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GEDCOM FILE TRANSFER - VERY DATA LARGE FILES

THIS PAGE WAS ORIGINALLY WRITTEN IN 1997, but contains a few minor edits added in May 1999. You should bear that in mind and that this article, and other pages linked to this one, formed a PROPOSAL for which resources could not be found at the time by Tay Valley Family History Society. It has been left on-line for readers with similar interests to peruse and comment on, if desired.  The project has NOT been advanced as at DECEMBER 1999 - other than a test in March 2001 - see other page.)

The following is copied, with a few changes, from the LDS website and similar terms would have to apply to this proposal.

HOW TO PREPARE A GEDCOM FILE FOR SUBMISSION TO THE PROPOSED TAY VALLEY PERSONAL ANCESTRAL FILE® CENTRAL DATABASE

This memo gives information regarding the submission of TVFHS members' PC computer file records (not Mac until we can find someone to convert files from Mac to PC) in GEDCOM format and in a manner suitable for use in the large database on computer at the Centre in Dundee.

You are expected to have read earlier details and know about the creation of this database and what is expected of members. If not, you should read the article in

1. In order to achieve the basic requirement, members' family history records - persons and families/marriages - must already be held using the computer program from the LDS called PAF in, preferably in its latest version i.e. 3.0. Alternatively, a proprietory software program which has a GEDCOM export facility is also suitable. (GEDCOM is currently in version 5.5 and the later the version that your software exports, the better, that's if you can find out!) Examples are Trees III, Reunion, Brothers Keeper, etc.. If you hold your records in a standard database or a spreadsheet it may be possible to import these FIRST into a proprietory program that you would first have to purchase, but this is unlikely, or if possible, may incur a considerable amount of record editing.

If you have (or can get) access to the Internet (WWW and Newsgroups) try looking for information and/or assistance there. Remember the FAQs first.

2. We now assume that you know how to use your own computer program's "Export in GEDCOM" facility to create a file (to include persons, families/marriages, and notes) with the extension .ged in your chosen (sub)directory. You should now OPEN your file in your word processor (MS Write and Notepad are NOT suitable for large files). It may be safer to take a back-up of your original GEDCOM file in case something does wrong and you can start all over again. Carry out the changes on the BACK-UP copy. You may have to type in the full filename as your WP is unlikely to recognise the .ged extension - open the file as TEXT FOR DOS. If it opens in a font other than COURIER (or similar fixed pitch font) you are advised to highlight the whole document (see help? if you don't know how to do this) and change the font - it will make your editing more understandable.

3. Now have a look at the file and you will see that it is very long indeed (unless you have only exported a few records). Note how every line has a number and every new person record and family record (probably starting about two thirds of the way down your file) starts with a zero. At the start of the file is "header information" and thereafter each new record is at the lines commencing with a zero followed by the @ sign (as in E-mail addresses), something like that shown below. I have inserted a blank line between the "header" and the first and each record - this should NOT be the case on your files where every line of data follows the previous line. To assist you to get a better understanding of the codes, etc. try inserting carriage returns (enter) to separate your first few records as shown. To further enhance the layout try putting in TABs in front of the lines with a number - if it is line 1 put one TAB, if line 2, TAB TAB. This will help to show how the file is constructed and how it is transferred to the other computer program. I'm sure you will find it all very obvious now. DO NOT SAVE YOUR FILE WITH THESE BLANK LINES AND TABS - your WP should be able to UNDO EDITing to return you to where you were, or else CLOSE the file WITHOUT SAVING - it as already on disc as a GEDCOM file. If in doubt reload it into your WP and correct if necessary.

SAMPLE GEDCOM FILE - showing the header and two-and-a-half records.

0 HEAD
1 SYST
2 SOUR TREES
2 DEST PAF
1 CHAR ASCII
0 @I1@INDI
1 SEX F
1 NAME Mabel Helen/SMITH/
1 FAMC @F5@
1 BIRT
2 DATE 2 DEC 1929
2 PLAC DUNDEE,SCOTLAND
1 CHRI
2 DATE 26 JAN 1930
2 PLAC DUNDEE,SCOTLAND
1 DEAT
2 DATE 20 DEC 1979
2 PLAC MONIFIETH,ANGUS,SCOTLAND
1 BURI
2 DATE 24 DEC 1979
2 PLAC DUNDEE,SCOTLAND
1 NOTE Born at Any Road, Dundee. Birth registered at Dundee in
2 CONT District 876, 1919/9999, cert on file.
1 NOTE xxx notes 1 xxxxxxxxxxxxxx.
1 NOTE xxx notes 2 first line xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
2 CONT xxx notes 2 continuation of previous line xxxxxxxxxxxxxxxx
2 CONT xxx notes 2 continuation of previous line xxxxxxxx.
0 @I2@INDI
1 SEX F
1 NAME Margaret Alice/JONES/
1 FAMC @F5@
1 FAMS @F12@
1 BIRT
2 DATE 26 SEP 1924
2 PLAC DUNDEE,SCOTLAND
1 CHRI
2 DATE 30 OCT 1924
2 PLAC DUNDEE,SCOTLAND
1 DEAT
2 DATE 28 JUN 1999
2 PLAC MONIFIETH,DUNDEE,SCOTLAND
1 BURI
2 DATE 30 JUN 1999
2 PLAC DUNDEE,SCOTLAND
1 NOTE Born at Any Road, Dundee. Birth registered at Dundee, etc.
0 @I3@INDI
1 SEX M

Etcetera, followed by FAMily records and final line.

