Transcripts, timecoding, and you

Transcripts timecoding and you - Audio Transcription Center Blog

As the Director of the Audio Transcription Center, I am routinely in meetings with Sandy Poritzky, the owner who started this firm in 1966.  Over the course of my 5 years with the firm, I have listened numerous times to Sandy’s arguments for time-coding transcripts and had many an argument about the topic.

“Michael, my boy,” he’ll say, “why don’t we have time-coding as a standard for all client transcripts?”  “Sandy, the challenge with time-coding is that there is no standard,” I’ll tell him, and then we’ll get into a debate for the next 35 minutes about time-coding.

In the ensuing battles in his office, Sandy, in his inimitable fashion argued that we need to come up with a standard for time-coding that would be included in all client transcripts.  On the counterpoint, in my inimitable fashion, I argued that every client’s needs are so different that there can not be any standard inclusion of time-coding in transcripts.

To be fair, Sandy’s belief is that time-coding should be a standard offering in transcripts, and he understands that every client has very different needs in how time-coding should be included and used in transcription.

Five years later, the battles still linger on, but we now have a conversation with clients about their specific transcription requirements and how time-coding can be a major time-saver in reviewing and editing your transcripts in the long run.

Quite basically, time-coding is beneficial for clients on a few different levels.  One way is for clients to be able to sync up their transcripts with their audio/video files, so that visitors to an online oral history project may synchronously watch the video recording and read the transcript.

For instance, have a look at the website of the Kentuckiana Digital Library, which offers their video footage with a synced transcript.  As Doug Boyd, Director of the Louie B. Nunn Center for Oral History at the University of Kentucky Libraries writes in his article, “Achieving the Promise of Oral History in a Digital Age”, published in Donald Ritchie’s The Oxford Handbook of Oral History [Oxford University Press, 2011], “By embedding time-code into the transcript, we enabled time correlation between the transcript and the audio or video, yielding an integrated final product where the components work together…Additionally, we created a customized software solution to more easily (albeit still manually) embed time-code markers into the transcript.  The decision was made to embed these markers at one-minute intervals throughout the transcript.  The five-minute interval proved to be, still, too much text to scan while trying to determine the specific location of the information being sought in the audio file.”

We also work with numerous production companies that are sending in their video footage prior to editing.  These clients actually have us time-coding their transcripts at even shorter intervals, so they can easily and efficiently edit sound bites by reviewing their newly time-coded transcripts.

Additionally, if a client sends in an audio file with with poor quality audio, and we are unable to transcribe a word that is said, we’ll put (inaudible) in place of the unknown word.  Time-coding these portions becomes an added feature to help a client easily locate the “inaudible” content in their audio, and review to see if they are able to replace the “inaudible” content with the word that was said.

So in the end, there is no standard need for our clients in how time-codes should be inserted in transcripts, but there certainly is reason to find the time-code formatting that will make reviewing, editing, reading, and watching your content that much simpler.

Analog vs. Digital: Pay Now or Pay More Later

Analog vs Digital Pay Now or Pay More Later - ATC Blog

Some of you have asked me why we still have information on our website about “going digital,” but clearly the fact that we still receive newly recorded audio on “old-fashioned” cassette tapes  tells me that some people just don’t understand the importance of upgrading technology (on a lot of levels).  After 44 years in business, we finally took the “tape” out of our name, because it’s all about the audio!

Today I’m writing about more than “going digital,” but I will also touch upon recording habits in general.  Remember, just because you’re recording digitally does NOT mean that you will automatically have broadcast quality audio.  (WHAT?! You’re thinking, ‘it’s digital, so it has to be better quality.’)  There’s a lot involved in recording, and as the person conducting the recording, you need to stop and think about the details of recording for more than a couple of seconds.  That’s right, we know that some of you already know these things, but do you truly take the time to learn your device before using it?  I know that’s a very personal question, so think about it for a moment.  You don’t have to share.

The quick points to remember:

First and foremost, it’s now 2011, so use a digital recorder!  You can walk into any electronics store, or jump online and find one.  Just do some research first.  Remember, in 2004, 90 % of our clients used analog equipment to record their interviews.  Now in 2011, 95% of our clients use digital equipment to record their interviews.  You’ll have immediate access to your audio recording.  Volume too low? There’s software for you to give the file a quick boost to increase the sound quality.  Is your transcriptionist next door or across the country?  It doesn’t matter where they are located, because you can upload your audio to them, and still have access to listen your audio.  Imagine never having to spend shipping dollars again!!

