etc If there is a full stop beneath the superscript sometimes this looks like a short line transcribe it as a full stop Susan Hood s book Transcribing Tasmanian Convict Records has a list of abbreviations which may prove useful to you when trying to understand the records Another useful guide to abbreviations is at http www rootsweb ancestry com austashs convicts conabbrev html Multiple Entries for Fields If there is conflicting information for a field eg different ages or marital status enter the data as it appears on the Conduct Record in the white field and any other versions of the data in the corresponding light purple field with a comment on which record it is from The data that is entered in the white field comes from the convict records in the following order of precedence conduct record description list indent appropriation list If there is extra information on for example the indent that is not on the conduct record add this in the white field alongside the information from the conduct record In light purple fields multiple entries should be separated by a semicolon Sometimes with dates the word or is more appropriate to use Compiled by Trudy Cowley s Colette McAlpine Page 7 FFFDB User Guide Data Entry Entering Data Data entry for each record is explained in the sections below You only NEED to enter the data
37. different to any already there There are 4 possible fields to complete o Transcription Enter marital status as it is written on the online record in the white field o Category Choose the appropriate marital status from the drop down list o Comment Enter any comments or notes about the marital status eg S on indent o Source Select CON15 from the drop down list NOTE The white field eg M will probably be overwritten with a fuller entry from the Conduct Record eg married when it is transcribed If marital status is married or widow note the existence of husband on the PtoMs amp Marriages layout and the Relations layout e Children On the Convict Description layout there are three possible fields to complete o Children Transcription Enter the total number of children and any other details as written on the indent in the white field eg 3 children 1 on board If this conflicts with an already entered number of children in this field make a note of it in the light purple field Record any children whether names are known or not on the Relations layout giving the Source as CON15 o Children Category Enter the number of children as a whole number ONLY in this light purple field o Children Comment Enter any comments or notes about the entry for children in this light purple field e On Board On the Convict Description layout there are three possible fields to complete o Chi
38. down to find the volume containing the ship you are transcribing There are several ships in each volume 3 Click on the volume 4 Click on View this record online This will open to the cover page of the book The ships are in order of arrival date Find your ship the women may be in alphabetical order if you are lucky Step 2 Open the Female Convicts in Van Diemen s Land database to the convict you wish to transcribe use the Find function as described on page 5 Step 3 Go to the Sources layout last tab the reference should already be entered in the Description List Reference field you need to enter the image and page numbers police number and order on page number The image number is that of the online Description List record eg 13 The police number if recorded will be near the convict s name The page number is located on the photographed records please note that Description Lists Compiled by Trudy Cowley amp Colette McAlpine Page 8 FFFDB User Guide Data Entry do not always have page numbers The order on page number is determined by you and will usually be 1 or 2 where a single page has been digitised in one image but may be 1 2 3 or 4 where two pages have been digitised in one image Step 4 Go to the Convict Description layout 2nd grey tab Step 5 Compare the spelling of the convict s name on the Description List to that in the database If it is the same name but spelt differently on t
39. e death and burial records e orphanage records e paupers and invalids records e New Norfolk Insane Asylum records e genealogical indexes e cemetery records There are two layouts for entering data about relations The Relations layout is accessible from the main database 8th grey tab The Relations Events layout is accessible from the Relations layout Any known relations of the convict can be entered on these layouts Go to the Relations Layout 8 h grey tab Enter the following information if known e Relationship Details from Indent Transcription Enter the details about relations as recorded on the online record usually the indent in this white field e Relationship Details from Indent Comment Expand or correct any information about relations from the convict records in this light purple field e Relations Given Name Enter the given name s of the convict s relation in this light purple field If they are known by variants or aliases separate these with a forward slash eg Robert John e Relation s Family Name Enter the family name s of the convict s relation in this light purple field If they are known by variants or aliases separate these with a forward slash eg Johnson Johnstone e Relationship Choose the appropriate relationship from the drop down list e Sex Choose the appropriate gender from the drop down list e On Board Choose whether or not the relation was on board with the convict from the drop down
40. e marriage in the light purple field Note if the union is de facto e Reference For Tasmanian marriages enter the Tasmanian Pioneers Index reference in the format RGD 36 1 x 18yy zzz District RGD 37 1 x 18yy zzz District where x is the microfilm volume yy is the year and zzz is the reference number for example RGD 37 1 3 1846 3 Morven For other marriages enter a relevant reference for example VIC Marriage Certificate 1872 3929 e Husband Database ID Enter the database ID for the prospective husband from the Male Convicts in Van Diemen s Land database if known Step 6 Enter details of the husband on the Relations layout see page 39 Compiled by Trudy Cowley s Colette McAlpine Page 46 FFFDB User Guide Data Entry Appropriation Assignment Lists To be completed Embarkation Lists To be completed Closing the Database To close the database click on the top XI box in the top right hand corner of the screen Any data you entered will automatically be saved Don t forget to Submit any entered data by clicking on the Submit button in the grey menu bar it is shown before closing the database Compiled by Trudy Cowley s Colette McAlpine Page 47 FFFDB User Guide Data Entry Appendix 1 Alias Sources All sources should be separated with semi colons Calendar year of the event should follow the source If there is more than one year separate these with commas or semi colons Information denoting the ty
41. e reference number for example RGD 35 1 56 1887 360 Launceston For other deaths enter a relevant reference for example VIC Death Certificate 1872 3929 For burials enter a relevant reference for example AOT NS 349 29 p 77 e Age Enter the age at death given on the death record e Occupation Enter the occupation or trade of the convict given on the death record e Cause Enter the cause of death as given on the death record e Died Under Sentence Choose yes no or unknown from the drop down list A convict is deemed to have died under sentence if they died prior to becoming free for the first time that is they have NOT become free by servitude or gained a Certificate of Freedom Conditional Pardon or Absolute Pardon e FAS References Do not enter data into this field It is an ID for linkage to the Founders and Survivors project data Compiled by Trudy Cowley amp Colette McAlpine Page 43 FFFDB User Guide Data Entry Permission To Marry Records If a woman was to marry whilst under sentence or holding a Ticket of Leave or wished to marry a man under sentence or holding a Ticket of Leave they needed permission from the Governor Permission to Marry records detail applications to marry and sometimes give extra details such as when the marriage took place or why it was not approved All of the Permission to Marry records from the AOT index have been imported into the database This means that you
