Clean Transcription Flashcards
How many spaces should you leave between sentences?
Only press the spacebar once after each sentence.
What do you do to indicate a change of speaker?
Simply create a new line in the transcript by pressing Enter/Return once
What do we do with long single-speaker monologues?
We split long single-speaker monologues into paragraphs at obvious changes of topic. Hit Enter once to create a new line.
When is a paragraph too short?
A paragraph shorter than 40 seconds is likely too short.
When is a paragraph too long?
A paragraph/monologue over 2 minutes may need to be broken up at a logical topic change.
What Spelling and Punctuation standard does TM use?
TM transcribes using American spelling and punctuation unless otherwise specified.
What does TM defer to for grammar and spelling issues?
For grammar and spelling issues, TM defers to the Chicago Manual of Style and Merriam-Webster dictionary.
Give 8 TM-specific spellings
okay, all right, a lot, etc., US and USA, email, internet, healthcare.
For Commonwealth English spellings, what are the accent’s associated country code
GB- British, AU- Aussie, NZ- Kiwi, SCT- Scottish, IE- Irish.
How do you gain access to special accent files that require Commonwealth English spelling?
To gain access to such files, you mus pass the corresponding Accent Exam on your Exams tab.
How do we transcribe if a speaker spells out a word?
If a speaker spells out a word, we transcribe the letters spoken, with each individual letter capitalized and separated by hyphens.
When should hyphens not be used? 3 items
Don’t hyphenated acronyms, codes or serial numbers unless the conventional format for the acronym or number includes a hyphen.
How do you transcribe email addresses?
Format email addresses as per standard convention e.g. frank@yahoo.com.
What is the exception to format email addresses as per standard convention rule?
The exception is if the speaker both says and spells out the email address for clarification
then transcribe e.g. My email is “Frank, F-R-A-N-K at Yahoo, Y-A-H-O-O, dot com, C-O-M.”
How do you format company names? 2 answers
Format company names as in the main text of their website (not the stylized logo), or refer to the copyright at the bottom of their web page.
How do we transcribe brand-name medications?
For brand-name medications stylized in all caps, we capitalize the first letter only e.g Tylenol.
How do we transcribe generic drug names?
Generic drug names are transcribed in lowercase e.g. acetaminophen.
What does TM recommend for distinguishing brand names from generic:
TM recommends referencing drugs.com to distinguish brand names from generic.
What are the most common features of speech altered in Clean Verbatim? 6 answers.
The most common features of speech altered in Clean Verbatim are stutters, stammers, filler words, informal pronunciation, feedback, and false starts.
Give an example of a relevant automated voice
We transcribe relevant automated voices, such as prerecorded phone messages.
How should you treat prerecorded automated voices?
Treat such speech as you would human speech, putting each “voice” on a new line.
When should backgroud speech be transcribed?
If the main speakers interact with or acknowledge the other speaker(s) in the background, they become relevant to the transcript and must be included.
When should repetitive words and sounds be removed and when should they be included?
We remove repetitive words and sounds made while a speaker is stumbling over their thoughts. If however, the repetition adds meaning or emphasis, include it.
What are the spellings of filler words that adds crucial meaning? 2 answers
uh-huh, mm-hmm
What should we do with filler words?
Remove filler words such as uh-uh, or mm-hmm unless it adds crucial meaning, e.g., being the only answer to a direct question.
When should a filler word be included?
Filler words are excluded unless they are the only answer to a question.
What should we do with a meaningless thinking sound?
Do not transcribe meaningless thinking sounds.
When should we include conjunctions and interjections?
Include conjunctions and interjections at the beginning, middle, or end of sentences as spoken.
What do we do if a speaker finishes their thought with or, so, or but?
If a speaker finishes their thought with or, so, or but, we offset it with a comma e.g. Oh, and he kind of smelled too, so.
How should we transcribe contractions e.g. could’ve?
Transcribe contractions as spoken. If a speaker says they’re, transcribe they’re NOT they are.
How do we transcribe informal words?
Transcribe informal words with their proper spelling, not based on pronunciation or accent. e.g. kinda is transcribed as kind of. ‘cause is transcribe because.
What are the exceptions to the transcribe informal words rule?
4 answers
We make an exception for the following frequently used words, with these spellings: gotcha, y’all, ain’t and I’ma.
How do you transcribe incorrect grammar?
Transcribe incorrect grammar as spoken. Do not edit their speech, and do not use a [sic] tag.
