Transcription Tips and Guidelines

The most important tip is to save FREQUENTLY, by pressing the button that says “Edit transcription”

• Transcribe What You See: As much as possible, transcribe the text as it appears on the page, including original spellings (even if they are incorrect/non-traditional), abbreviations as written, symbols, etc. However, you do not need to reproduce the formatting of super-script letters, simply write them as if they were written at the same size as the text that surrounds them.
• Consider Context: If you’re having trouble with a word or passage, read “around” it and think about what a likely word would be, or look for other letters and spellings in the document that are similar.
• Transcribe in the Order in which the Page Was Meant to Be Read: For example, if the writer inserts a caret (“^”) in the middle of a line, or otherwise indicates they are adding extra words, insert the extra words in the transcription between the words where they were meant to be read. Use brackets to indicate the inserted text (see below).
• Transcribe Line-by-Line and Indicate Paragraphs: Insert a return at the end of each line as it appears on the page. Insert two returns for paragraphs. (If it is not easy to distinguish individual paragraphs, you can just add a single return!)
• Transcribing Two Pages on a Single Image: If you are transcribing an image that includes two pages of writing on a single sheet of paper, when you reach the bottom of the first page, write “[end page]”at the end of the final line. Begin the next line with “[new page]” and continue transcribing the second page.
• Use Brackets: Use square brackets (“[” and “]”) for the following:
  • Roman alphabet/Lateinischer schrift: For letters written in Kurrentschrift that include a word, words, or phrases written in the Roman alphabet, please use the tag “[roman:]” preceding the word(s) and the tag “[/roman]” at the end of the relevant text.
  • Insertions: To indicate text inserted into the middle of a line, use the tag “[insertion:]” preceding the word(s) and the tag “[/insertion]” following the word(s).
  • Crossed-Out Words: To indicate text that has been crossed out, use the tag “[strikethrough:]” preceding the word(s) and the tag “[/strikethrough]” following the word(s).
  • Underlining: To indicate text that has been underlined, use the tag “[underline:]” preceding the word(s) and the tag “[/underline]” following the word(s). If there are double (or more) underlines, use the tag “[underline*2:]” preceding the word(s) and the tag “[/underline*2]” following the word(s), varying the number after the asterisk (“*”) as needed.
  • Illegible Words: Write “[illegible]” or “[illegible, 4 words]” for one or more words you cannot decipher.
  • Best Guess: Use “[?] text [/?]” if you are unsure of the transcription, for example “[?] Karl Schmidt [/?]”.
  • Text in Multiple Directions: Use “[/text/]” to enclose text written at a different orientation to the rest of the page (such as vertically-written postscripts).
  • Other: Use brackets (“[”, “]”) to enclose any other instance where you are adding an explanation or comment to the transcription that is not a part of the original text.

These tips for transcribing are adapted from “Transcription Tips,” DIY History, University of Iowa Libraries, “Transcription Guidelines,” Princeton University Library, and “Instructions for the Transcription Center,” Smithsonian Digital Volunteers Transcription Center.

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