42. ed stated this offence entry in the white field copy what is in the white field to the light purple field and note its source eg indent Then enter the information on the Conduct Record in the white field If there is additional information from the Indent that is not on the Conduct Record include this in the white field eg if d on Conduct Record but 6 months on Indent Number On the Trial amp Transportation layout enter the number of prior convictions eg 2 gt 3 in the light purple field you need to calculate this number Other Information on Stated This Offence On the Trial amp Transportation layout enter any other information eg marital status children husband relations listed in the offences column as it is written on the indent in the white field and correct or expand in the light purple field If this conflicts with an already entered stated this Compiled by Trudy Cowley amp Colette McAlpine Page 29 FFFDB User Guide Data Entry offence entry in the white field copy what is in the white field to the light purple field and note its source eg indent Then enter the information on the Conduct Record in the white field If there is additional information from the Indent that is not on the Conduct Record include this in the white field eg Single I lived with Mr Jones 6 months e Marital Status On the Convict Description layout enter any marital status recorded in this section in the Marital Status fields as
43. edom from the drop down list If it is not indicated select granted Number Enter the number of the freedom as recorded on the online record if known Notes Enter any information apart from the date as it is written on the online record in this white field Compiled by Trudy Cowley s Colette McAlpine Page 25 FFFDB User Guide Data Entry e Comments Expand or correct any freedom information in this light purple field e Location Enter any location information as it is recorded on the online record in this white field eg self or Hobt e Town City Expand or correct any location information in this light purple field eg Hobart e Source Enter an abbreviated form of the source of the information for example CONA40 Other Entries on Conduct Record 3rd set of entries on the Levels of Freedom layout For any other entries in this section of the Conduct Record including those written in the left margin which have not been recorded elsewhere record these as Other Entries e No Enter a sequence number starting from 1 in this first dark purple field This number is not recorded on the Conduct Record but is determined by you As each other entry record is entered you will need to click on the Submit button in the grey menu bar to bring up another row for data entry e Date Day Month Year Enter the date of the entry separately as day month in full text and year in these white fields eg 30 June 1864
44. el enclose the name in single quotes eg Ellerslie If the location is an office for example enter office for off Chief Police Magistrate s Office for CPM or Police Magistrate s Office for PM off Town City Enter the expanded or corrected town or city in this light purple field If the location is a female factory enter the appropriate town city eg Hobart Launceston Ross Comments Notes Enter any other information expanded or corrected from the online record in this light purple field For example if the record entry says TL or CP or memo marrge then enter memo for Ticket of Leave memo for Conditional Pardon or memo for permission to marry as appropriate X If an entry is recorded on the conduct record and is crossed out or does not pertain to the convict then put an X in this field to indicate the record is not relevant to this woman Hiring Depot and Nursery Entries entries at the top of the Locations Employment layout Brickfields Hiring Depot Choose the appropriate entry from the drop down list to indicate if the convict spent time at Brickfields Hiring Depot New Town Farm Choose the appropriate entry from the drop down list to indicate if the convict spent time at New Town Farm probation station Dynnyrne Nursery Choose the appropriate entry from the drop down list to indicate if the convict spent time at Dynnyrne Nursery Probation Entries 1st set of entries on the Levels of Freedom layout Date D
45. en sent there for hiring assignment or for confinement o Hobart Town This operated from c1821 until November 1828 o Cascades This operated as a female factory from December 1828 until 1856 It then operated as a House of Correction o Launceston This operated as a female factory from November 1834 until 1855 It then operated as a House of Correction o Ross This operated as a female factory from March 1848 until November 1854 Compiled by Trudy Cowley amp Colette McAlpine Page 36 FFFDB User Guide Data Entry o George Town This operated as a female factory from c1822 to end of 1834 Freedoms Entries 2nd set of entries on the Levels of Freedom layout e Date Day Month Year Enter the date of the freedom as day month in full text and year in these white fields eg 16 November 1849 e Level Choose the appropriate level of freedom from the drop down list e Type Choose the appropriate type of freedom from the drop down list If it is not indicated select granted e Number Enter the number of the freedom as recorded on the online record if known e Notes Enter any information apart from the date as it is written on the online record in this white field e Comments Expand or correct any freedom information in this light purple field e Location Enter any location information as it is recorded on the online record in this white field eg self or Hobt e Town City Expand or correct any location info
46. eon s notes record both symptoms progress and treatment Determine where the treatment notes begin and enter everything up until then in the Symptoms amp Progress field Treatment After the treatment date the Surgeon s notes record both symptoms progress and treatment Determine where the treatment notes begin and enter everything from here in the Treatment field To get back to the Surgeon s Journal layout with Sick List Entries and Hospital Cases click on the Surgeon s Journal yellow tab at the top of the Data Section Birth Baptism Records These can be found for the convict or any of their relations Step 1 Look up the birth record index on the Tasmanian Pioneers Index or if you do not have access to this or the birth occurred interstate or overseas online at https familysearch org Alternatively look up the baptism record in church indexes You can also look up birth notices in Trove Step 2 Open the Female Convicts in Van Diemen s Land database to the individual for whom you wish to enter birth information use the Find function as described on page 5 Step 3 Go to the Birth amp Death layout 6 grey tab for convict births and the Relations Events layout see page 40 for births to convict women and their children Step 4 Compare the spelling of the convict s name on the birth baptism record to that in the database If it is different on the birth baptism record enter the different spelling name
47. er s Indent e mother s maiden name e mother s surname e muster e NAS NAS indictment or NAS precognition e New Norfolk Asylum e newspaper article or the name or acronym of the newspaper followed by date in dd mm yyyy format e Northumberland Archives e POB acronym for Proceedings of the Old Bailey e petition e probate e PtoM acronym for Permission to Marry e punishment book or CON138 e QOS acronym for Queen s Orphan Schools e sister s Indent e Surgeons Journal Surgeons Journal sick list or Surgeons Journal case notes e TAHO index e Tardif e TPG acronym for Tasmania Police Gazette e trial e VPG acronym for Victoria Police Gazette e warrant Compiled by Trudy Cowley amp Colette McAlpine Page 49 FFFDB User Guide Data Entry For many convict records simply record the series reference eg CON42 CON30 CON13 as full references will be recorded on the sources page Compiled by Trudy Cowley s Colette McAlpine Page 50