How should you transcribe slang and unconventional words?
Nonstandard words and slang should be included as spoken, using the most common or logical spelling you can find.
What should you do if a speaker makes up a word?
If a speaker makes up a word, spell it out as best you can e.g “We had an abso-freaking-lutely fantabulistic day.”
How do we transcribe profanities?
We transcribe what is said without censoring.
What is a crutch word with examples?
A crutch word is an utterance that adds no meaning to what is said, e.g like, you know.
Which crutch words do we remove at TM?
At TM, we ONLY remove the crutch word like and you know when they are inessential to the sentence. All other crutch words should be transcribed.
“She was gone for like a week?” Is like removed in this sentence?
It is not removed because like is an approximation in this instance.
What is a false start?
When a speaker corrects their speech or changes direction of thought mid-sentence, causing them to begin a phrase or sentence over again, we refer to their error as a false start.
How do you indicate a false start?
Indicate a false start by typing double dashes i.e. press the hyphen key twice, followed by a space before the next letter.
Give an example of a transcription indicating a false start?
Here’s an example of– this is a false start.
What do we do with false starts consisting of three or fewer words?
If a false start consists of three or fewer words, omit the error and transcribe the corrected sentence. In doing so, remember we only remove what’s to the left of the dashes.
What should we do with partial words in a false start, with examples?
Partial words should not be transcribe or included in the word count e.g. “We’re out of oran– apple juice” oran should not be included.
What do we do with false starts of four or more words?
Do not remove false starts of four or more words, even if the speaker– even if the speaker repeats the exact same thing.
What do we do when a speaker says multiple false starts in a row?
When a speaker says multiple false starts in a row, we abide by the three-and-under removal rule for each false start.
What are the exceptions to the false starts rule?
If a short false start conveys crucial meaning, include it. A common example is when a speaker says something to correct his or herself before moving on such as or, I mean, I’m sorry or excuse me.
What happens when an interruption occurs as a speaker is finishing their thought?
If an interruption occurs as a speaker is finishing their thought, end their line with closing punctuation (e.g.?) then beging a new line for the interjecting speaker as normal. We don’t indicate the interruption in such cases.
What happens when a speaker interrupts someone in the middle of their sentence?
When a speaker interrupts someone in the middle of their sentence and the interrupted speaker continues the same thought after the interjection, we mark their broken-up speech with double dashes. Attach the dashes to the last word before the interruption, then create a new line for the interjecting speaker as normal (with a capital letter and no dashes). On the next line, we continue the interrupted sentence with double dashes, no space, then the next word in lowercase (except for proper nouns). An example is on page 10 of TM Guide
What happens if the speaker doesn’t finish their sentence after being interrupted?
If the speaker doesn’t finish their sentence after being interrupted, mark the interrupted thought with double dashes, but begin their new thought as normal, with a capital letter and no dashes.
What do you do for unfinished questions that were interrupted and not continued?
For unfinished questions, place a question mark after the dashes with no space in between. E.g. So did you–?
How does TM define feedback words?
They define feedback words as any generic word or phrase spoken while another person is talking, when the purpose is merely to show that they are listening or to passively acknowledge what the other speaker says.
What do we do with feedback words and when is the exception?
We remove feedback unless it leads to further speech by the same speaker or someone responds to it.
Name 5 feedback words
They include, but are not limited to, phrases such as yeah, right, okay, got it, and great
What should we do to nonverbal sounds that are not addressed by the listed tags
Ignore nonverbal sounds not addressed by the listed tags.
What is the main guideline for using tags?
Tags are always in lowercase letters, even at the beginning of a sentence, and within square [] brackets.
What is the exception to the tags are always in lowercase rule?
The only exception to the tags-are-always-in-lowercase rule is the Guess tag, which adopts the text and formatting of whatever the guess is.
When should you use [inaudible] tag? 4 items
Use the [inaudible] tag in place of speech you cannot make out due to the speaker’s accent, poor audio quality, a noise obscuring the words, or a term you couldn’t figure out after researching
When should you use the [crosstalk] tag?
Use the crosstalk tag when you cannot make out what a speaker says because another primary speaker is talking over them.
When should you use the [foreign] tag?
The [foreign tag] is used for anything you cannot understad because they are non-English words.
What happens after a speaker uses a foreign term you can find after research?
If a speaker uses a foreign term or phrase that you can find, include it, and there is no need for a [foreign] tag.
