What is a Transcription?
Transcriptions are typed copies of registrations held at the Registry of BDM’s. They cannot be used for legal purposes but are a great resource for family history research. Transcriptions are an economical alternative to the official certificates and often contain information not recorded in the official certificates.
What do I need to order a transcription?
We need the Name, Year and Reference number found on the NSW index. The index numbers can be found here.
Where can I find the index number?
The index numbers can be found online at the NSW Registry of Births, Deaths and Marriages. Click here to search the index. They can also be found at major Family History Centres and Societies.
When will new records become available?
There is a 100 year privacy restriction on Births, 30 year restriction on Deaths, and 50 year restriction on Marriages.
If you can find them on the NSW index, we can obtain the transcription for you.
Why can’t I find a Birth/Death or Marriage recorded on the index?
There are many different reasons why you may not be able to find the event on the index.
1. It may not have been recorded. (this is not common with Births, Deaths and Marriages after official registration in 1856, but it did happen)
2. It may be registered under a different spelling.
3. Up until the end of the war, all registrations were done verbally. Thus the Clerk was responsible for how the name was recorded.
Does a Transcription provide me with any additional information than what’s on the Official Certificate?
In the case of an Illegitimate birth, a Certificate with the words “Illegitimate”, or “Spinster, will not be photocopied and issued, but the Registry will provide a typed copy only. When the Registration is typed, the Accoucheur, the Nurse and the Witness at the birth are omitted from the document. A Transcription Agent is not subject to the same regulations as the Registry of Births Deaths and Marriages.
What is a Check and Verify? How does it work?
A check and verify allows you to make sure that you have the correct record, before purchasing a Full Transcription.
For example: You may be looking for the Death Transcription of a John SMITH.
When ordering a Check and Verify, you can state that you ONLY want the transcription IF he was married to an Eliza JONES.
Joy will check the record, and if the spouse is listed as Eliza JONES she will transcribe a Full Transcription. You will then be sent a link to pay the remaining amount to upgrade to a full transcription.
If however Joy checks the record, and the spouse is not listed as Eliza JONES, you will only be charged for the checking fee.
How were the registration numbers allocated?
A birth, death or marriage registration usually has two numbers listed on the entry. One number is recorded by the District at the time of registration.
At the end of every quarter, the Districts forwarded a copy of their registrations to Sydney and they were bound in Registers with Sydney registrations first, followed by metropolitan districts, and then county districts in alphabetical order by the District name. Each registration was then given a new number by the Sydney Office.
Many events were not registered in the quarter they occurred, and some were not registered until the following year. The numbers do not always give an indication as to the date of the event.
There is information missing on my Marriage Transcription. Is there any additional information available?
A minister performing a church marriage was required to record the details in the Church Marriage Register. The detail was then transferred to a loose leaf form and forwarded to the Registry or District Office. On some occasions prior to 1898 details of age, place of birth of the bride and groom as well as parent’s names was not recorded or else not forwarded to the Registry. Consider the following solutions:
1. Search the index and apply for a transcription for a birth of their child. The parent’s were required to register the birth of children. The name, age, and birthplace of the parent’s would be recorded on the birth transcription.
2. Check the witnesses who may have been family.
3. Check to see if there a registration for a sibling that may provide more detail.
4. Check if the Church has a complete record in the Church Register:
Presbyterian Parish Records: Ferguson Memorial Library PO BOX 2196 Strawberry Hills NSW 2012
Uniting Church Records: C/- Centre for Ministry 16 Masons Drive North Parramatta archives@nsw.uca.org.au
How can I trace my Aboriginal ancestry?
Many times on the Birth, Death and Marriage registrations the words “Aboriginal”, “half caste” or “quarter caste” are recorded. Also places of marriage, burial and births will list the Aboriginal Reservation. This allows researchers to know of their Aboriginal Ancestry.
What information do I need to apply for a certificate?
We need the GRO reference number to apply for a certificate. This reference number includes the Name, Year, Quarter, District, Volume and Page number.
Where do I find the GRO index number?
The indexes can be accessed online at http://www.findmypast.com/ (paid site) or http://www.freebmd.org.uk/ (not an official site and not a complete compilation of indexes). They can also be viewed on microfilm or microfiche and are available at major libraries, LDS family history centres and family history societies.
What is an Uncertified Copy (Printout) of a certificate?
An Uncertified Copy of a Certificate is a photo copy of the original registration.
Available for Births from 1837- 1919.