48. ered on the Levels of Freedom layout Some of this information particularly that to be entered on the Levels of Freedom layout will be found in the left hand margin of the page Colonial Offences Entries on the Colonial Offences layout No Enter a number starting from 1 in the order the offences appear on the Conduct Record in this dark purple field Date Transcription Enter the offence date separately as day month in full text and year in these white fields eg 16 November 1849 Date Comment Enter any comments about the date in this light purple field for example year given as 1842 but should be 1841 Master Transcription Enter any information about the master found in brackets after the date as it is written on the online record in the white field Master Comment Expand or correct any information about the master in this light purple field Location Transcription Enter any information about the location of the offence found in brackets after the date as it is written on the online record in the white field for example Hobt SC Location Comment Expand or correct any information about the location in this light purple field for example Hobart Supreme Court Status Transcription Enter any information about the status of the convict found in brackets after the date as it is written on the online record in the white field for example TL or ux Jones Status Comment Expand or correct any information about the stat
49. erence number for example RGD 33 1 56 1887 360 Launceston For other BDMs enter a relevant reference for example VIC Birth Certificate 1872 3929 Compiled by Trudy Cowley amp Colette McAlpine Page 40 FFFDB User Guide Data Entry Compare the spelling of the convict s name on the relations event record to that in the database If it is different on the record enter the different spelling name as an alias in the upper section and complete the Source field with for example child s birth child s baptism married name child s death husband s death etc see Appendix 1 Surgeon s Journals Step 1 Open the Female Convicts in Van Diemen s Land database to the individual for whom you wish to enter surgeon s journal information use the Find function as described on page 5 Step 2 Go to the Surgeon s Journal layout the 3rd last grey tab Sick List Entries Please note that the Sick List Entries have been pre populated You may wish to confirm they are correct Hospital Cases Case Number Enter the case number as recorded on the surgeon s journal If not recorded enter a number starting from 1 in the order the cases appear in the Surgeon Journal in this dark purple field eg 1 2 3 Age Enter the age of the convict as written in the case notes of the Surgeon s Journal Disease Enter the disease of the convict as written in the case notes of the Surgeon s
50. esecneescenaeeneesecasesecaeeseenaeeneess ENTERING DATA FROM THE CONDUCT RECORD ssscesssseeseesecseesecseesecsaeeecsaecaeesecseeseenaesneeas Assignment Period Conduct Records oconicicicncnnicacicicininininininnnnanononononononononanananini rn arar arorononos Name A anna nian adie Garona eaten Transported For eN li Locations and Offices Sectioniiscsecwiwintaiieuuitantiiaihiacacaitiieniaaencneaes OREN CCS S c OTs ern erai a AE as e ana aeaa eaae bdo cole ic Probation Period Conduct Records scsccscsescssesssesecsseseeseesccssseecssecsessecsesssssecseesscesecneeeeseasees Name SCHON EREE edh A A Mandated theta dee ates Transported FOr SOCOM j ssche diciendole sti Description Secho A A A AAA Probation and or Remarks or Services Sections cccesesscsseesesseseeseeseseeseeseeseesceaeeeeseeeeneeseenes OCEAN iaa Locations and Offices Seti ii is ENTERING DATA FROM OTHER RECORDS cscssecsseescsseeecseeeeesccaeesecneeseesaeeecsaecaeaeeseeseenaeeneeas Data AbOUE ReIAHONS titi did di Relations E Vta Surgeon s JUAS aaa Compiled by Trudy Cowley s Colette McAlpine FFFDB User Guide Data Entry Sick List Entretanto 41 Hospital Gases init ia a 41 NN 41 Birth Baptism Records vvs isesscsessestsscssisvesessvesseiteronoesicieviesveveutes vst slatoesecven I E EEA E EEE E 42 Death and Durial Record A AA AAA A aa 42 Permission Lo Marry Records cin aa ada E AR ia 44 Marriage Records ii A A A A 45 Appropriation AsSIonKMent LIS
51. he Description List enter the different spelling as an alias in the upper section and write CON19 as the Source see Appendix 1 on page 48 If the Description List gives an alternative name for the convict this too is entered as an alias record For the source enter the reason for the alias followed by CON19 for example if the Description List says proper name Mary Edwards then in the source field enter proper name CON19 Other common reasons are or and alias Step 6 Enter details from the online Description List if they are given into the Convict Description fields as follows e Native Place There are five possible fields to complete o Native Place Transcription Enter the native place as it is written on the record in the white field o Native Place Comment Enter any comments or notes about native place in the light purple field o Town City Enter the full name of the town or city where given as native place correcting any spelling Google helps if you do not recognise a village or location Leave blank if you are unsure of the correct name o State County Enter the name of the county or state in which the town or city is located if known or as given as the native place correcting any spelling Leave blank if you are unsure o Country Enter England Scotland Ireland Wales Channel Islands or another country based on your knowledge of the location of the native place Google helps if
52. he Relations Layout click on the Go To Relations Button Note When you return you will only have the convict on whom you are working in your found set Event Type Choose the appropriate event type from the drop down list Day Month Year Enter the date of the event separately into the three fields as day month written in full text and year eg 5 January 1851 Location Enter the place the event occurred for example church name residence orphanage etc Town City District Enter the town city or district in which the event occurred for example Hobart Brighton district or Oatlands State County Choose the appropriate state or country from the drop down list Country Choose the appropriate country from the drop down list At FF If the event occurred at a female factory or nursery choose yes from the drop down list Age Enter the age of the relation at the time of the event if known Age Category Enter the age of the relation at the time of the event in the format years months weeks days eg 3 years 4 months 2 days is entered as 3 4 0 2 Comments Enter any additional information relevant to the event for example name of spouse name of child cause of death etc Reference Enter the primary source of information for the event For BDMs in Tasmania enter the Tasmanian Pioneers Index reference in the format RGD 33 1 x 18yy zzz District where x is the microfilm volume yy is the year and zzz is the ref
53. ht purple field as indicated by the marriage record If the husband signed his name with a cross choose X e Husband Marital Status Choose the appropriate marital status of the husband form the drop down list in the middle left light purple field as given on the marriage record e Husband Convict Status Choose the appropriate convict status of the husband from the drop down list in the middle right light purple field if given on the marriage record e Husband Occupation Enter the occupation or trade of the husband in the bottom light purple field if given on the marriage record e Convict Age Enter the age of the convict as given on the marriage record in the top left light purple field e Convict Literacy Choose the appropriate literacy level of the convict from the drop down list in the top right light purple field as indicated by the marriage record If the husband signed his name with a cross choose X e Convict Marital Status Choose the appropriate marital status of the convict form the drop down list in the middle left light purple field as given on the marriage record e Convict Convict Status Choose the appropriate convict status of the convict from the drop down list in the middle right light purple field if given on the marriage record e Convict Occupation Enter the occupation or trade of the convict in the bottom light purple field if given on the marriage record e Notes Enter any additional information about th