May you use special characters for foreign terms?
You may use special characters in this case, such as accents and macrons.
What happens if you receive a bilingual file?
If you receive a bilingual file, transcribe any English conversation you hear and use a [foreign] tag for non-English conversation.
What do you do if your entire file is in any language other than English?
If your entire file is in any language other than English, submit a Help Desk ticket with the Job or Session ID.
When should you use the [guess] tag?
Use the guess tag, if you are not sure what is said but you can make a reasonable guess that fits the context.
How should you transcribe using the guess tag?
Put your guess, followed by a question mark, into square brackets. Unlike the other tags, the Guess tag is formatted to reflect your guess. e.g. [Mongolia?].The full guess goes into one tag.
What should you do if you have more tags than actual text?
In situations like this, it is best to use just one tag. But if you can pick out meaningful phrases, then please do so. Page 13
What is the main rule before using tags?
Please strive to discern what is said before using these tags.
Where are the speech tags placed?
The speech tags belong within punctuation on their respective speaker’s line as the text would have been.
Does each speaker get their own line?
Yes, remember that each speaker gets their own line.
Name the tags we use to represent non-speech sounds. 4 items
The tags we use to represent non-speech sounds are [silence], [music], [applause], and [laughter].
What should we do with non-speech sounds not represented above?
Ignore any non-speech sounds e.g coughs, sneezes, ringing phones, barking dogs etc not addressed by the standard non-speech tags.
When should we use the [silence] tag?
Use the silence tag to denote at least 10 seconds of no speech, music, applause or laughter.
How should we transcribe using the [silence] tag?
Remember to place this tag on its own line with no punctuation
What should you do if most or all of your file is silent?
If most or all of your file is silent, send a Help Desk ticket and include the job or Session ID.
When should you use the [music] tag?
Place the [music] tag to note music relevant to the audio, such as the introductory theme music to a podcast. Do not use the tag for background music unless the main speakers mention the music
When should the [applause] tag be used?
Use the [applause] tag to represent relevant applause.
When should the [laughter] tag be used?
The [laughter] tag is placed at the point where loud or relevant laughter occurs in the file.
What are the 2 major don’ts with the laughter tag?
Do not place this tag on its own line. Do not tag every giggle or chuckle scattered throughout a conversation unless crucial to context.
What happens if laughter obscures a speaker’s words?
If the laughter obscures a speaker’s words, you may have a laughter tag followed by inaudible tag. E.g [laughter] [inaudible]
What are the general rules for transcribing numbers?
Spell out single-digit numbers (zero through nine), and format multi-digit numbers (10 and above) as numerals. There are exceptions to the general rule however.
Which symbols do we use while transcribing number? 4 items
We use the symbols for percent, dollars, pounds, and euros (%, $,£, and € ) if the speaker says the word. Do not use a symbol if the speaker did not state it.
What are we to do with all other symbols?
Except for conventional formatting or a trademarked name, spell out other signs and symbols.
When should we not use symbols? 4 items
Do not use symbols for general references, nonstandard numbers, ranges, or currencies not listed above.
How do we transcribe ranges or series?
For a range or series, spell out any common denominator shared between values, but follow our standard rules for formatting the rest.
What do we do with the word “to” when used in a range?
We spell out the word “to” when used in a range.
What should we do if the speaker does not use a connecting word in a range?
Use a comma between numbers if the speaker doesn’t use a connecting word such as or, to or and in a range. E.g. I need 30, 40 thousand widgets by next week.
When should the symbols that allowed to be written as symbols be spelled out?
Symbols should be spelled out if they apply to multiple numbers spoken in the immediate context e.g. Maybe 50 or 60 percent of my time is actually useful.
What is the rule of consistency in numbers?
Where multiple numbers occur within the same sentence or paragraph, format them consistently in the immediate context
Restate the rule of consistency in numbers
If according to our rules, you must use numerals for one number in a certain category, use numerals for all in that category.
What is the rule of conventional formatting in numbers?
Transcribe common terms and names according to standard convention, even if it clashes with our usual style for spelling, numbers, symbols, and punctuation.
How do you transcribe fractions?
Spell out fractions.
How do you transcribe whole numbers preceding fractions?
Any whole number preceding the fraction will follow our standard number rules. e.g Three and a half apples.
How do you transcribe inexact numbers?
When a person gives a rough estimate of a large number, spell it out in words. e.g Tens of thousands of birds ate a couple hundred pancakes.
