Creating a template for GRO Birth and Death digital download images

When I was preparing my last post about the GRO’s new option for instant-access digital downloads of the images for selected birth and death registrations, I had hoped to be able to include a downloadable template for you to use for your own records. It seemed it wasn’t possible for me to do that. So the next best thing is to show you how to create your own.

I created the template in my last post using Photoshop – just because I already had it open and wanted to tweak one of the images. If you already use Photoshop or something similar you won’t need me to show you how to do this. However, more of you are likely to have Word, so for anyone who’s more used to using Word for plain old typing and would like to know how to create a template, here’s a tutorial. I hope it’s useful to at least some of you.

1. First, open a new document in Word. All the options from the top menu I’m about to mention are indicated below.

A screen grab of a Word document. There are no words on this document yet, but six commands from the top menu vbar are indicated.  They are File, Insert, Layout, Font size, and the centreing and position to right commands.
Click for bigger!

2. Next, change the layout of your document to landscape. To do this click Layout, then Orientation, then Landscape.

3. On this document, type whatever wording you would like. I went with:
“Death Certificate
Digital image download from GRO website
Downloaded by [your name] on [leave this blank, date to be added to each new document when you use the template]”

4. Then adjust the size of the font by changing where it says ’11’ on the example above. I went with font size 36 for the title, 22 for the ‘digital image’ description, and 14 for the bottom line. You might find it easier to use the regular ‘title’ options on Word but I wanted to control the spacings between the rows so this way suited me better.

I then moved the bottom line down the page, using the return key a few times, before centering the top two lines and positioning the bottom line over to the right (see the two lower circled options indicated on the image above.

My document now looks like this.

A template, almost complete, for using with the GRO's digital download Birth and Death registration digital download images.

For the rest of the template we need information from the GRO website.

As explained in my last post, the downloads are available for three months after ordering/delivery. At the time of delivery you should get almost instant access to the images. However, I ordered mine a few weeks back, so I accessed all of the following information by going into ‘My Orders’ from the menu on the right.

5. From that page – which is what’s shown below – you can download your ‘E/W Death Digital Image’. But first, since our focus here is on creating a template, click on ‘View Details’, and scroll right to the bottom of the pop-up that appears at upper left of screen.

Screen shot of GRO digital download collection plage.  Three links are indicates.  These are 'My Orders', 'E/W Death Digital Image', 'View Details' and the GRO Reference Information which is found by scrolling to the bottom of the 'View Details' pop-ip.
Click for bigger!

What we need is the GRO Reference Information (between the two red stars). Put your cursor at the beginning of the word ‘Year’, and highlight/copy everything along that line through to ‘Page’. Then paste this into your Word document just above your ‘Downloaded by…’ line. I centred this.

5. There is just one more thing to add to the template. We need a description of the columns, so that we can make sense of the information on the digital images from the death register as we download each one and insert it into our template. I copied that from the digital download page. Click on ‘E/W Death Digital Image’ (as circled with red on the above image), and you’ll find the digital image you’ve purchased, but above that there are the column headings. I screen-grabbed that and saved it. You can do the same thing, or you can click on the image I copied, below, to make it bigger, then right click and save to your own computer in a place you’ll find handy. The one I’ve included below has been lightened a little in Photoshop to make it easier to read the lettering. The one included in my example template at the bottom has not been lightened, so you can see the difference.

6. Either way, you now need to insert it into your Word document beneath the title and description lines. To do this, place your cursor a couple of lines below the ‘Digital image download from GRO website’ line, then click on Insert, then Picture, then ‘This Device’, and navigate to where you save the image to retrieve and insert it.

Column descriptions for GRO Death Certificate.  This is for use with digital download images.
Click for bigger!

Your document should now look something like this.

A template for using with GRO digital download death register images

7. You’ll now need to save this document, but instead of saving it as a regular Word document, click on File, then Save As, and then from the drop-down menu, save as a Word Template (.dotx).

As you get each new GRO digital download image from the Death Register, all you have to do is open the Template, download and insert the new image, and copy the date, quarter, district, volume and page details from the website (just as we copied the upper line in step 5. You’ll also need to insert the date. Remember to save each new record you create as a regular Word document.

Comparing this to the one I originally created in Photoshop, there are a few differences, but you can see how it all comes together.

If you like how this works for you, you can create another one for your Birth Register digital downloads.

I hope you found these instructions clear. Let me know how you get on.

Instant-access Birth and Death certificate images

I know a lot of you will already know this, but for those who don’t…
The General Register Office website has made available reduced cost instant-access digital images of selected birth and death entries.

