Guide to Oral History Interviews and Qualitative Fieldwork: Transcribing Interviews

Manual Transcription Tools

Manual transcription tools are indispensable for producing high-quality and accurate transcripts of interviews. While automated tools can assist with initial drafts, manual transcription remains the gold standard for capturing nuances, correcting errors, and preserving the integrity of oral history recordings. Below are essential tools to streamline and enhance the manual transcription process.

1. Software for Audio Playback

Manual transcription begins with reliable software that allows for precise control over audio playback.

• Recommended Software:
  • Audacity (Free): Open-source software that allows users to slow down audio, skip silences, and isolate difficult-to-hear sections.
  • Express Scribe (Free and Pro Versions): Designed for transcription, it supports foot pedals and offers features like variable playback speed and hotkeys.
  • oTranscribe (Free): A browser-based tool that syncs playback controls with your keyboard for seamless transcription.

2. Hardware for Efficiency

Investing in specialized hardware can make manual transcription faster and more efficient.

• Foot Pedals:
  • USB foot pedals like the Infinity USB Foot Pedal allow you to control playback (play, pause, rewind) hands-free, improving workflow.
• High-Quality Headphones:
  • Over-ear headphones like the Sony MDR-7506 or Audio-Technica ATH-M50x ensure clarity and help isolate speech from background noise.
• External Monitors:
  • An external monitor provides additional screen space for transcription software and notes, reducing the need to toggle between windows.

3. Word Processors for Formatting

Pair your playback software with a word processor to create polished, well-structured transcripts.

• Google Docs (Free): Includes features like voice typing and collaboration tools for shared editing.
• Microsoft Word: Allows for advanced formatting options, footnotes, and track changes for review.
• Scrivener: Ideal for organizing long-form projects with multiple transcripts or annotations.

4. Additional Tools for Accuracy

Use supplementary tools to enhance your manual transcription workflow.

• Time-Stamping Tools:
  • Add timestamps at regular intervals or when significant topics arise. Tools like oTranscribe automate this process.
• Text Expanders:
  • Tools like PhraseExpress or TextExpander allow you to create shortcuts for repetitive phrases or common terms.
• Spelling and Grammar Checkers:
  • Tools like Grammarly help catch errors during editing and ensure polished results.

5. Best Practices for Manual Transcription

• Break Up the Workload:
  • Transcription can be time-consuming. Break the work into smaller sessions to avoid fatigue and maintain accuracy. As a general rule, allow four hours of transcription time for every one hour of audio.
• Rewind in Small Increments:
  • Use playback tools that rewind by a few seconds to review tricky sections without losing context.
• Create a Glossary:
  • For projects involving specialized terms, jargon, or dialects, maintain a glossary to ensure consistency.
• Edit in Stages:
  • Focus first on accurately capturing words, then review for formatting, timestamps, and annotations.

6. Why Manual Transcription Is Best

Unlike automated transcription, manual transcription allows for:

• Nuance: Capturing tone, pauses, and emphasis.
• Contextual Understanding: Adapting to accents, idiomatic expressions, and cultural references.
• Ethical Accuracy: Ensuring sensitive topics and participant preferences are respected.

• Better Analysis: Transcribing your own work as a researcher allows for deeper engagement with your material. The process of manually transcribing aids in identifying themes, theories, and issues. This hands-on approach enhances your ability to analyze the content and develop scholarship based on it.

   

Automated Transcription Options

Automated transcription tools can help save time by generating initial transcripts of recorded interviews. While free tools are often limited in features or accuracy, they can still provide a helpful starting point. Below is a list of free and low-cost tools, as well as services for more advanced needs.

1. Free Automated Transcription Software

• oTranscribe

  • Features: A browser-based tool that allows you to manually transcribe audio while syncing with playback.
  • Cost: Free
  • Pros: Lightweight and simple; no installation required.
  • Cons: Requires manual input, but offers playback control for efficiency.

• Google Docs Voice Typing

  • Features: Built-in voice-to-text tool that transcribes spoken audio when played through your microphone.
  • Cost: Free with a Google account
  • Pros: Simple to use and works in real time.
  • Cons: Accuracy depends on audio quality; requires playing the audio out loud.

• Microsoft Word Transcribe (Web Version)

  • Features: Upload audio files to Microsoft Word online, which generates a transcription.
  • Cost: Free with Microsoft 365 subscription
  • Pros: Integrates directly into Word; allows for easy editing.
  • Cons: Limited transcription hours per month.

• YouTube Auto-Captions

  • Features: Automatically generates captions when videos are uploaded to YouTube.
  • Cost: Free
  • Pros: Provides a rough transcription; timestamps included.
  • Cons: Requires uploading to YouTube; accuracy varies significantly.