How do you transcribe exact numbers used as part of an estimation?
Exact numbers used as part of an estimation still follow our usual rules. e.g Eight or so cats
How do you transcribe very large numbers?
The word million and larger numbers- billions, trillions etc- are spelled out; however, the number part follows our usual rules. e.g 15 billion gallons.
How do you transcribe very specific large numbers?
Use numerals for very specific large numbers. e.g 10,506,012 diapers.
Which numbers are always in numerals? 9 items.
Money, percentages, decimals, scales, times, dates, addresses, religious references, and math equations should be written numerically, with our approved symbols when spoken.
What are the approved currency symbols? 3 items
The approved currency symbols are $,€,£
Do not use a currency symbol unless it is stated.
How do we format percentages?
We format percentages as numerals. Remember to use the % sign except for ranges. e.g 2% or Between 6 and 7 percent
How do you format decimals?
Decimals should be formatted as numerals. If the number is less than one, we include a leading zero to make the decimal more readable e.g transcribe point six as 0.6
What if the speaker doesn’t say point in decimals?
You can also transcribe decimals based on context, even if the speaker doesn’t say the word point e.g. The renovation cost 1.5 million said “ a million five”
How do you transcribe scales?
For survey-type questions when an interviewer asks for a rating on a scale of one number to another, we format these numbers as numerals. e.g. On a scale of 1 to 7
How do we transcribe time?
Express time in numerals.
How do we transcribe the time with the word o’clock?
If the speaker says o’clock, then use a plain numeral with the word o’clock e.g “5 o’clock”. Capitalize AM and PM
What is the exception to time is always in numerals rule?
The time is always in numerals rule does not apply to measures of time. These follow our usual rules for numbers (spell our zero to nine; use numerals for 10 and above) e.g It’s five minutes past 3:00
How do we transcribe dates?
Use numerals for dates. If a speaker says a date in short format, use slashes. “That’s August 5th, 8/5”
How do we format and address?
Numbers in an address should be formatted as numerals. E.g He lives on 2 Bourbon Street
How do we format religious references?
Use numerals and follow conventional written formatting for chapter/verse references of religious texts. E.g “Acts 27:1” said Acts 27 verse 1
How do we format math equations?
Use numerals for math equations, but fractions are still spelled out. Also, spell out math symbols as spoken i.e . plus minus, divided by, negative. E.g One-half times 4 minus 4 equals negative 2.
How do you transcribe run-on sentences?
Whenever possible, break up long-winded or run-on sentences into separate full sentences. In doing this, it’s okay to start a sentence with a conjuction, but don’t make the sentence choppy.
What do we do with Sentence fragments?
Don’t breakup long sentences by separating them into sentence fragments, i.e., an incomplete sentence. Even if a speaker pauses between clauses, please punctuate as per standard English conventions.
Why should we proofread and punctuate without listening to the audio?
It helps to proofread and punctuate without listening to the audio so as not to be influenced by the speaker’s style of speech.
When should we use Single Dashes in transcription?
We use single dashes to offset information within a sentence when either a complete sentence or a list of items is inserted into the main sentence, providing we convey the speaker’s intent and the sentence outside the dashes would still flow if the text between the dashes were removed. Place a space before and after each dash. E.g. As soon as we go to the bookstore - there are several of them down this street alone - we can go home.
Expand on q 114
If the additional information is neither a list nor a complete sentence, use commas rather than dashes. If the surrounding sentence would not be cohesive if you removed the additional information, treat it as a false start.
How should you punctuate questions between single dashes?
For questions between dashes, punctuate with a question mark before the closing dash? E.g - have you seen Avengers yet? -
How do you punctuate two sentences within a dash?
Use a semicolon rather than a period to separate two sentences between single dashes. E.g “We need to make the desserts - you make apple pie; I’ll make a cake - before we are ready to leave”.
When should we use colons?
Only use a colonwhen you have a complete sentence introducing a list and for a complete sentence introducing another complete sentence. E.g The word was out: smoking causes cancer.
When should we use semicolons?
Use a semicolon to join two closely related sentences without a conjuction and to separate items in a complex list where the items contain internal commas. The semicolon in such cases clearly distinguishes each list item. E.g Adelaide, Australia; Rotorua, New Zealand; Taveuni, Fiji; and Hauula, Hawaii are my favourite vacation spots.
When can we omit the conjunction comma?