Available for Deaths from 1837 – 1957.
A great resource for Family History purposes.
Cannot be used for legal purposes.
Why can’t I can’t find the reference number on the index?
If you can’t find the reference number on the index, you might like to consider the following:
1. Registering a Birth, Death or Marriage was not enforced prior to 1875.
2. Sometimes children were registered under the mother’s maiden name if the child was born prior to the parent’s marriage
3. Sometimes children were registered before their parent’s had given them a name and therefore may be listed under ‘male’ or ‘female’ in the index.
4. Marriages sometimes took place after the birth of the first child.
5. As Divorce was expensive, often times men and women lived as a married couple without actuallly being married.
6. If a bride was married before, their Marriage registration may actually be in her married name rather than her maiden name.
When did registration begin?
Registration began in the 3rd quarter (July, August, September) of 1837.
What records are available prior to Registration?
If an event occurred before registration in 1837 you have to revert to Parish Records (Baptisms, Burials and Marriages that were recorded by the Church).
The records were kept on loose paper until 1597 when they were recorded in parchment books.
There are two periods when the Church placed a tax on baptisms, marriages and burials which resulted in fewer entries being recorded between 1694 to 1705 and 1783 to 1794. Failure to find an entry could be that the event, such as baptism, did not occur, was not recorded and the original parish registers were lost or destroyed.
If parish records are not available Bishops Transcripts may be an alternative. If you do not know the Parish then you need to establish a religion and town. From here you can search the Latter-day Saint Catalogue at www.familysearch.org
The names listed on Family Search are a result of patron submission and name extraction and only represents the tip of the iceberg to the collection. A search of the catalogue will determine if there are films available for the town and period you require that have not been extracted.
What is the turnaround time for a certificate?
Allow 1-2 weeks for the Uncertified Certificates (PDFs)
3-4 weeks for the Certified Certificates
Uncertified certificates can be returned by e-mail. certificates returned to you by regular post, or by registered mail (see form for price details).Order Now
What information is on an English Birth, Death and Marriage?
| Births | Deaths | Marriages |
| Date and Place of Birth | Date of Death | Date of Marriage |
| Father’s Name and Occupation | Place of Death – Full Address | Name of Bride & Groom |
| Mother’s Married and Maiden name | Names and Sex of deceased | Age: Minor = under 21; Full = 21 and over |
| Date Registered | Age (may be estimated for older people) | Bachelor/Spinster, Widow/er, Divorcee |
| Name and Address of Informant | Occupation for Men and Single Women. Name of Spouse for Married Women | Occupation |
| Any name given at Baptism, reported to the Registrar after registration | Cause of Death | Residence (not always full the address) |
| Nature and Duration of Illness | Father’s Name and Occupation | |
| Medical Attendant’s name | Marriage by Banns or License | |
| Date Registered | Denomination of the Church | |
| Name and Address of Informant | Couples Signature or Mark | |
| Corrections or Additional Details | Witnesses, their signature or Mark |
* 1851-1911 Census may provide additional information, not recorded in certificates.
What is the difference between a Printout and an Official Certificate?
There is no difference in the information provided. An Official Certified Certificate can be used for legal purposes, whereas an Printout cannot. Printouts are great for compiling your family history.
Do I need a reference number?
No. Whilst a reference number is helpful to identify the correct entry, it is not mandatory. If you are unable to provide us with a referene number, we ask that you provide us with enough information to be able to identify them on the index. This includes such things as years, places, and paren’ts names. An additional search fee may be charged.
What is the turnaround time?
For Digital images, the turnaround is 1-2 weeks.
For Official Certificates, please allow 3-4 weeks.
What information is provided on Victorian Births, Deaths and Marriages?
| Birth | Death | Marriage |
| Date & Place of Birth | Date & Place of Death | Date & Place of Marriage |
| Name & Sex | Name, Surname and Occupation | Name of Bride & Groom |
| Father’s Name, Rank and Profession, Age & Birthplace | Sex & Age | Status, Birthplace & Age |
| Date of Marriage, Place, Previous Issue | Cause of Death, Duration of Illness | Rank or Profession |
| Mother’s Maiden Name, Age, and Birthplace | Medical Practitioner | Residence |
| Informant, Accoucheur/Nurse | Father’s Name and Occupation | Father’s Name and Occupation |
| Date & Where Registered | Mother’s Maiden Name | |
| Informant | ||
| Date & Place of Burial | ||
| Undertaker | ||
| Minister, Religion, Witnesses | ||
| Where Born, Length of Time in Colony | ||
| Marriage details (Date & Place) | ||
| Issue of Children |
What information is contained on a Birth, Death and Marriage?