54. ice for PM off Town City Enter the expanded or corrected town or city in this light purple field If the location is a female factory enter the appropriate town city eg Hobart Launceston Ross Comments Notes Enter any other information expanded or corrected from the online record in this light purple field For example if the record entry says TL or CP or memo marrge then enter memo for Ticket of Leave memo for Conditional Pardon or memo for permission to marry as appropriate X If an entry is recorded on the conduct record and is crossed out or does not pertain to the convict then put an X in this field to indicate the record is not relevant to this woman Hiring Depot and Nursery Entries entries at the top of the Locations Employment layout Brickfields Hiring Depot Choose the appropriate entry from the drop down list to indicate if the convict spent time at Brickfields Hiring Depot New Town Farm Choose the appropriate entry from the drop down list to indicate if the convict spent time at New Town Farm probation station Compiled by Trudy Cowley s Colette McAlpine Page 38 FFFDB User Guide Data Entry e Dynnyrne Nursery Choose the appropriate entry from the drop down list to indicate if the convict spent time at Dynnyrne Nursery Entering Data From Other Records Data About Relations Data about relations of convicts can be sourced from many records including e convict records e birth baptism marriag
55. into the Marriages section of the PtoMs amp Marriages layout as follows e Husband Given and Family Names Enter the husband s names in the light purple fields Separate alternative spellings with a slash for example Clarke Clark e Marriage Date Enter the day month in full text and year of the marriage date in these three light purple fields If you know there is a marriage but do not know the date make sure you enter something in the Year field for example before 1841 where 1841 is the year of transportation if the woman was married or widowed prior to transportation e Location Enter the place of the marriage if known in the top light purple field for example the name of the church or residence where they were married e Town City Enter the town or city in which the marriage took place in the bottom light purple field Compiled by Trudy Cowley amp Colette McAlpine Page 45 FFFDB User Guide Data Entry e State County Choose the appropriate state or county in which the marriage took place form the drop down list in the top light purple field e Country Choose the appropriate country in which the marriage took place form the drop down list in the bottom light purple field e Husband Age Enter the age of the husband as given on the marriage record in the top left light purple field e Husband Literacy Choose the appropriate literacy level of the husband from the drop down list in the top right lig
56. into the white fields You MAY also enter data into the light purple fields it is up to you NOTE Data you enter is automatically saved when you hit the Submit button in the grey menu bar or go to a different layout DO NOT CLOSE the database without having first hit the Submit button Also note that the online database will time out after several minutes of no action So if you go to answer the phone or make a cuppa make sure you hit the Submit button before you do so or you will lose the last data entered Examples When entering data if you are unsure of what to do take a look at any of the following convicts which have been fully completed and so give examples of how the data from online records is entered e Australasia convicts e Rajah convicts Entering Data from the Description List Transcribing the description list is a good way to familiarise yourself with 19t century writing and convict terminology A useful guide to abbreviations is at http www rootsweb ancestry com austashs convicts conabbrev html Description Lists were compiled on board when a ship arrived in the colony They give a physical description of the convict and sometimes also provide data on trade and native place Step 1 To open a Description List for a ship 1 Click on CON 19 from the Digitised records by group page on the LINC Tasmania website http search archives tas gov au default aspx detail 1 amp type S amp id CON19 2 Scroll
57. isted on the convict record these are often preceded by the word can or are written as a verb eg milk o Comments Enter any comments or notes about the trade information o Source Choose description list from the drop down list e Height There are three possible fields to complete o Transcription Enter the height as it appears on the record in the white field eg 5 42 To enter 12 hold down the Alt key and use the number keypad to type 0189 1 4 hold down the Alt key and use the number keypad to type 0188 3 4 hold down the Alt key and use the number keypad to type 0190 o Category Convert the height to the format feet inches fraction eg 5 4 5 or 4 11 75 o Comment Enter any comments or notes about the height in this field including differences between records eg 5 5 2 on indent Remove FAS reference if entered in this field e Age on Arrival You can enter more than one age on arrival There are 4 possible fields to complete o Transcription Enter age as it is written on the online record in the white field o Category Enter age as a whole number only in the light purple field o Comment Enter any comments or notes about the age eg could also be deciphered as 22 o Source Select description list from the drop down list e Complexion Head Hair Visage Forehead Eyebrows Eyes Nose Mouth Chin Enter these in the white field as they appear on the online record and correct
58. ive information of all the convict records including offences and locations These are the most difficult and time consuming records to transcribe but are also the most interesting Assignment period CON 40 and probation period CON 41 Conduct Records are very different in their layout and the information they contain they will be treated separately here Information on the Conduct Records overrides any other data entered in white fields in the database except where additional information has been entered from the Indent If you need to overwrite data from the Conduct Record in a white field first copy the data that is already there into the light purple field noting its source if you know it eg CON19 The name of the convict as it is recorded in the database should match with that on the Conduct Record If it is different contact Colette via database femaleconvicts org au and she will change the name in the database and record the old name in the alias part of the upper section with the source as TAHO index see Appendix 1 on page 48 Assignment Period Conduct Records The Archives Office of Tasmania website states of these records that The information given falls into two parts that relating to the convict s history before arrival and the details of her career in the colony The former details include normally offence date and place of trial sentence gaol report i e the British gaol hulk report whether marrie
59. ldren On Board Transcription Enter the total number of children on board and any other details as written on the indent in the white field eg 3 children 1 on board If this conflicts with an already entered number of children on board in this field make a note of it in the light purple field Record any children on board whether names are known or not on the Relations layout giving the Source as CONI o Children On Board Category Enter the number of children on board as a whole number ONLY in this light purple field o Children On Board Comment Enter any comments or notes about the entry for children on board in this light purple field e Religion On the Convict Description layout there are three possible fields to complete o Religion Transcription Enter the religion as it is written on indent in the white field eg R C Compiled by Trudy Cowley s Colette McAlpine Page 14 FFFDB User Guide Data Entry o Religion Category Choose the appropriate religion from the drop down list o Religion Comment Enter any comments or notes about religion in this light purple field e Read On the Convict Description layout there are three possible fields to complete o Read Trancription Enter the information for ability to read as it is written on the online record in the white field eg N R a little o Read Category Choose the appropriate ability to read from the drop down list This will usually be yes or no
