Transcription and Verification Process

Welcome to the FreeBMD Process page.

This page sets out the principles and practices that will be adopted by FreeBMD to ensure maximum possible accuracy.

Overriding Principles

• Vigilance and accuracy from transcribers
• Primary "sense" checking of records
• Independent Double transcription of all entries
• Independent resolution of all discrepancies
• In difficult cases, resolution by a wider top-level committee.

Stage 1 - Transcription

Process

• Each quarter and event will be allocated to a syndicate for transcription (by the central co-ordinator)
• The syndicate co-ordinator will allocate sub sections of that allocation to individual transcribers for transcription and upload
• The syndicate co-ordinator will check to ensure that all pages allocated are transcribed
• The syndicate co-ordinator will report completion of the quarter to the central co-ordinator

Advice

• Co-ordinators may wish to check the first few files from new transcribers for "silly" errors
• Upload-Report provides useful information on what files have been transcribed and uploaded to FreeBMD
• The File browser gives you read access to your members files

Stage 2 - Sense Checking

Process

• This stage will normally be carried out by the same syndicate that completed stage 1
• The syndicate co-ordinator (or assistant) will make use of the tools supplied, or other means, to identify suspect entries. Suspect entries will be advised to the original transcriber for rectification.
• The syndicate co-ordinator will report completion of the quarter to the central co-ordinator

Advice

• Upload Report and SuspectFile Report provide useful information on identifying suspect files that have been transcribed and uploaded to FreeBMD.
• A detailed procedural guide to performing this stage, including the use of the various tools is being written
• Syndicate co-ordinators may use other methods, and are encouraged to do so.
• Syndicate co-ordinators are encouraged to document and share their checking procedures.
• For the avoidance of doubt, whilst double keying by a single syndicate may form part of the error checking procedures for a syndicate, such double keying will not remove the need for a later independent double keying of the data.

Stage 3 - Double Transcription

Process

• Each quarter and event will be allocated, by the central co-ordinator, to a different syndicate for double transcription
• The syndicate co-ordinator will proceed with the transcription as described in stage 1.
• No attempt will be made to reconcile the double keying with the first pass

Advice

• Syndicate co-ordinators should strongly advise transcribers not to look at the first transcription whilst completing their second transcription.

Stage 4 - Resolution

Process

• Each quarter and event will be allocated, by the central co-ordinator, to a resolution team.
• The resolution team will consist of at least three people not connected to either of the transcribing syndicates
• Two members of the resolution team will independently consider each doubtful or non-matching entry and reach a verdict on the correct answer.
• The two reconciliation attempts will be passed to the resolution team leader for action.
• Where the two resolutions match, they will be applied
• Where the two resolutions do not match, the resolution team leader shall choose, either to accept one, or to pass the case forward to stage 5

Advice

• Resolution teams will be selected based upon experience by the project leadership.
• Prospective members of resolution teams may be required to take a short test of their abilities in this area.

Stage 5 - Completion

Process

• Once a quarter has been through all previous stages, the central co-ordinator will notify the Central Resolution Team
• The Central Resolution Team will jointly consider;
  • All entries that have failed to be resolved at an earlier stage
  • A sample of entries previously resolved
  • The overall accuracy of the quarter
• The Central Resolution Team will apply such changes to the data as are required to implement its view of the correct version of difficult transcriptions
• In exceptional cases, where the error rate is very high, the Central Resolution Team may require a third keying and second resolution
• The Central Resolution Team will certify the quarter complete, and state its opinion as to the accuracy achieved

Advice

• The Central Resolution Team consists of the project leaders, together with additional volunteers that have been appointed by the project leadership.

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