This is the sixth in a series of "Tip of the Day" to help volunteers who are transcribing for the FreeBMD Project. This Tip of the Day is being reissued with minor amendments based on recent feedback from our transcribers and is for the benefit of our new volunteers plus existing volunteers who may have missed it when last issued. Further feedback is welcomed. The Transcribers' Knowledge Base at: http://freebmd.rootsweb.com/vol_faq.html#6u provides the definitive advice for dealing with alternative names in records. I've been carrying out ongoing checks of recent files uploaded by a number of transcribers to see how they dealt with records containing alternative names. In particular, where alternative spouse names are shown against a marriage entry the advice in http://freebmd.rootsweb.com/vol_faq.html#6u in a number of instances was not being followed. We have also recently enhanced our automatic reporting system so that files containing possible errors in dealing with alternative names are flagged up. The correct way to transcribe a marriage entry such as Dunn,Charles,Curphey or Bradley,W.Derby,8b,697 using the advice in http://freebmd.rootsweb.com/vol_faq.html#6u is Dunn,Charles,Curphey,W.Derby,8b,697 #COMMENT(2) entry reads Curphey or Bradley for spouse name Dunn,Charles,Bradley,W.Derby,8b,697 Please note, the #COMMENT(2) line is located between the two entries under consideration. By a similar token the correct way to transcribe a birth entry such as Dunn,Charles,Curphey or Bradley,W.Derby,8b,697 using the advice in http://freebmd.rootsweb.com/vol_faq.html#6u is Dunn,Charles,Curphey,W.Derby,8b,697 #COMMENT(2) entry reads Curphey or Bradley for mother`s name Dunn,Charles,Bradley,W.Derby,8b,697 Please note, the #COMMENT(2) line is located between the two entries under consideration. There should be no space between # and COMMENT or between #COMMENT and (2). For standardisation purposes there is no necessity to change the format of the wording after the #COMMENT(2) shown above and in http://freebmd.rootsweb.com/vol_faq.html#6u . The wording describes accurately the reason for the #COMMENT(2) line. If there are more than two alternative names, enter one record for each and put in one comment covering all the names, e.g. #COMMENT(3) after the first of three entries. It may be useful to remember the usual Windows shortcuts CTRL-C for copy, CTRL-X for cut and CTRL-V for paste, all work in WinBMD. So rather than having to retype the complete #COMMENT(2) line each time it is required just CTRL-C one of the appropriate lines below #COMMENT(2) entry reads name1 or name2 Bradley for spouse name or #COMMENT(2) entry reads name1 or name2 for mother`s name and then CTRL-V to paste in WinBMD not forgetting to change "name1 or name2" by the actual names. The automatic reporting system checks if transcription of alternative name entries have been transcribed in accordance with the information above and any files identified as being suspect are listed in http://www.freebmd.org.uk/SuspectFilesComments.html . It would be appreciated if transcribers in conjunction with their Coordinators could check http://www.freebmd.org.uk/SuspectFilesComments.html to see if any of their files are listed and where appropriate correct the files by including the appropriate #COMMENT(2) line. At present there are over forty four thousand files (i.e. over 44,000) files appearing in the report creating a huge task for Coordinators and some of their volunteers. As an aside A misplaced #COMMENT(2) line can have the wrong outcome. In the example below an invalid #COMMENT(2) line in the file is placed after the two entries under consideration rather than between the two entries. Barbour,John H.,Stephenson,Skipton,9a,79 Barbour,John H.,Mitchell,Skipton,9a,79 #COMMENT(2) - above line has Stephenson or Mitchell as spouse of John H. Barbour The resultant effect from a search is to place a #COMMENT against one related entry and one unrelated entry as shown below: Barbour John H Mitchell Skipton 9a 79 (related #COMMENT - above line has Stephenson or Mitchell as spouse of John H. Barbour) Barcinski Philip H Newton Hampstead 1a 1513 (unrelated #COMMENT - above line has Stephenson or Mitchell as spouse of John H. Barbour) Allan Raymond FreeBMD Co-coordinator of Syndicates