1. Transcription Workshop HIST 499
Bethany Fiechter
Archivist for Manuscript and Digital Collections
Archives and Special Collections
Ball State University Libraries
(765)

2. Introduction to Transcription
Definition: word-for-word written copy of an interview.
Benefits:
Quickly skim to determine relevance
Comprehend voices that are difficult to hear or understand
Improved searching, especially in the Digital Media Repository
Technology issue? We have a print version available.

3. Transcription Process
Allow for 6-8 hours of time per hour of recording.
Do and Don’ts
Do not correct grammar and dialect
Do not censor vulgar and/or offensive language
Do not add editorial comments
Do confirm the spellings of names, geographic locations, unfamiliar terms
Do avoid private information, such as addresses and phone numbers

4. Transcription Process
Guggles and Crutch Words
Guggles: words or syllables used to interrupt, foreshorten, or end responses, or used as sounds of encouragement (oh, uh, ah, er).
Only use if the feedback is a definite response to a point being made or it`s vital to understand speech pattern.
When in doubt, ask!
Crutch words: words, syllables or phrases of interjection often used to allow the narrator more time to think (did-uh, that-uh, okay, you know, I mean, etc.).
Use careful judgment!
Type no more than two crutch words per occurrence.

5. Transcription Process
Incomplete Thoughts: Em Dash versus the Ellipses
The em dash (“ ”) is used for:
a hanging phrase resulting in an incomplete sentence
a parenthetic expression or statement
an interruption by another speaker
The ellipses (“…”) is used for:
a sentence that is not complete or is unfinished
Do not use ellipses because they give the appearance that material was left out!

6. Transcription Process
Bracketing [i.e. When to add information?]
Make bracketed insertions ONLY to clarify the narrator`s thought or tone, e.g. [laughs].
Proper descriptive terms for incidental sounds:
[Jeffrey laughs] when person other than speaker laughs
[laughter] when more than one person laughs
[unintelligible] when you can’t understand
[inaudible] when you can’t understand due to recording problem
[telephone rings]
[both taking at once] or [speaking at same time]
Do not insert personal value judgments within the narrative, e.g. [laughs obnoxiously].

7. Transcription Process
Unintelligible spots on tape
Amplify sound
Have another person listen
When in doubt, leave as [unintelligible].
Spell Checking
If you can, make an educated guess, Maryville(??)
If you cannot, Mr. _______(??)

8. Transcription Tools Quiet Room Computer and Headphones
Transcription Software
Express Scribe
Free download (
Volume control
Tape speed control
Can be used with USB foot pedal or hot keys
Works with Microsoft Word and other common word-processing applications
Easy to use and tutorial available
Transcript Template
Class Wiki
If students are interested in a foot pedal, contact Bethany at or (765)

9. Formatting and Style Guide
Follow Baylor University Institute for Oral History Style Guide and Chicago Manual of Style 16th ed. (Z253 .U )
Guide covers how to transcribe many common elements of interviews, including false starts, interruptions, nonverbal sounds, unintelligible speech
Guide and manual covers many writing guidelines, including when to spell out numbers, punctuation, capitalization rules, etc.
Review Class Wiki for additional guidelines and FAQs
Look at examples in the Digital Media Repository
Questions?
Digital Media Repository examples: Cantigny First Division Oral Histories, Vietnam Veterans Oral Histories, 376th Heavy Bombardment Oral Histories, Middletown Oral Histories.

10. Demonstration Class Wiki Download Express Scribe and load audio file
Adding to the wiki
Download Express Scribe and load audio file
Still have questions?