60. ll make the change Step 6 Enter details from the online Conduct Record into the fields as follows the fields may not be in the order shown below and have been grouped into the sections on the Conduct Record Name Section e Police Number Conduct Record On the Trial amp Transportation layout this should already be entered If it is different to that already entered correct it in the white field and make a note of the original in the light purple field e Trial Place On the Trial Transportation layout there are six possible fields to complete o Trial Place Transcription Enter where tried as it is written on the Conduct Record in the white field o Trial Court Where known choose the appropriate trial court from the drop down list eg Lancaster Liverpool City OS enter Quarter Sessions o Trial Location Where known enter the city or town where the trial took place This is often in brackets on the original record eg Lancaster Liverpool City QS enter Liverpool Compiled by Trudy Cowley s Colette McAlpine Page 27 FFFDB User Guide Data Entry o District Where known choose the appropriate trial district from the drop down list eg Lancaster Liverpool City QS enter City o Trial Jurisdiction Where known choose the appropriate trial jurisdiction from the drop down list eg Lancaster Liverpool City QS enter Lancaster o Country Determine the country of trial from the convict record entry
61. m corner of the page These entries are recorded on the Locations Employment layout No Enter a sequence number starting from A 1 in this first dark purple field eg A1 A2 A3 This number is not recorded on the Conduct Record but is determined by you As each location record is entered you will need to click on the Submit button in the grey menu bar to bring up another row for data entry Date Day Month Year Enter the date of the entry separately into the three fields as day month written in full text and year eg 5 January 1851 Location Enter the full location employment as it is written on the online record in this white field Master This is comprised of three fields o Title Enter the expanded or corrected master s title if known in this light purple field eg Mr o Given Names Enter the expanded or corrected master s given names or initials in this light purple field eg John o Family Name Enter the expanded or corrected family name in this light purple field Place Enter the expanded or corrected location in this light purple field If the location is a female factory enter as Hobart Town FF George Town FF Cascades FF Launceston FF Ross FF or Brickfields Hiring Depot If the location is a property or hotel enclose the name in single quotes eg Ellerslie If the location is an office for example enter office for off Chief Police Magistrate s Office for CPM or Police Magistrate s Off
62. mpiled by Trudy Cowley s Colette McAlpine Page 19 FFFDB User Guide Data Entry Jones 6 months If the information contains details about family members also enter this in the Relations layout see page 39 e Marital Status On the Convict Description layout enter any marital status recorded in this section in the Marital Status fields as follows o Transcription Enter marital status as it is written on Conduct Record Gaol Report or Stated This Offence in the white field If marital status in Gaol Report conflicts with that in Stated This Offence create and entry for both o Category Choose the appropriate marital status from the drop down list o Comment Enter any comments or notes about the marital status eg S on indent o Source Select CON40 gaol report or stated this offence from the drop down list NOTE If marital status is married or widow note the existence of husband on the PtoMs amp Marriages and Relations layouts e Children On the Convict Description layout there are three possible fields to complete o Children Transcription Enter the total number of children and any other details as written on the Conduct Record in the white field eg 3 children 1 on board If this conflicts with an already entered children entry in the white field copy what is in the white field to the light purple field and note its source eg CON15 Then enter the information on the Conduct Record
63. n Trove Step 2 Open the Female Convicts in Van Diemen s Land database to the convict for whom you wish to enter death information use the Find function as described on page 5 Step 3 Go to the Birth amp Death layout 6 grey tab Step 4 Compare the spelling of the convict s name on the death burial record to that in the database If it is different on the death burial record enter the different spelling name as an alias in the upper section and write death or burial child s death etc as the Source see Appendix 1 Step 5 Enter details from the death and or burial record or index into the Birth amp Death layout as follows e Death Burial Date Enter the day month in full text and year of the death burial date in these three light purple fields e Death Burial Place o Location Enter the place of death burial for example name of church o Town City Enter the town city or district of death burial o State County Choose the appropriate state or county from the drop down list o Country Choose the appropriate country form the drop down list e Death Burial Notes Enter any other information about the death or burial in this field e Death Burial Reference Enter the source of information for the death or burial For deaths in Tasmania enter the Tasmanian Pioneers Index reference in the format RGD 35 1 x 18yy zzz District where x is the microfilm volume yy is the year and zzz is th
64. n on the online record in the white field and correct or expand it in the light purple field Include all information after Gaol Report up until Stated this offence Crime on Stated This Offence On the Trial Transportation layout enter the transportation offence only as it is written on the indent in the white field and correct or expand it in the light purple field If this conflicts with an already entered stated this offence entry in the white field copy what is in the white field to the light purple field and note its source eg CON15 Then enter the information on the Conduct Record in the white field If there is additional information from the Indent that is not on the Conduct Record include this in the white field eg Pro Smith at Dublin e Other Information on Stated This Offence On the Trial amp Transportation layout enter any other information eg marital status children husband relations listed in the offences column as it is written on the indent in the white field and correct or expand in the light purple field If this conflicts with an already entered stated this offence entry in the white field copy what is in the white field to the light purple field and note its source eg indent Then enter the information on the Conduct Record in the white field If there is additional information from the Indent that is not on the Conduct Record include this in the white field eg Single I lived with Mr Co
