Creation of a manual assignment user guide

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FreeREG Assignment creation in FreeComETT allows users to select images from their PC to be transcribed using FreeComETT transcription system.
For technical reasons selected images must be uploaded to a server and then retrieved by FreeComETT to be integrated into the transcription process. This all happens in the background and the end user is never aware that this happening. All they do is selected their images and then start transcribing from them.

Due to the size of files that can contain images we have put the following limits in place,
individual files cannot exceed 200M in size (this accommodates all jpg or png files and allows the use of large PDF files. All images within the PDF are extracted into jpg files)

total number of files uploaded at a time cannot exceed 50. (A PDF file can contained hundreds of images - these do not count for the number of files or for the total data upload)
total data uploaded cannot exceed 500M (this tends to negate the use of the 50 files limit but hey-ho, PHP requires it).
Image files are stored in the FreeComETT server in a user specific folder and pulled from there while the user is transcribing them. Each user has his own image folder and only he can access this folder for the assignments he creates. This is important because there are cases where the user does not have the right to share the files he has on his PC. What we have implemented here is simply a remote folder for that user. Again, for the user, this is transparent.
In a call with Sandra and Dale we discussed at what point these images should be removed from the server. We decided that they should be automatically removed when the user signais that he has finished transcribing them by requesting FreeComETT to upload the CSV file to the FreeREG back-end server. This protects the user from data sharing accusations and protects the server from becoming full of already processed images.

The consequences of this decision are,

images only remain on the FreeComETT server for the duration of the transcription process.
if the transcription needs to be amended at a later date (after CSV upload) FreeComETT will not have access to the images in order to be able to display them to the user. FreeComETT does, however, have access to the image file name and the position in the image for each line transcribed (this data is held in FreeComETT and is not transferred to FreeREG Back-end - there is currently no way to do this via the CSV file interface).
Since, such image files are held on the user's PC, given the point above, they will be able to retrieve the image from their archive.
The big downside for FreeUKGEN is that we have no control over what the user does or doesn't do with images stored on his PC. This obviously poses a problem for making corrections once the original user has moved on.
In the same meeting we decided to add two new data entry fields when creating an assignment,

Document source - a free text mandatory entry field that will be used to specify the source of the document, eg photo of film, burnt register etc. Sandra and Dale are discussing whether this field should be a pre-set list to select from so that sources are standardised. I am not sure how this data can be transferred to back-end via the CSV.
Document comment - a free text entry field that the user can use to make any comments that pertain to the overall transcription. This field can be transferred to back-end using the CSV.