• Otter.ai (Free Version)

  • Features: Generates live or post-recording transcripts with speaker identification.
  • Cost: Free plan available with limited transcription minutes.
  • Pros: User-friendly; works well for shorter projects.
  • Cons: Limited monthly usage and editing options on free plan.

2. Paid Services with Free Tiers

• Rev (AI Transcription)

  • Cost: Starts at $0.25/min; no ongoing subscription.
  • Free Option: Free trial for new users.
  • Pros: Quick and inexpensive for shorter recordings.
  • Cons: Automated accuracy is lower compared to Rev's human transcription service.

• Descript (Free Trial)

  • Cost: Paid plans start at $12/month.
  • Free Option: Limited transcription time with a free trial.
  • Pros: Innovative tools for editing both text and audio simultaneously.
  • Cons: Limited functionality in the free version.

• Sonix

  • Cost: $10/hour of audio transcription.
  • Free Option: Free trial for new users.
  • Pros: Multi-language support and timestamp syncing.
  • Cons: Limited trial access.

3. Best Practices for Using Free Tools

• Test Multiple Options: Each tool varies in accuracy, so try a few to see which works best for your specific recordings.
• Edit Thoroughly: Automated tools often miss nuances, especially with accents or background noise.
• Enhance Audio Quality: Pre-edit recordings to reduce noise or clarify speech for better results.
• Check Terms of Service: Ensure free tools align with your project’s privacy and ethical standards.

4. Ethical Considerations

• Privacy: Free tools may upload files to third-party servers. Ensure sensitive material is not compromised by reviewing privacy policies.
• Informed Consent: Inform participants if you are using automated tools, especially free or cloud-based ones, to process their recordings.
• Accuracy: Be cautious when using free tools for sensitive or critical transcripts. Always manually review and edit the results.

Cost Vs. Quality

Free tools are excellent for quick drafts or budget-conscious projects but require manual review for accuracy and completeness. When higher precision is necessary, consider supplementing with paid services or manual transcription.

Best Practices for Transcriptions

Creating high-quality transcriptions is a critical step in preserving and analyzing oral history and qualitative fieldwork interviews. Adhering to best practices ensures that transcripts are accurate, accessible, and ethically sound for research, archiving, and public use.

1. Ensure Accuracy

• Listen Carefully: Play back the recording multiple times to ensure you capture all words and nuances.
• Focus on Verbatim Transcription:
  • Capture the exact words, including filler words (e.g., "um," "you know") unless otherwise agreed upon.
  • Represent pauses, interruptions, and emotional cues where relevant (e.g., "[laughter]," "[long pause]").
• Clarify Unintelligible Audio:
  • Use brackets to denote unclear or inaudible sections (e.g., "[inaudible]" or "[unclear]"). If possible, revisit these sections with improved headphones or tools.

2. Maintain Consistency

• Formatting Standards:
  • Use consistent fonts and margins for readability.
  • Label each speaker clearly (e.g., "Interviewer:" and "Participant:").
  • Include timestamps at regular intervals—approx. every 5-10 minutes—or at the start of each speaker’s response.
• Speaker Identification:
  • For group interviews, clarify who is speaking, using initials or names as appropriate.
  • Use consistent identifiers throughout the transcript.

3. Ethical Considerations

• Respect Participant Wishes:
  • Remove or redact sensitive content if requested by the participant.
  • Honor any agreements about anonymity or restricted access.
• Review with Participants:
  • Share the transcript with interviewees to allow for corrections or clarifications.
• Avoid Misrepresentation:
  • Be careful not to alter meaning when interpreting unclear audio or nonverbal cues.

4. Incorporate Context

• Add Descriptive Notes: Use brackets to indicate relevant nonverbal cues or context (e.g., "[sighs]," "[background noise of a train passing]").
• Include Metadata:
  • Add information about the recording (e.g., date, location, project name, interviewer/participant names) at the start of the transcript.

5. Plan for Accessibility

• Proofread Thoroughly:
  • Check for typos, grammatical errors, and consistency in formatting.
• Use Plain Language: Ensure the transcript is readable for a broad audience, avoiding overly technical terms unless necessary.
• Create Digital Versions:
  • Save transcripts in multiple formats (e.g., Word, PDF, plain text) for ease of access and compatibility.
  • Include accessibility features like searchable text for online repositories.

6. Use Technology Wisely

• Combine Tools: Start with automated transcription software for a draft, but edit manually for accuracy.
• Enhance Recordings:
  • Use tools like Audacity to clean audio and improve clarity before transcription.
• Utilize Time-Stamping Tools:
  • If using software like oTranscribe or Express Scribe, take advantage of features that automate timestamps for easier navigation.

Why These Tips Matter

By following these best practices, you ensure that your transcripts:

• Meet archival and research standards.
• Honor the voices and intentions of participants.
• Remain useful and accessible for current and future projects.