Document Transcription Tips (National Institute)

Transcription Of Documents
Whenever possible a photocopy of documents or printing from microfilms is certainly the best visual evidence of your information. Unfortunately, sometimes photocopying or printing is simply not possible. Other times, documents can be difficult to read. It may be easier to understand the information contained within the document if a transcription is prepared.

A proper transcription includes all parts of the document. This includes all words from the original document, any notations made in the sides, top or bottom margins, in the body of the document, or on the back.

Here are some basic rules of transcription:


 * Everything should be included exactly as shown in the document. You should not change something just because you believe it to be wrong. Record everything exactly as is. This included names, dates, spelling, capitalization, punctuation, grammar, abbreviations and superscript, etc.


 *  When obsolete letters are included substitute their modern equivalents.


 *  Format your transcription in the same manner as the original document whenever possible. This includes the page layout as well as the length of each line.


 *  Illegible letters, words or passages should be indicated by an underline ___ enclosed within square brackets [___].


 *  A one- or two-word interpretation that clarifies a difficult or misspelled word is acceptable within the text, in square brackets, but longer notes or comments should be footnoted or placed separately at the end of the transcription.

Most importantly, transcriptions are made to help you, but often transcriptions are also read by others. Therefore, if you are confused by anything in the document and if you make an assumption or ‘guess’ about anything, put it within square brackets. This may help you later when you re-analyze documents after hitting a brick wall.

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