Clearly the facts demonstrate there’s been a near total reversal in the analog vs. digital battle.  Remember, your transcripts are only as good as the audio your transcriptionist receives, and better quality audio will save time and save those all important dollars in your budget.  Again though, just remember, it’s more than just “going digital”!

You’ve purchased that device, but you really don’t want to delve into the box with the paperwork and all sorts of wires that are tucked neatly inside.  Read the paperwork, and use the wires.  Of all the wires in the box, use an A/C power-supply – it might be 2011, but batteries die quickly, so plug in when you can.  For those times that you forgot it at home, bring plenty of backup batteries!!   Seriously, go buy stock in the major brands, because you will always want to have an ample supply of batteries quickly within reach!  You never know when you’ll have to record those unexpected longer interviews.  Think of it as practicing “safe recording”!

Now you’re sitting there ready to hit the record button, but stop and check recording volume regularly.  I can’t tell you how many interviews we get where the recording levels are so low you can barely hear the person, so don’t forget to check those recording levels beforehand.  If your recording device has meters, refer to them, but also be sure to listen to the audio levels with headphones at the start of the interview session.
Another important piece of equipment to use is an external microphone.  Different situations require different types of microphones, so you’ll need to do a little studying up on what your recording environment needs.  If you’re able, try more than one external microphone among the group, to be sure you have properly mic’d all of your speakers.  This is especially important for any group larger than 3 individuals, and be sure to place these microphones as close as possible to the people who are speaking.  Sitting at a long table with people at both ends of the table? Think about how the person at the end of the table will sound if there is only one microphone in the middle of the table.  Murphy’s law also says that person will be your most verbal in the group.  Conducting a one-on-one interview?   Drop into Radio Shack beforehand, and grab a lapel mic.  The difference in recording quality is remarkable, and you’ll thank yourself later (as will your transcriptionist).
Don’t forget about the longevity of your recording for your archives!  Your transcriptionists do not require large archival files for transcribing, they just require some good audio to hear those words clearly.  On that note, if you’re going to be storing these recordings for archival posterity, make sure you do your research on the latest technological advances in formats for saving your audio files.  .wav? b-.wav? .mp3? Spend the time, do your research, and know the facts on digital audio longevity.  (See our previous blog on thinking beyond the shoebox.)

For a more detailed read, look over our recording tips page, and check out some of the other service providers we recommend as well.

Always remember your ultimate goals when you’re recording.  If you’re going to have your audio transcribed, you want the best recording possible, so give your transcriptionists audio that they can transcribe both fast and accurately!  If you can believe it, we’re telling you to spend a little more up front, that will save you money on a service we provide.  Go figure…

Why Transcription?

Why transcription - ATC Blog

Over and over I read posts on online, and time and again the questions come up, why transcription? You read this and think, well surely you’ll tell me why, you’re a transcription company. Well, yeah we are, (www.ttctranscriptions.com – yes, a shameless plug, but I’ve got 3 kids to feed) but I digress and assure you it’s a lot deeper than that.

In our office, we see a wide range of diverse projects that flow through, and the transcriptions range from: oral history, personal history, archival, legal, academic, market research, financial, and surely the list goes on.

In the legal world, transcripts have been known to be an important resource for all parties, a document to easily read the depositions, examinations, and so on. People on both sides of the courtroom utilize the transcript to make sure no lies are being stated by anyone (there’s a lie)…well, possibly to catch people in those lies.

Why transcription? Well, think about this question. How “searchable” is your audio? Say you’re an Oral Historian, and you’ve just conducted hours of interviews with someone. The last thing you want to do is to go back and listen to all of these hours of audio. Through a transcript, you can easily read specific sections of text, copy and paste, and move on to the next part of text you require.

For more information on transcription, check out some listservs, and see what others are saying. SAA (Society of American Archivists), OHA (Oral History Association), and APH (Association of Personal Historians, though you have to be a paid member of APH to be on the listserv) are some great listservs to check out. As always you may contact us, The Tape Transcription Center, and find out more about how a transcript is able to help you!

The Tape Transcription Center
www.ttctranscriptions.com
617-423-2151
Never a charge for RUSH service, never!