Transcripts

One of the first steps after recording a meeting or an exchange with people is to produce the transcript, namely the verbatim transcription of the statements recorded. It should be noted that, a summary translation may suffice, depending on your project, but this implies that statements may possibly be unintentionally distorted. This work, which will make it much easier to process the content for deriving meaning from statements, can be quite time-consuming. Indeed, unless one writes very quickly, the recording must constantly be paused to complete the notes and rewinded to make sure that nothing is missing. In short, sufficient time must consequently be planned.

When recording roundtable or group discussions, it is recommended to have a dedicated note taker to facilitate future verbatim transcriptions. It is important to record the participants’ full names and to jot their initials preceding each intervention throughout the transcript. This makes it easier to navigate through the recording. This also applies to annotated time codes. In this framework, the transcripts can identify, extract and use significant statements. We recommend validating these statements with the individuals involved to ensure that their statements are not distorted or taken out of context.

If the records are to be compiled in a database, verbatim transcripts allow for a quicker understanding of the topics discussed and for the identification of keywords that will facilitate archival research.

Available tools
  • Express Scribe: For a quick and easy creation of verbatim transcripts from audio or video files, the Express Scribe software is ideal. With a simple drag-and-drop of the recording, it can be replayed while the statements are written in another program, while using shortcut keys like pause, rewind for 5 seconds, speed up or slow down, etc. These keys can be used to control the recording as desired without having to always switch between programs.

Downloadable tools

File "Transcripts"
Downloadable PDF
Example of verbatim transcript
Downloadable PDF

 

Summary

Once the verbatim transcription phase has been completed, it may be useful to identify the relevant statements and remove those that are not. This makes it possible to preserve the essence of the recorded discussions and to condense them into a much smaller working document. The summary can take various forms, but the most common are structured or schematic text.

If the intention is to compile the recordings and transcripts within an archive, this summary can also serve as a presentation text of the recordings.

Downloadable tools

File "Summary"
Downloadable PDF
Example of summary for audiovisual content
Downloadable Excel chart

 

Thematic focus of the content

In historical research, it is often a matter of supporting thoughts or ideas with quotes or sayings. Once the transcript is complete, certain recurring themes will emerge. In order to address these thematic clusters, it is recommended to use colour coding to associate various interventions to a select thematic group. For example, it is possible to highlight all the statements dealing with the settlement of communities with the same colour. These thematic groups can then be grouped together by indicating the themes that link them together.

When audiovisual content is involved, this step can also be carried out at the same time as the verbatim transcription or summary. By using a chart which includes time codes, themes, people, important events and a summary of the content, it is possible to create a very practical tool that enables to quickly search for specific themes among all audiovisual content. An example of a content chart and an adaptable version are available for download in this section.

Available tools
  • Miro: This tool provides access to an interactive board on which it is possible to make graphics and models, insert Post-its, etc. It is a very useful tool when processing thematic documents (particularly to establish links between emerging themes), but also during team brainstorming sessions, since it allows several people to modify the board simultaneously.
  • Xmind: Xmind is a software for the creation of tree-based structure. It is a particularly useful tool when it comes to displaying the themes and highlighting the links among them. This software can also be useful when it comes time to reflect on the content and means of transmission.
Downloadable tool
File "Thematic focus of the content"
Downloadable PDF

 

Indexing and classification systems

Indexing is a technique for classifying documents that will later be reused and analyzed. A simple way to do this is to compile keywords from the thematic process into a chart and to associate the documents that address them. This saves time when searching for documents related to a particular topic. The larger the document database, the more useful this tool will be.

Here is some information that should be included in the index:

  • • The complete title of the document;
  • • Its location (particularly for objects and private documents);
  • • The number of pages or objects (in the same series);
  • • The author or creator;
  • • The year of creation;
  • • The collection to which the document belongs;
  • • Conditions of use (Is it publicly available? Is the data confidential? Should it be anonymous?)
  • • A brief and summarized description of the content;
  • • Keywords associated with the content;
  • • An access link (if the document has been digitized).

If the documents are to be donated to an organization that already has its own filing system, it may be useful to meet with the person responsible for that system. This procedure is recommended in order to understand the system in question and to allow documentation to be included in the database more quickly and more easily.

Available tools
  • Google Drive: This Google web space allows research and interviews to be compiled and shared. It also makes it possible for Word or Excel documents to be created and edited with others simultaneously.
  • SharePoint: This Microsoft tool facilitates teamwork by allowing files, data, news and resources to be shared among team members. Many communities use the Office 365 suite, where subscription may include SharePoint.
Downloadable tool
File "Indexing and classification systems"
Downloadable PDF

 
 
4.2 Securing data