65. n the relevant volume 9 Click on View this record online This will open to the cover page of the book The women are grouped by the beginning letter of their family name Step 2 Open the Female Convicts in Van Diemen s Land database to the convict you wish to transcribe use the Find function as described on page 5 Step 3 Go to the Sources layout last tab the reference should already be entered in the Conduct Record Reference field you need to enter the image and page numbers The image number is that of the online Conduct Record eg 69 The page number is located on the photographed records please note that probation period Conduct Records do not usually have page numbers whereas the assignment period Conduct Records do though often only on every second page so missing ones need to be determined from those either side Step 4 Go to the Trial Transportation layout 1 grey tab the Convict Description layout 27d grey tab the Locations Employment layout 3r4 grey tab the Colonial Offences layout 4th grey tab or the Levels of Freedom layout 5t grey tab as necessary to enter data in the following fields where appropriate Not all of these fields will be present on all Conduct Records Step 5 Compare the spelling of the convict s name on the Conduct Record to that in the database If it is different on the Conduct Record contact Trudy or Colette via database femaleconvicts org au with the details and they wi
66. ndicator of which female factory or gaol the convict is sent to serve her sentence if it is not clearly written on the Conduct Record Enter known female factories as Hobart Town FF George Town FF Cascades FF Launceston FF and Ross FF If the place of sentence is unknown enter FF For Cascades if the date is after 1856 choose Cascades HofC and for Launceston if the date is after 1855 choose Launceston HofC e Magistrates Transcription Enter the initials or names of the magistrate s as written on the online record in the white field These are usually found in brackets after the sentence e Magistrates Categories Enter the initials of each magistrate in a separate light purple field without spaces or full stops for example A W H H amp PM becomes AWHH in the first light purple field and PM in the second light purple field e Remarks Transcription Enter any information after the magistrate s initials as it is written on the online record in the white field e Remarks Comment Expand or correct any remarks information in this light purple field for example vide Lieutenant Governor s decision Imprisonment Entries entries at the bottom of the Colonial Offences layout e Imprisoned at Female Factories For each of these choose the appropriate entry from the drop down list to indicate if the convict spent time at the female factory They did not need to be imprisoned there but may have be
67. now the Documents Please note that not all convict records for all convicts have survived For a list of convict records held at TAHO see http www linc tas gov au research browse by category familyhistory convict We are transcribing three main convict documents e the Description List CON19 e the Indent CON15 e the Conduct Record CON40 assignment period and CON41 probation period Each can be accessed as follows CON15 http search archives tas gov au default aspx detail 1 amp ty pe S amp id CON15 CON19 http search archives tas gov au default aspx detail 1 amp ty pe S amp id CON19 CON40 http search archives tas gov au default aspx detail 1 amp ty pe S amp id CON40 CON41 http search archives tas gov au default aspx detail 1 amp ty pe S amp id CON41 If you wish to find the records for a particular convict go to http linctas ent sirsidynix net au client en_AU names and search for the convict Restrict your search using ship name A useful resource is Susan Hood s book Transcribing Tasmanian Convict Records 2003 Opening the Database Step 1 Goto http filemaker health utas edu au fmi iwp res iwp_auth html Step 2 Log in using the account name and password with which you have been provided This will have been provided to you If you have forgotten your login details contact trudy researchtasmania com au Compiled by Trudy Cowley s Colette McAlpine Page 4 FFFDB User Guide
68. om the drop down list o Religion Comment Enter any comments or notes about religion in this light purple field Read On the Convict Description layout there are three possible fields to complete o Read Trancription Enter the information for ability to read as it is written on the online record in the white field eg N R a little o Read Category Choose the appropriate ability to read from the drop down list This will usually be yes or no o Read Comment Enter any comments or notes about ability to read in this light purple field Compiled by Trudy Cowley s Colette McAlpine Page 28 FFFDB User Guide Data Entry Write On the Convict Description layout there are three possible fields to complete o Write Trancription Enter the information for ability to write as it is written on the online record in the white field eg N R a little o Write Category Choose the appropriate ability to write from the drop down list This will usually be yes or no o Write Comment Enter any comments or notes about ability to write in this light purple field Transported For Section Transported For On the Trial amp Transportation layout enter the reason for being transported as it is written on the online record in the white field and correct or expand it in the light purple field Include all data up until Gaol Report Crime Category On the Trial amp Transportation layout based on the inform
69. om the drop down list to indicate if the convict spent time at the New Town Farm probation station even if New Town Farm is not recorded as Station of Gang on the Conduct Record New Town Farm operated as a probation station for female convicts for a short time prior to the opening of the Anson 1843 1844 and for a short time after the closure of the Anson 1850 Offences Section Most of the entries in this section will be entered on the Colonial Offences layout However some will be entered on the Levels of Freedom layout Colonial Offences entries entries on the Colonial Offences layout No Enter a number starting from 1 in the order the offences appear on the Conduct Record in this dark purple field Date Transcription Enter the offence date separately as day month in full text and year in these white fields eg 16 November 1849 Date Comment Enter any comments about the date in this light purple field for example year given as 1842 but should be 1841 Master Transcription Enter any information about the master found in brackets after the date as it is written on the online record in the white field Master Comment Expand or correct any information about the master in this light purple field Location Transcription Enter any information about the location of the offence found in brackets after the date as itis written on the online record in the white field for example Hobt SC Location Comment
70. only have to check the validity of the data and add supplementary information which is on the Permission to Marry records For example PtoM Decision Date Decision Husband s police number and any other notes Note Data from the AOT Permissions to Marry index should already be entered Step 1 To view the Permission to Marry records 1 Go to http portal archives tas gov au menu aspx search 5 2 Enter the Family and Given Names of your convict usually as it is written in the database and click Search or hit Return 3 Click on the link in the CON Ref s column to see the complete record 4 Select the relevant page to view Step 2 Open the Female Convicts in Van Diemen s Land database to the convict you wish to transcribe use the Find function as described on page 5 Step 3 Go to the PtoMs amp Marriage layout 7th grey tab Step 4 Compare the spelling of the convict s name on the Permission to Marry record to that in the database If it is different on the Permission to Marry record enter the different spelling as an alias in the upper section and write PtoM as the Source see Appendix 1 Step 5 Enter details from the online Permission to Marry record into the Permissions to Marry section of the PtoMs amp Marriage layout as follows e Husband Given and Family Names Enter the prospective husband s names in the light purple fields Separate alternative spellings with a slash for example Clarke Cla
