First of all a word of explanation:

Due to the sheer volume of files being submitted by various genealogists, We have to limit the format and layout of files that can be accepted, If  we have to spend time copying and pasting bits and pieces of your data into a file of the correct format and layout, it means that someone else's data doesn't get done at all, I'm sure that none of us wants this.

Please transcribe the whole image and not just your ancestors, We use the Pi/Fo/Pa numbers to prevent duplicates being uploaded, which means that if you send details of three people from one image, and three months down the line someone else sends the whole page, their transcription will be politely refused when the checks reveal that those numbers are already included, meaning that we all miss out on possible information.

For this reason part transcriptions will not be accepted.

Please scroll down and read on to see important stuff  about Pi//Fo//Pa numbers and format of files..........

The Folio and Page number can be found at the top right of the page, quite close together. In this example the Folio number is 66 and the Page number is 5 [honest!]

For some reason, the Folio numbers were only stamped on the odd numbered pages, so if you happen to have downloaded an even numbered page like this one, you won't find a Folio number. Please replace with two question marks.

Important, now you know the Pi//Fo//pa number, please check (Pi-Fo-Pa Search),
that this particular page hasn't already been submitted by someone else !

File Names:
We get a lot of files called "1901 submission" or "1901 census" which then get overwritten on downloading,
so please using the following naming scheme:

c1901_piece_folio_page
where piece is the Piece number, 4 ciphers
        folio is the Folio number, 3 ciphers ('+++' if unknown)
and   page is the Page number, 2 ciphers

Examples:     c1901_4828_235_11.xls / c1901_0895_011_01.xls / c1901_0178_+++_05.xls

Use capitals for SURNAMES and two // [forward slashes] for the Pi//Fo//Pa numbers. Using two // is the easiest way to stop this 5199/10/2 turning into this 02/10/5199 when it's copied and pasted ready to be included on this site.

Please add your name and contact details as shown below to avoid mix ups, once the file is downloaded onto RootsChat, and the email it came with has been deleted, we have no way of knowing who it came from, unless your name and e-mail are in the file somewhere.

These are the fields you need to include

These are examples of  how a file can be submitted

Exel spreadsheet

Please add your name and contact details as shown above to avoid mix ups

Word Documents

You can put tables in word documents by using the button in the tool bar like this

Fill in using the same layout as a spreadsheet (just click in the square and type, then use arrow keys to move around)

If you don't want to use a table, you can use commas although this is more prone to mistakes because you have to make sure that you use the correct amount of commas.

Notice the two commas between M & Son and three between Ystradyfodwg & Ystradyfodwg and none between Glam & Ystradyfodwg. Each comma is one cell (square) in a spreadsheet, so if you miss one, just one, the rest of the data ends up in the wrong columns :-)

Also only hit return when you come to the end of the data for that person, otherwise that persons data will occupy more than one row in the finished file that we use to upload the data to the site, so giving only half of the data that you have painstakingly transcribed when the result of a search is shown.

Once you have your file ready, send it to us as an attachment to  

Important: Please ensure that "1901 Leftovers" is in the subject line. We also get our share of SPAM so unknown posts will be deleted.

Your submissions will then be transferred to a database, where they will be checked for obvious typos and correct formatting.
Finally, they will be transferred to the "1901 Leftovers" database, for general "consumption" !

How long this takes depends on what other work needs to be done (we are all volunteers !) so please be patient, waiting to see your submissions appear "online" !

Thank you for reading this far, and we hope to see your files in our inbox soon.

We hope that this page has given you enough information, if not, visit us at RootsChat on the 1901 Census Leftovers Board or email us