The ‘certificates’ available through this new Online View Digital Image Sevice are as follows:
* Birth entries from 1837 up to 100 years ago
* Death entries from 1837 to 1887

When you place an order using the GRO’s online indexes, where this new service is available (that is, for the year-spans indicated above), a new option will appear for ‘Digital Image’. Just click on the ‘button’.

A screen grab of a returned entry on the GRO Online Death Index, indicating the new 'Digital Image' option for ordering

These digital images cost just £2.50 each.

All the information you need to be able to order and retrieve your images is to be found in the GRO’s Online View Digital Image Service Guide.

There is a clear statement that these digital images have no “evidential” value. A paper certified copy is still required for official purposes. Examples given in the statement include ‘applying for a passport or driving licence, or where required to give notice of marriage/civil partnership’. None of these seem entirely applicable here! But in our research I can imagine someone requiring a certificate to evidence nationality of a great grandparent, or to demonstrate generational ancestral connection.

What you get
The digital image you’ll receive is just the extract from the GRO’s central register, nothing more. So looking at the example below, which is a full, certified copy, you get a lot of important wrap-around information. When you take advantage of the new instant-access digital download all you get is the image in that central section, which is extracted from the GRO Death Register.

An example of a certified copy of an Entry of Death

I really like having the official document, certainly for my direct line and anyone else whose story I’m following – but that’s expensive and I’m gradually buying only the ones I need. However, I decided this would be a great way to get information about causes of death for all the siblings who died in infancy over that fifty year period, 1837-1887, so I’ve made a start on that.

Remember though that even the full certified copy of a Birth, Marriage or Death certificate is still only a secondary source if you purchase it from the GRO. The original is kept at the local Registrar’s Office. (I wrote about this in a blog for the Pharos Tutors website, that you’ll find [here] )

As soon as your online payment goes through you can click on a link to see the image. I found it took a few minutes before I could actually download it to my computer.

Having done that it seemed to me there was some additional essential information I really did need to be able to record and cite this effectively, so I created a template in Photoshop that I can use every time I download one of these. It includes:

  • Title, making clear this is a digital download, since this does not have the same standing in law as a certified copy
  • Column headings describing the content of each column
  • The digital image
  • The GRO reference, including year, quarter, district, volume and page
  • The date I downloaded the digital image

This information transforms a useful digital image into a ‘source’, decribing what it is, and details of precisely where the original information is to be found, ensuring that anyone who wants to check my research in the future can find it again.

A template for recording a digital image of an entry on the Death Register along with essential source information.

Having done this I’m still trying to decide if I’d be happy to have all my ancestors’ death certificates in this format. After all, for the cost of buying two of the full, certified copy versions I can get nine of these, and set into my template they don’t look so bad…..

If you’ve downloaded any of these instant access digital Birth or Death certificates, I hope you’ve found lots of interesting information.

Maiden names: a handy code breaker!

Today’s post follows on from the last, in that the focus is on women. However, here we’re looking at the presence or absence of maiden names in official documentation, and their inclusion within naming patterns. (I’ve previously written more fully about Irish and English naming patterns, and these will also feature in my next post.)

Inclusion or absence of maiden names on civil birth certificates
Less experienced family historians often need help with understanding precisely what is meant by maiden name entries on civil birth registers and certificates, so we’ll start with this.

Without even buying a birth certificate there’s a lot of information freely available on the General Register Office Online Index, if you know how to decipher it. Here’s a classic entry to start with: the inclusion of Frances Mann’s mother’s maiden name (MMN) on the following entry tells us not only that her maiden name is Sword, but by extension also indicates that the former Miss Sword is now married to Mr Mann, and that he is the father.

MANN, FRANCES    SWORD  
GRO Reference: 1846  S Quarter in HUNSLET  Volume 23  Page 287
Copyright GRO: Online Birth Index

Compare with this next entry. The absence of MMN (the ‘ – ‘) tells us that Albert Robinson was born out of wedlock. In other words, the MMN is the same as the child’s surname because the mother is not married.

ROBINSON, ALBERT      
GRO Reference: 1879  S Quarter in LEEDS  Volume 09B  Page 471
Copyright GRO: Online Birth Index

What about this one?

TAYLOR, ALBERT    TAYLOR  
GRO Reference: 1877  J Quarter in HUDDERSFIELD  Volume 09A  Page 386
Copyright GRO: Online Birth Index

Here we see that a MMN is given, but that it is the same as the child’s surname. This could mean two things: either the child is born out of wedlock, and the MMN is stated even though it is the same as the child’s surname; or the parents both had the same surname before marriage. In such a situation we would need to see the actual birth certificate (or marriage certificate) to be sure. If the parents are married the birth certificate would probably give the ‘Name, surname and maiden surname of mother’ as ‘[forename] Taylor, formerly Taylor‘; and the father’s details will of course be included.