71. panded or corrected town or city in this light purple field If the location is a female factory enter the appropriate town city eg Hobart Launceston Ross Comments Notes Enter any other information expanded or corrected from the online record in this light purple field For example if the record entry says TL or CP or memo marrge then enter memo for Ticket of Leave memo for Conditional Pardon or memo for permission to marry as appropriate X If an entry is recorded on the conduct record and is crossed out or does not pertain to the convict then put an X in this field to indicate the record is not relevant to this woman Source Enter an abbreviated form of the source of the information for example CONA40 Hiring Depot and Nursery Entries entries at the top of the Locations Employment layout Brickfields Hiring Depot Choose the appropriate entry from the drop down list to indicate if the convict spent time at Brickfields Hiring Depot Compiled by Trudy Cowley s Colette McAlpine Page 22 FFFDB User Guide Data Entry New Town Farm Choose the appropriate entry from the drop down list to indicate if the convict spent time at New Town Farm probation station Dynnyrne Nursery Choose the appropriate entry from the drop down list to indicate if the convict spent time at Dynnyrne Nursery Offences Section Most of the entries in this section will be entered on the Colonial Offences layout However some will be ent
72. pe of name should go before the source these include e aka e alias e alternative e assumed name e birth name e de facto name doesn t require a source e family name e married name doesn t require a source e misspelt name e proper name e real name e or Sources include e absconders notice e ancestry com e Appropriation List e Assignment List or CON13 etc e baptism e birth e birth index e book give author and year of publication eg Tardif 1990 and ensure full reference is entered on the sources page e brother s Conduct Record e brother s Indent e brother s name e burial e census e child s baptism e child s birth e child s death e child s death notice e child s Indent e child s marriage e child s surname e charge e Colonial Tas Family Links e Conduct Record or CON40 or CON41 e Convict Death Register e Cornwall FHS e Cornwall OPC Compiled by Trudy Cowley amp Colette McAlpine Page 48 FFFDB User Guide Data Entry e criminal register e death e death notice e departures index e descendant e Description List or CON19 e Embarkation List e familysearch org e FAS e father s Indent e father s surname e FCRC website e FMP acronym for Find My Past e headstone e husband s death e husband s Indent e Indent or CON15 e inquest e Irish Prison Register e Irish Transportation Register e marriage e marriage index e mother s Conduct Record e moth
73. phabet The names are in alphabetical order only by the initial and those arriving by a given ship are normally to be found together Step 1 To open an Assignment Period Conduct Record for a ship 1 Click on CON 40 from the Digitised records by group page on the LINC Tasmania website http search archives tas gov au default aspx detail 1 amp type S amp id CON40 2 The record books are arranged alphabetically and by arrival year of ship To find your convict you must search CON 40 1 1 to CON 40 1 10 for A_Z 3 Click on the relevant volume 4 Click on View this record online This will open to the cover page of the book The records are ordered by arrival date 5 Search through the volume for the correct convict name and ship There are usually two or three convicts on each page Step 2 Open the Female Convicts in Van Diemen s Land database to the convict you wish to transcribe use the Find function as described on page 5 Step 3 Go to the Sources layout last tab the reference should already be entered in the Conduct Record Reference field you need to enter the image and page numbers police number and the order on page number The image number is that of the online Conduct Record eg 69 The police number is usually in the top left corner The page number is located on the photographed records the assignment period Conduct Records have numbers though often only on every second page so missing ones need
74. ries entries on the Locations Employment layout No Enter a sequence number starting from A 1 in this first dark purple field eg A1 A2 A3 This number is not recorded on the Conduct Record but is determined by you As each location record is entered you will need to click on the Submit button in the grey menu bar to bring up another row for data entry Date Day Month Year Enter the date of the entry separately into the three fields as day month written in full text and year eg 5 January 1851 Location Employer Enter the full text as it is written on the online record in this white field Master This is comprised of three fields o Title Enter the expanded or corrected master s title if known in this light purple field eg Mr o Given Names Enter the expanded or corrected master s given names or initials in this light purple field eg John o Family Name Enter the expanded or corrected family name in this light purple field Place Enter the expanded or corrected location in this light purple field If the location is a female factory enter as Hobart Town FF George Town FF Cascades FF Launceston FF Ross FF or Brickfields Hiring Depot If the location is a property or hotel enclose the name in single quotes eg Ellerslie If the location is an office for example enter office for off Chief Police Magistrate s Office for CPM or Police Magistrate s Office for PM off Town City Enter the ex
75. rk e Application Date Enter the day month in full text and year of the permission to marry date of application in these three white fields e Decision Date Enter the day month in full text and year of the permission to marry date of approval or otherwise in these three white fields e Decision Enter the decision as written on the permission to marry record in the white field e Decision Comments Enter any other information or notes about the permission to marry application in the light purple field e Husband Ship Enter the prospective husband s ship to colony as given on the permission to marry record in the first of the three white fields e Husband Status Enter the prospective husband s convict status eg free TL CP FS etc as given on the permission to marry record in the second of the three white fields Compiled by Trudy Cowley amp Colette McAlpine Page 44 FFFDB User Guide Data Entry e Husband Police Number Enter the prospective husband s police number as given on the permission to marry record in the third of the three white fields e Convict Status Enter the convict status of the woman into the white field e Notes Enter any expanded corrected or additional information about the permission to marry in the light purple field e References Enter the reference for the Permission to Marry record in the first dark purple field eg CON 52 1 2 p 273 e FAS ID Do not enter
76. rmation in this light purple field eg Hobart Other Entries on Conduct Record 3rd set of entries on the Levels of Freedom layout For any other entries in this section of the Conduct Record including those written in the left margin which have not been recorded elsewhere record these as Other Entries e No Enter a sequence number starting from 1 in this first dark purple field This number is not recorded on the Conduct Record but is determined by you As each other entry record is entered you will need to click on the Submit button in the grey menu bar to bring up another row for data entry e Date Day Month Year Enter the date of the entry separately as day month in full text and year in these white fields eg 30 June 1864 e Notes Enter the entry information as it is written on the online record in the white field e Comments Expand or correct the entry information in this light purple field Examples of these entries include e Married to Wm Hicks e Not eligible for a TofL e Not to reside in Hob Town C 0 22780 e To apply in 6 mths for a T ofL e Absconded e Delivered of an illegitimate Child at the F H of C e May be dischd to her freedom C O Compiled by Trudy Cowley amp Colette McAlpine Page 37 FFFDB User Guide Data Entry Not allowed to enter service in Hobart Town S R Locations and Offices Section This section is written sideways on the Conduct Record starting from the left botto