| Births | Deaths | Marriages |
| Date & Place of Birth | Date & Place of Death | Date & Place of Marriage |
| Residence | Name | Names of Parties |
| Name & Sex | Age | Ages |
| Father’s Name | Cause of Death | Occupations |
| Mother’s Maiden Name | Occupation | Usual Residence |
| Date & Place of Paren’ts Marriage | Spouse from 1861 Some entries 1856-1860 | Marriages |
| Name of Father | Maiden Name of Mother | |
| Births | Name of Mother |
What is the difference between an Uncertified Copy (UC) and an Official Certified Certificate (OCC)?
There is no difference in the information provided. An Official Certified Certificate can be used for legal purposes, whereas an Uncertified Copy cannot. Uncertified Copies are great for compiling your family history.
What is the turnaround time?
For uncertified copies of the index, please allow 1-2 weeks. For official certified certificates, please allow 3-4 weeks.
What information is contained on an OPR (Old Parish Registers) ?
Information recorded on Old Parish Registers vary and are not as detailed as Civil registrations from 1855 onwards. You may find that there is little or no additional information contained in the register over and above what you have seen in the index entry.
What records are available prior to official registration in 1855?
The Old Parish Registers (OPRs) are recordsof births/baptisms, Marriages and deaths/burials kept by the Parishes before civil registration in 1855. They do not contain a lot of information, and are not a complete index for all the events that took place during this time
Are all events recorded in the OPR’s?
No. Some records were lost or destroyed, and some records were not kept at all. Note: Deaths/burials were recorded sparsely and sporadically in the OPRs, if at all.
When did registration begin?
Official Registration began in 1855.
Do I need a reference number?
No. Whilst a reference number is helpful to identify the correct entry, it is not mandatory. If you are unable to provide us with a referene number, we ask that you provide us with enough information to be able to identify them on the index. This includes such things as years, places, and paren’ts names. An additional search fee may be charged.
What is the difference between a Printout and an Official Certificate?eef2e8
There is no difference in the information provided. An Official Certified Certificate can be used for legal purposes, whereas an Printout cannot. Printouts are great for compiling your family history.
What is the turnaround time?
Please allow 2 weeks for Printouts from the Register, and 3 – 4 weeks for Official Certified Certificates.
Do I need a reference number?
No. Whilst a reference number is helpful to identify the correct entry, it is not mandatory. If you are unable to provide us with a referene number, we ask that you provide us with enough information to be able to identify them on the index. This includes such things as years, places, and paren’ts names. An additional search fee may be charged.
What information is recorded on a Birth, Death or Marriage record?
| Births | Deaths | Marriages |
| Date & Place of Birth | Date & Place of Death | Date & Place of Marriage |
| Given Names | Usual Residence * | Full Names of Bride & Groom |
| Sex | Name, Occupation, Sex & Age | Age |
| Father’s name & Occupation | Cause of Death | Occupation, Rank & Profession |
| Mother’s Maiden Name | Parent’s Names, Father’s Occupation, Mother’s Maiden Name | Status |
| Father & Mother’s Age and Birthplace | When & Where Buried | Birthplace * |
| *recorded after 1876 | Marriage Place, Age, Spouse, Ages & Sex of Living Issue | Witnesses |
| *recorded after 1876 | Father’s Name and Occupation * | |
| Mother’s Maiden Name * | ||
| * recorded after 1980 |
What are the account details to make a Direct Deposit into?
The details to make a direct deposit are:
BSB – 012-372
Account – 551563141
To identify your deposit we ask that you provide your CLIENT CODE in the reference details or your order number.
If you are depositing at a bank branch however, please use your phone number as the reference as the bank is unable to enter the alpha code.
I wish to pay by cheque, can I order online?
If you are paying by cheque or money order, we prefer that you send your payment with your aplication form to us at:
PO Box 278 Oatley, NSW 2223.
This ensures a quick and efficient turnaround of your request.
How can I place an order?
You can place an order online via our secure online ordering system, or you can mail your application to Joy Murrin at PO Box 278, Oatley NSW 2223.
Are there any other states that have a transcription agent?
No. NSW is the only state with a Transcription Agent.
I’m a new client. How do I get a Client Code?
We will assign you a Client Code when you make your first request application. It is helpful if you use this with orders and communications.