Here’s another type of entry that less experienced researchers often have difficulty with: Under ‘Name, surname and maiden surname of mother’ you might see something like the following: ‘Margaret Robinson formerly Macanerny previously Baxter‘. This means the mother, Margaret Robinson, now married to Mr Robinson, was previously married to a Mr Macanerny. Before that, her maiden name was Baxter. It is the name Baxter that will be indicated online on the GRO Index, but to get that additional information you have to see the actual certificate:

ROBINSON, JANE    BAXTER  
GRO Reference: 1857  D Quarter in LEEDS  Volume 09B  Page 351
Copyright GRO: Online Birth Index

Understanding all of the above is great because it directs us to other life events and documents, or indeed indicates that such documents will not be found. Be aware though that an official document is only as true as the information provided by the informant. In the last example, the marriage between Margaret Baxter and Mr Macanerny was never dissolved, and twenty years of searching suggests she never actually ‘married’ Mr Robinson.

*****

We can now turn to ways in which people chose to include mothers’ maiden names when naming their children or indeed as a later choice of the individual him/herself.

Maiden names as middle names
It seems to have been during Victorian times that the fashion really developed for including the MMN as a child’s middle name. It did happen before this period, but seems to have increased in popularity amongst the middling and working classes at this time. Some families seem to have given the MMN only to the oldest son or possibly the oldest daughter; others gave the MMN as a middle name to all their children. It has nothing to do with legitimacy or otherwise of the child. In examples in my own tree, marriage dates clearly evidence that this was not in question. It is of course a bonus for the family historian, since it links without a shadow of a doubt the child to the mother’s lineage, and it’s particularly useful if the child was born prior to the introduction of civil registration in 1837. I have a 4x great aunt, for example, baptised in 1812 with the name Maria Thompson Wade, Thompson being the MMN. This is all the more helpful because the only record so far found for this baptism is a transcript, giving only the father’s name.

There are a few caveats to making use of this practice in our research though:

  • On occasion the name passed down, although originating as a mother’s maiden name, may not be this specific mother’s maiden name. It may have been handed down by tradition in the male family, possibly originating some generations back, e.g. with a great grandmother. I have a possible example of this in one of my lines, and it’s a mystery I’ve not yet been able to solve: a child baptised in 1737 with the name George Chilvers Christian yet definitely the son of Christopher Christian and Barbara née Aylmer.
  • The middle name may be mistranscribed as double-barrelled. A hyphen may even be adopted by choice of the individual in later life. So Thomas Beecroft Mann, surname Mann and MMN Beecroft, may possibly be indexed under the surname Mann or Beecroft-Mann, even though he considered his surname to be Mann.
  • Here’s a tricky one that took me a while to work out: my 2x great aunt married a man named Allen Whitworth Schofield. As far as I can see, all of their children were registered with one or two forenames followed by Whitworth Schofield. Some of the children (the ones who emigrated to the US) adopted this as a double-barrelled name in adulthood. Others didn’t but transcribers often assume this to be the case. In fact the origin in this case does indeed stem from illegitimacy. Allen was registered in 1843 with the surname Schofield, and the absence of MMN on the GRO index indicates that his mother was unmarried. Four years later his mother marries Mr Whitworth and from that time Allen is recorded on censuses with the surname Whitworth. Although Allen eventually marries with the surname Schofield he continues to use Whitworth as a middle name, and to honour his stepfather he gives this as a middle name to his children.

Maiden names as first names
The use of a MMN as a first name may continue for several generations. When eventually we find the origin it’s a real bonus, confirming our research back to this point. The aforementioned Thomas Beecroft Mann named one of his sons ‘Beecroft’. I have also come across a Horner Ingham, also his uncle Horner Ingham, their name originating with the marriage of their grandmother/mother Ann Horner to James Ingham.

Maiden name as surname with father’s name as middle name
In contrast with the use of the mother’s maiden name as a middle name, when these names are reversed this always indicates illegitimacy. (Please note that I’m referring here to the historic situation, and not to present day surname naming practices which may be quite different.) Historically, a child born out of marriage was baptised with the surname of the mother. If, shortly after that, the parents marry it is quite normal for the father’s name to be inserted as a middle name. Although this is what happened in the Whitworth Schofield example above, the gap between Allen’s birth and his mother’s marriage (four years) suggests her new husband is stepfather rather than biological father to Allen. However, when my 3xG grandmother, Annabella, was baptised in 1816, the parish register recorded her parentage as ‘Martha Walker, a single woman of Micklefield‘. Four months later, Martha married James Noble, and in all documentation after that the child was known as Annabella Noble Walker. It is the short gap between baptism and marriage that indicates James is more likely in this case to be the actual father. In fact I can’t understand why he just didn’t step up a few months earlier! DNA matches have now confirmed he is definitely my ancestor.

