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  4. The Centre for Oral History and Tradition Guide to Transcription

The Centre for Oral History and Tradition Guide to Transcription

The Centre for Oral History and Tradition Guide to Transcription

Before you transcribe:

  1. Create a template. There are different font styles, font sizes, layouts, etc. one must consider for each transcript. Each archive, museum, or individual projects will request a specific template for their transcripts. At the University of Lethbridge Archives and COHT use Times New Roman font, and have specific outlines on how the cover page, title, headers and footers, time log, and dialogue should be set up.Please find the U of L Archives and COHT transcript template attached for your reference and use.
  2. Font: The title should be done in 14 point font on the first page and in 16 point font on the cover page. The rest of the text (dialogue, time log, header and footer) should all be in 12 point font. Please see the attached templates to verify fonts.
  3. Cover page: The Cover page should have the name of the institution or organization at the very top (in our case the University of Lethbridge Crest). The title will be just below and should read ‘Interview with [Narrator’s Name]’ in bolded font, 16 point font. Underneath the title insert the name of the project (for example, The University of Lethbridge First Generation Oral History Project), also in bolded, 16 point font. At the bottom of the cover page insert the interviewer’s name and the date the interview was held in 12 point font. All text is centered on the cover page.Please see the template of a cover page attached to verify all steps.
  4. Title: The title should be located at the top of the first page of the transcript. The first line will read, ‘Transcript of [Narrator’s Name]’. The second line will read, ‘Interviewed on [Date of the interview]’. The third line will contain the name of the project and the last line will list the interviewer’s name: ‘Interviewed by [Interviewer’s Name]’. This should all be done in 14 point font. All text is centered in the title.Please see the transcript template attached to verify all steps.
  5. Headers and footers: The left side of the header should list the Narrator’s Name in all Capital letters. The right side of the header should read, TRANSCRIPT, INTERVIEW [date of interview]. The left side of the footer should list the transcriber’s name: ‘Transcribed by[Transcriber’s name]’. The right side of the footer should list the date the interview was transcribed (use the most recent date if it takes you longer than one day). The page number should be located in the center of the footer. Please see the transcript template attached to verify all steps.
  6. Time Log: The time log should be located on the left side of the document adjacent to the dialogue text. The title, ‘Time Log’, should be inserted above the listed times. Use 12 point font for the time log. Please see the transcript template attached to verify all steps.
  7. Dialogue: The dialogue will be located to the right of the time log. It is typed in 12 point font. The Initials of the speaker will be inserted at the beginning of each segment, followed by a space (use the tab key or approximately 6-7 spaces) and then the dialogue. A space is left between each speaker. Please see the transcript template attached to verify all steps.
  8. List of Speakers: This is located under the title and above the time log and dialogue. The description of each speaker will read as follows, initials of the speaker, speaker’s full name,speaker’s title (narrator, interviewer, narrator’s wife, etc.). The speakers will be identified by their initials throughout the dialogue. The interviewer’s name should be listed first, followed by the narrator, and then any other speakers from the interview. If the interviewer is interviewing two people at the same time they are both listed as the narrator. Please see the transcript template attached to verify all steps.

While you transcribe:

      1. Take your time!: transcripts must be accurate and precise. It will take you a long time to transcribe an interview and you will listen to the same section multiple times. Take your time and listen to brief segments at a time. Afterwards listen to the whole interview or larger segments to make sure you have accurately recorded the dialogue.
      2. Introduction of new thoughts in dialogue: Often speakers will introduce new thoughts during their dialogue. When this happens start a new paragraph and add an indent between the two paragraphs to signify the difference in thoughts. See the example below: JD: She always used to wear blue! All the time! I never saw her wear any other colour!<pause>You know, in those days us boys would play all kinds of things during the lunch break at school. Football and basketball, tag ... all sorts of things! KP: What was your favourite subject in school?
      3. Grammar and punctuation: People rarely speak using perfect grammar therefore your transcripts will not always contain perfect grammar. However, it is your responsibility to  make the dialogue as legible as possible. You are required to use the correct and appropriate grammar and punctuation when needed BUT you must never change the words in the dialogue so it becomes grammatically correct. Again, accuracy is essential. The dialogue should be recorded word for word. If you cannot hear or understand what the narrator or interviewer is saying insert <indiscernible> into the dialogue.
      4. Humanizing transcripts: Indicating pauses, interruptions, sarcasm, emotion, laughter, changes in voice, and the like are important when transcribing. When a pause or interruption occurs insert angle brackets to indicate what occurred. For example, <pause> or <brief interruption>. Brief pauses during the dialogue can be indicated by ellipsis (...). If the transcriber feels that an interruption is significant the transcriber may list the causes or events of the interruption, in this case use parentheses. For example, (brief interruption when the narrator had to greet her grandchildren briefly). Parentheses are also used to indicate emotion, sarcasm, laughter, and changes invoice. For example, the transcriber may add, (softens voice) to a part of the speaker’s dialogue, or (sarcastically) before typing a sarcastic comment made by the speaker. When transcribing a video interview the transcriber can also indicate movements that she believes to be significant. For example, the transcriber may include, (slams fist on the table) after a comment to indicate the speaker’s anger. Italicize words that the narrator emphasizes.
      5. Highlight anything you have questions about: if you are unsure about any names of people or places highlight them as you go. You can go back later (use the time log!) and double check your information and spelling.

After you transcribe:

      1. Edit, edit, edit: Listen to the interview from the very beginning and follow along with your transcript. Listen for any words, sounds, or action (in the case of a video interview) you may have missed and correct any mistakes. Once that is done go through the transcript and look for misspelled words, spacing mistakes, grammar and punctuation mistakes, and make sure the entire transcript follows the University of Lethbridge Archives Transcript Template. Please see the transcript template attached to verify all steps.
      2. Double check: Go back through the transcript to the highlighted names. First, try using search engines. For example, if you’re checking the name of a city in California type the name of the city and California into the search engine to see if there is such a city or one that is similar to your spelling, etc. If you still can’t figure the name or place out, or if you are unsure about the spelling of a name ask the interviewer or the University Archivist (Mike Perry) for assistance.