Required format

**Sniper796** Mon Jul 25, 2011 8:17 am

Required format for taking photos and sending to CROHP for processing.

1. You will be forwarded an ‘Excel’ formatted spread sheet detailing all of the known Commonwealth War Graves Commission headstones in the location you have requested. This will be coloured Pink to denote to the Co-ordinator that it has been allocated to you. Example below.

Column 1. is the volunteer , Col 2. The cemetery, Col 3. County, Col 4. Casualty surname, Col 5. Rate, Col 6. First name(s) Col 7. Casualty information , plot etc.

2. Ideally, print a copy of this, find the cemetery and take pictures of these stones using the sheet as a ‘tick off’.

3. At home, download the images to your PC. The images will probably be numbered ‘P1000001’ or something similar depending on the software used.

4. Rename the images in the following format (Using example) Ablett_G.jpg (where .jpg is the format of the picture software) Abbott_AC.jpg, Abbot_G.jpg, Adams_HJ.jpg and Adams_J.jpg.

5. If you find two surnames and initials the same, highlight the difference by using the official number of the ratings concerned ie Abbott_G_P/SSX31938.jpg.

Once the images have been named and ‘ticked’ off against the listing the listing should be coloured Blue. This highlights that the graves have been found and photographed.

If, for whatever reason, a grave cannot be found leave it coloured Pink as in Adams_J above.

Additional graves

You will, in all probability, come across other graves which are either MoD stones or family memorials to those buried elsewhere. We need these as well. (See volunteer guidance for other Commonwealth graves). These need to be named in exactly the same way and additional lines added to your original Excel spread sheet to reflect these ‘Additionals’. Please colour these in Red to enable the project to see that these are additionals that have been found. (See Below)

Additionals inserted in Red to existing spread sheet

That is the Spread sheet complete and now ready for dispatch.

Forwarding photgraphs

To enable a download to the website, the images along with the spread sheet now need to be forwarded to Mike Symmonds

Open up a ‘Folder’ on your PC and title it, for example, ‘HASLAR ROYAL NAVAL CEMETRY’. Into this folder ‘move’ or ‘copy’ all of the images you photographed in that cemetery (No others). Also move or copy the marked up spread sheet into that folder.

‘Burn‘ this folder to a CD and send it to Mike Symmonds, 12 Bosleys Orchard, Didcot, Oxfordshire, OX11 7NY. Receipt will be acknowledged within 48 hours.

If these guidelines are adhered to then it makes the whole process of downloading the images so much simpler from this end.

ANOMILIES

If you are allocated more than one cemetery on a spreadsheet the process needs to be repeated for each cemetery. Splitting the original spread sheet into however many cemeteries / folders. ie: if you have got five cemeteries you should have five folders named after each cemetery. The images of just that cemetery and the portion of the spread sheet should be included in those folders as well.

COMMON ERRORS

Images not named

Images named in a different manner ie ‘Jones_AB_R/H side of church path _ taken before lunch .jpg’

Images of numerous cemeteries in one folder.

No Spread sheets.

Spread sheet not marked up.

Volunteers own format of spread sheet. (Our software can drag off the information from the Spread sheet provided but not own configurations)

Although none of the above are insurmountable it does take time to change everything from our end therefore your images may take some time to be downloaded to site. You may have less than 10 to do but we are currently dealing with hundreds at this end and as you can imagine to sort and change each image or spread sheet is quite time consuming.

Please also remember to keep your photos to between 200 and 300kb’s