I have seen one early 20th century example of this in which for delicate reasons I won’t go into the mother and father were not able to marry. The child was given the mother’s surname and had no contact with or knowledge of the father who did nevertheless, we think, pay for the child’s upkeep. However, the inclusion of the father’s surname as a middle name was part of the little paper trail that was left for some genealogist (Me!) to track him down more than 100 years later and permit an acknowledgement of him as biological father.

Formalising a middle MMN as a double barrelled surname for reasons of family pride
And finally, I have one example in my tree of the mother’s maiden name being adopted as a double-barrelled surname for reasons of pride in that individual’s notable maternal ancestry. In that example the person clearly wished to emphasise his connection to his maternal grandfather and also to his mother’s brother, a rather dashing and highly accomplished uncle, whose biography the nephew went on to write.

*****

Have you come across any other unusual uses of maiden names? Have you been able to draw upon a historic maiden name to verify your research? If you can add anything to the above please do share in the comments.

Getting started: Working back to 1837/1841

The Ancestry advertisements on television make it look so easy.  You might even imagine you’ll just have to type in a name and your entire family tree will magically appear, as Ancestry’s powerful computers work it all out before your very eyes.  It isn’t as easy as that.  It’s not even as easy as it looks on Who Do You Think You Are?  We don’t get to see all the records they discount before the celebrity clicks on the correct one!

But that said, it isn’t so very difficult either, not when you know how.  With a little practice you’ll get to know what information you’ll find on the various types of record, and how to use these records in conjunction with each other, confirming and adding to what you know as you work your way into your ancestors’ past.

In English family history research there’s a very definite change at 1837-1841.  More recently than this point we use one group of records, while going further into the past we must learn to find and use lots of other record sources.  Fortunately, since we work backwards from the present, it’s the easier system we must learn to use first.

To demonstrate how you can get your family back to the generations living as at 1837-41, I gave myself one hour to work on the ancestry of an old family friend about whose past I knew very little: just his name, approximate birth year, the area where he grew up, and the names of his mother and one of his brothers.  All sources identified are public records, readily available, but being deeply aware of privacy/ security issues, I chose this person because he died more than thirty years ago, has no descendants… and actually I think he would be pleased to have helped. 🙂

In the next post I’ll show you exactly how I did it, but for now I’ll introduce you to four websites.

Ancestry
Ancestry is a subscription genealogy website.  Operating from Utah, it’s the largest for-profit genealogy company in the world.  Ancestry does not ‘own’ the records you’ll find on its pages; the originals are kept in various archives throughout the country (or throughout the world if you have a ‘worldwide’ membership).  However, through Ancestry, you’ll be able to see digital images or transcripts of those original records.  You can also build your tree on the Ancestry website.

Find My Past
FindMyPast is a UK-based online genealogy service, and like Ancestry, provides subscribers with Internet access to digital images or transcripts of official genealogy records.  Again, there’s a facility to build your tree on the FindMyPast website.

There’ll be more to say about both Ancestry and FindMyPast in future posts.

Family Search
This website is created and provided by The Church of Jesus Christ of Latter Day Saints (Mormons).  Family history is important to followers of that faith so that they can have relatives from past generations retrospectively baptized into their church.  The website is free for anyone to use, but you must create an account and you must be signed in each time you use it.  FamilySearch holds transcripts of records rather than access to digital images of originals.  However, there are certain types of search when I know FamilySearch will more accurately return the records I need than the subscription websites.  There will be an example of this in the next post.

General Register Office for England and Wales
(GRO)  Here you can search the historical birth and death registers for England and Wales.  These start at 1837.  At the time of writing, the death register is searchable up to the year 1957; and births are searchable to 1917.  Birth, Marriage and Death Certificates may be ordered here, and for this there is of course a cost.  However, the searchable register itself includes information that may help you to progress your research without purchasing the certificate.  To use this site you have to create an account and you must be signed in, but there is no subscription charge.

In the worked example to follow in my next post, I limit my subscription searches to Ancestry, and to the following specific record categories: Census & Electoral Rolls; and Births, Marriages, Deaths.  I also make use of the free searches at FamilySearch and the GRO website.  The main types of record I will be looking for are:

  • Civil Birth, Marriage and Death (BMD) records – these commenced in 1837;
  • Census returns – from 1841 these include individual people, recorded in household groups.

Why not take a few minutes now to familiarise yourself with the two free websites.  And remember to keep this information to hand as you follow through the worked example in my next post.