77. rmation on the Indent is more expansive than any already entered in the white field replace the contents of the white field e Crime on Stated This Offence On the Trial amp Transportation layout enter the transportation offence only as it is written on the indent in the white field and correct or expand it in the light purple field If the information on the Indent is more expansive than any already entered in the white field replace the contents of the white field If there is additional information on the Indent that is not entered from the Conduct Record add this to the white field entry eg Prot Smith at Dublin Compiled by Trudy Cowley amp Colette McAlpine Page 15 FFFDB User Guide Data Entry e Other Information on Stated This Offence On the Trial amp Transportation layout enter any other information eg marital status children husband relations listed in the offences column as it is written on the indent in the white field and correct or expand in the light purple field If the information on the Indent is more expansive than any already entered in the white field replace the contents of the white field If there is additional information on the Indent that is not entered from the Conduct Record add this to the white field entry eg Single I lived with Mr Jones 6 months Entering Data from the Conduct Record Conduct Records were compiled on board when a ship arrived in the colony They give the most extens
78. t usually it will be no or unknown unless you know the convict has previously been sentenced to transportation to Australia from another country whether or not they were sent this may be recorded on the Conduct Record if known by the authorities at the time Description Section Most of the data in this section will already have been entered in the database if the Description List has previously been transcribed If the data on the Conduct Record is different to that from the Description List enter what is written on the online Conduct Compiled by Trudy Cowley amp Colette McAlpine Page 31 FFFDB User Guide Data Entry Record in the white fields and record the Description List entry in the light purple field noting its source e Convict Trade You can enter more than one convict trade in the section at the bottom of the layout If the record has more than one trade listed on the convict record complete a separate entry for each trade There are six possible fields to complete o Transcription Enter the full entry from the convict record eg Plain Laundress amp Ho Maid can milk in the white field as it appears on the online record o Category Choose the appropriate trade from the drop down list for one of the trades listed eg laundress These are written as nouns o Qualifier Choose the appropriate qualifier for the trade from the drop down list where listed eg plain o Skills Enter any skills l
79. to be determined from those either side The order on page only applies to assignment period records and will usually be 1 2 or 3 Step 4 Go to the Trial Transportation layout 1 grey tab the Convict Description layout 274 grey tab the Locations Employment layout 3 4 grey tab the Colonial Offences layout 4 grey tab or the Levels of Freedom layout 5 grey tab as necessary to enter data in the following fields where appropriate Not all of these fields will be present on all Conduct Records Step 5 Compare the spelling of the convict s name on the Conduct Record to that in the database If it is different on the Conduct Record contact Colette via Compiled by Trudy Cowley s Colette McAlpine Page 17 FFFDB User Guide Data Entry database femaleconvicts org au with the details and she will make the change If the Conduct Record gives an alternative name for the convict this too is entered as an alias record For the source enter the reason for the alias followed by CON40 or CON41 for example if the Conduct Record says proper name Mary Edwards then in the source field enter proper name CON40 Other common reasons are or and alias Step 6 Enter details from the online Conduct Record into the fields as follows the fields may not be in the order shown below and have been grouped into the sections on the Conduct Record Name Section Police Number Conduct Record On the Tri
80. us of the convict in this light purple field for example Ticket of Leave or married to Jones Offence Transcription Enter the offence as it is written on the online record in the white field Offence Comment Expand or correct any information about the offence in this light purple field Sentence Transcription Enter the sentence as it is written on the online record in the white field Sentence Comment Expand or correct any information about the sentence in this light purple field Compiled by Trudy Cowley s Colette McAlpine Page 23 FFFDB User Guide Data Entry e Sentence Categories Choose the appropriate sentence category from the drop down list a separate entry for each sentence category for example 14 days SC on B amp W is entered as solitary confinement in the first field and bread amp water in the second field e Sentence Place Choose the appropriate place of sentence from the drop down list You will need to determine this from the offence information the initials of the magistrate in brackets at the beginning of this section is a good indicator of which female factory or gaol the convict is sent to serve her sentence if it is not clearly written on the Conduct Record Enter known female factories as Hobart Town FF George Town FF Cascades FF Launceston FF and Ross FF If the place of sentence is unknown enter FF For Cascades if the date is after 1856 choose Cascades HofC
81. vember 1834 until 1855 It then operated as a House of Correction o Ross This operated as a female factory from March 1848 until November 1854 o George Town This operated as a female factory from c1822 to end of 1834 aio errar Compiled by Trudy Cowley s Colette McAlpine Page 24 FFFDB User Guide Data Entry Source Enter an abbreviated form of the source of the information for example CON40 Anson Hulk Choose the appropriate entry from the drop down list to indicate if the convict spent time on the Anson probation station even if Anson is not recorded as Station of Gang on the Conduct Record The Anson operated as a probation station between 1844 and 1850 New Town Farm Choose the appropriate entry from the drop down list to indicate if the convict spent time at the New Town Farm probation station even if New Town Farm is not recorded as Station of Gang on the Conduct Record New Town Farm operated as a probation station for female convicts for a short time prior to the opening of the Anson 1843 1844 and for a short time after the closure of the Anson 1850 Freedoms Entries 2nd set of entries on the Levels of Freedom layout Date Day Month Year Enter the date of the freedom as day month in full text and year in these white fields eg 16 November 1849 Level Choose the appropriate level of freedom from the drop down list Type Choose the appropriate type of fre
82. xpand it in the light purple field e On The Town On the Trial amp Transportation layout there are four possible fields to complete o On The Town Transcription Enter any on the town information as it is written on the Conduct Record in the white field eg one month on the town o On The Town Category 1 Convert the information to the format years months weeks days eg 1 4 0 0 for 1 years 4 months or 0 0 3 4 for 25 days o On The Town Category 2 Choose yes or no from the drop down list Leave blank if unknown o On The Town Comments Enter any comments or notes about on the town in the light purple field e Arrived Free On the Trial amp Transportation layout choose the appropriate entry from the drop down list usually it will be no e Number Of Times Sentenced to Transportation On the Trial Transportation layout enter the number of times the convict has been sentenced to transportation including those from overseas and local sentences and if sentenced but never transported You will need to calculate this number from known information It is pre populated to 1 only change it if you know otherwise e Multiple Records If a convict has more than one Conduct Record they will have multiple records in the database In such cases this field should be set to yes e Previous Sentence Of Transportation On the Trial amp Transportation layout choose the appropriate entry from the drop down lis

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