Setting up a Syndicate

This page is to help new co-ordinators set up and maintain a "Scan" Syndicate.

This instruction is in its infancy and will be updated on a very regular basis to answer all queries raised by Scan Syndicate co-ordinators.

Syndicate Allocation Slots

To bring some order into the allocation of events/periods to new Syndicates, we are concentrating future scanning of the microfilm purchased for the FreeBMD project on Marriages 1843 onwards (births and deaths will follow at a later date).

Details of events available for new syndicates can be obtained from The syndicate co-ordinator (Allan Raymond)

Setting up a Syndicate

Allan will initially set up the Syndicate for new co-ordinators.

Maintaining the Syndicate

When the Syndicate has been set up as above, co-ordinators will be able to carry out any maintenance themselves.

Click on the little box to the right of the Syndicate details followed by the MaintainSyndicate button

Co-ordinators will then be able to perform the following tasks.

1. Amend the name of their Syndicate
2. Amend the email address to be used by new volunteers to make initial contact with the co-ordinator (this can be a different email address to that registered by the co-ordinator as a volunteer transcriber)
3. Change the description of the Syndicate
   • It is extremely useful to potential volunteers to provide the scope of the Syndicate e.g "Marriages - 1838 - March quarter. Index material available by downloading from the internet."
4. Switch on/off the flag for accepting new volunteers
5. Switch off the flag for "Fiche Reader Needed", and
6. Add/delete volunteers from the Syndicate
   • When adding/deleting volunteers to or from the Syndicate it will be noticed there are two windows.
   • The top window shows the "Current Submitters" or volunteers in the Syndicate.
   • The bottom window "Add Submitters" is able to list volunteers in the FreeBMD database (with the exception of those already contained in the top window). Volunteers can be shown in "Add Submitters" window by using the filter facility, which is shown on the right-hand side of the bottom window under "What users to show".
   • Therefore, if a co-ordinator wants to add a volunteer to their Syndicate they should use the filter facility to narrow down the number of submitters (volunteers) in the bottom window. The co-ordinator should highlight the subscriber and click "AddUsers", the submitter will then appear in the top window (and yes the submitter disappears from the bottom window).
   • Note: Under no circumstances select a volunteer from the bottom window unless that volunteer has already expressed an interest in joining the Syndicate.

New Volunteers

New volunteers to Syndicates can fall into two categories, those already registered as a transcriber on FreeBMD and those not registered. Co-ordinators will need to ask the volunteer which category they fall into.

If the new volunteer is already registered on FreeBMD, co-ordinators need only add them to their Syndicate as in (vi) above.

If the new volunteer is not registered on FreeBMD, co-ordinators will need to send them instructions to register their SubmitterID. It is suggested that co-ordinators cut and paste the message below in the email to the volunteer

It is also important that you include the whole of the URL in the message. Some mail clients will not recognise a link if it does not start with https://

An automatic process will notify the co-ordinator as soon as the new volunteer has completed registration

Co-ordinators can then add the volunteer to their Syndicate as in (vi) above.

It is suggested that co-ordinators do a trial run with one volunteer to ensure that the process works fully and to enable any problems to be resolved.

Access To Scan Pages

Co-ordinators will need to advise their volunteers of the Scan pages which have been allocated to them and also their location.

Co-ordinators can access the Scans here

Volunteers should be directed to the following Web Page,

https://www.FreeBMD.org.uk/scan-source2.shtml

Record of Allocation of Scan Pages to Volunteers

Co-ordinators will need to keep their own record of the allocation of the Scan Pages to individual volunteers, if nothing else it prevents double allocations to volunteers and monitors progress.

A suggested format is shown here

Naming of Files and Source Details

Co-ordinators should advise their volunteers that they must follow the file name convention shown on the FreeBMD Web Page below.

This page also provides a lot of other useful information to co-ordinators and volunteers.

File Naming

Volunteers should therefore be directed to the following Web Page,

https://www.freebmd.org.uk/scan-source2.shtml#namings

Co-ordinators should ensure that volunteers are entering the correct "Source" description in the Batch Header in SpeedBMD.

Advise them to follow the instructions here

Volunteers should therefore be directed to the following Web Page,

https://www.freebmd.org.uk/scan-source2.shtml#headers

Checking Progress

Besides getting reports from volunteers regarding their progress, co-ordinators can also check on the FreeBMD Web Site.

Upload Report

Select Syndicate and if required a specific event, period and volunteer. This will provide confirmation of the files uploaded by the selected volunteer or alternatively all volunteers in the Syndicate."

Please take into account that recent uploads may not show until the database has been updated.

Queries from Volunteers and the Transcribers Knowledge Base

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