4. This file is in its GEDCOM format ready for transfer, and, indeed you may already be doing this with other files of your own or to other TVFHS members or other persons, but some extra work needs done to it before submission to the TVFHS (only).

It is at this stage that the Society require you to AMEND your .ged file so that when lots of names are supplied from members it is still possible to identify which member supplied each record of information. As you should be aware, one of the purposes of creating this large file at the TVFHS Centre is that we can look for matches in records supplied and (probably) notify both/all members who supplied that record. Unfortunately, there does not appear to be a way provided in PAF to record your Membership Number on EVERY record so a system has been devised using the facilities of your word processor program. The method will be described in generic terms and it is up to you to know how to carry out the operation with YOUR WP software - it's not difficult, but must be carried out very, very carefully. Here goes -

With your GEDCOM file loaded into your WP you are required to carry out a SEARCH AND REPLACE operation (your HELP? screens should assist here on the way to do this). In this exercise it is not just the normal type of change like "Where you find DOG change it to CAT" - it's a bit more difficult. You will have to find out from your HELP? screens (if you are not already doing this) how to DISPLAY ALL/SPECIAL CHARACTERS.  This will change the screen appearance to show a POINT (more than likely) between each word (representing a space) and a ¶ character (paragraph) at the end of each line indicating a carriage return / end of paragraph (ENTER key). A selection from the above sample (without the extra space lines and tabs) would appear as -

1·CHAR·ASCII¶
0·@I2@INDI¶
1·SEX·F¶
1·NAME·Margaret·Alice/STIRLING/¶
1·FAMC·@F5@¶
1·FAMS·@F12@¶
1·NOTE·Born·at·Any·Road,·Dundee.·Birth·registered·at·Dundee,·etc.¶
0·@I3@INDI¶
1·SEX·F¶

Probably by referring to the HELP? screens, or your handbook, you will have to find out how to reproduce the ¶ on screen. This is more than likely to be referred to as the END OF PARAGRAPH mark and is represented in Microsoft Works WP as ^p (that is the number 6 SHIFTed followed by a lower case p, with no space between). You must find out what it is so check out YOUR WP software.

5. Now you are able to insert your membership details on ALL records using the SEARCH AND REPLACE method. First, place your cursor at the start of the GEDCOM file, then call up the SEARCH AND REPLACE facility- probably in your EDIT menu. In the REPLACE WHAT? box put

0 @

(that's the number zero, followed by a space, followed by the "at" sign).

In the REPLACE WITH WHAT? box carefully put the following line, but using the appropriate special character (for your WP software) which represents a carriage return / end of paragraph ¶ type the following line -

1 NOTE Data from TVFHS Member 9999, JUN1997¶0 @

(It is important that it is typed as shown, a zero after the ¶ and changing only the number 9999 to your own membership number (DO NOT give your name). Show the month on which you submit the file, EXACTLY IN THE FORMAT SHOWN as 3 capital (upper case) LETTER characters and the year as 4 NUMERIC characters only. As this information, and the format of entry, is vital in standardising follow-up procedures you must ensure that the information given is accurate.

What you are about to do is to insert the information about your membership number on to every record by way of a NOTE. If there are no NOTEs already on the record one will be created - if there are already NOTEs on the record this membership number will appear as the LAST line of your notes. Remember that this task must be carried out very accurately and it is best NOT to SAVE the file until you are certain that the desired result is achieved - see sample below.  You should have taken a back-up of your original GEDCOM file and be working on that, just in case something does wrong and you can start all over again - if you have not, CANCEL the search and replace operation NOW, and take a back-up first.  After creating the GEDCOM FILE from your FH program you should NOT import it BACK into that program UNLESS you wish to overwrite EVERY ONE OF YOUR RECORDS with your TVFHS details - this can be risky.

6. After you have carried out the SEARCH AND REPLACE there is still ONE EDITing task for you to carry out. Inspection of the file "header" will show that it too has "gained" a NOTE regarding your membership number. This is obviously wrong and that single line IN THE HEADER, commencing 1 NOTE, should be carefully deleted. The file should appear something like this if you are still showing the special characters.

1·CHAR·ASCII¶
0·@I1@INDI¶
1·SEX·F¶
1·NAME·Margaret·Alice/STIRLING/¶
1·FAMC·@F5@¶
1·FAMS·@F12@¶
1·NOTE·Born·at·Any·Road,·Dundee.·Birth·registered·at·Dundee,·etc.¶
1·NOTE·Data·from·TVFHS·Member·9999·JUN1997¶
0·@I3@INDI¶

Look through several records to see that the changes have worked to both the INDIvidual and FAMily records. - if all is OK save the file and make arrangements to forward it to the TVFHS Centre by the methods available.

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Users of the LDS software PAF may not be aware that the latest version 3.0 is now available and has been improved greatly from the previous version 2.31. In particular, in our case, the handling of NOTEs has changed. Users of other software, whether Family History products or not, should also consider the purchase of PAF 3.0 from the LDS for a very small price. You will then have a copy of the definitive world-wide standard of such software, although not necessarily the best. Because of the import and export capabilities of PAF 3.0 and possibly your own FH software you can use either for input and choose the better for output/transfer.

Should you wish to communicate with the proposer of this system please, E-mail your queries, making sure that you put the subject as GEDCOM PROPOSAL DISCUSSION, and state if a TVFHS member. In the light of comments and queries raised through this series of webpages, there may be a FAQs page created later.

To e-mail me, please see below.

In order to understand the complete proposal you should also read the following -

• Introduction Page - Supply of Family History Data,
  and
• Some information about PAF 3.0 - Family History Program from LDS

If you have read THIS FAR you must have an interest - please contact the Webmaster, thanx!