You may omit the comma for short sentences of fewer than 10 words. E.g She looked over my proposal and she approved it.
When can we use a comma in relation to conjunction?
Use a comma before a conjunction connecting two complete sentences. E.g She looked over my proposal, and she approved of the whole thing.
How do you use a comma when transcribing a list?
When transcribing a list of three or more items, place a comma after each item, including the final item before the conjunction. E.g We had apples, bananas, and strawberries in the fruit salad.
When transcribing a list when should you not use commas?
If the list items are separated by conjunctions, do not use commas. E.g We had apples and bananas and strawberries in the fruit salad.
How should you use commas when a speaker directly addresses someone
When a speaker addresses someone, offset their name (or title, etc.) with a comma or a pair of commas. E.g. Thanks for your input, Nancy.
How do you use commas for interjections and adverbs?
Interjections and adverbs are usually offset with a comma or two. E.g. Fortunately, he agreed with my idea.
What is a comma splice?
A comma splice refers to a comma that links two or more complete sentences without a conjunction between them. E.g This is a comma splice, these should be separate sentences.
What do we do with comma splices on Transcribe Me?
Do not use comma splices at Transcribe Me. They should be separate sentences. E.g These are separate sentences. Don’t join them with just a comma.
Can we use a comma after a conjunction?
Don’t use a comma after a conjunction unless it is required for a dependent clause that follows. E.g. But, although I wanted to go, I didn’t want to overstep my boundaries.
Can we use a comma between a subject and verb?
Never separate a subject from its verb with a comma. E.g She looked over my proposal and approved it.
Should you use commas to represent speaker pauses?
Although people sometimes speak in halting and unusual ways, do not add commas just because a speaker pauses. Commas should follow standard writing rules as much as possible.
When should we use quotation marks?
Use quotation marks for direct and hypothetical speech, whether spoken, thought, or written. Remember that the goal is readability.
How should we punctuate quotes?
Punctuate quotes using standard American English conventions, remembering to capitalize the first word of the quote. At the end of the quote, punctuate the quoted sentence and then close the quotation marks. E.g “Why do we have to study math, Mr. Edwards?” the children asked.
How do we punctuate the sentence outside the quotation marks?
If the sentence outside the quote requires punctuation other than a comma or period, place it outside the quotation marks. E.g. Did you really come all this way just to say “I lost my pencil”?
How do we format a quote that is nested within another quote?
If a quote is nested within another, use single quotation marks for the inner quote. Remember to close both sets of quotes. E.g. Page 22
How do we format indirect quotes?
Don’t use quotation marks for indirect quotes. E.g. He told me that he really wanted me to come on this trip.
How should we format interrupted quotes from the main speaker?
When a speaker interrupts their quote by inserting additional information before continuing, use commas or single dashes as per our usual rules to offset the interruption, and do not capitalize the second part of the quoted sentence. If each part of the quote is a separate sentence, then start the second quote with a capital letter. E.g She told her team, “Let’s decide next week,” but a minute later, she said, “Actually, let’s decide now.”
What happens if a quote is interrupted by another speaker?
If a quote is interrupted by another speaker, use double dashes inside the quotation marks. E.g So I told him, I says, “I was on my way to the polls–”
As in voting?
“–andI got into a car accident.”
How do you transcribe media titles?
Titles of books, movies, etc. are written as you normally see titles, with capitals for the first and important words, such as The Lord of the Rings or Cooking Light. Do not use quotation marks or italics for titles.
How do we format apostrophes?
Use apostrophes as per standard English conventions.
What is the rule of apostrophe and the letter S?
Most possessives are formed by adding apostrophes S, but for plurals ending in S, make the posessive by adding just an appostrophe. E.g our fathers’ houses, Kansas’s state legislature, the 1990s.
How do we format for an abbreviated year?
If a year is abbreviated, an apostrophe takes the missing digits’ place.E.g. I wish I’d been alive in the ’70s.
When are hyphens used?
Hyphens are commonly used in transcription when multiple words combine to make a compound adjective. We hyphenate compound adjectives only when they precede the noun. E.g. I have a custom-built computer. It’s custom built because I built it myself.
Can we hyphenate a word ending in -ly?
Never attach a hyphen to the end of a word ending in -ly. E.g The employee of the month is usually a smartly dressed individual.
How should we transcribe when a speaker dictates the punctuation?
When a speaker dictates the punctuation, please punctuate as instructed in addition to using standard punctuation throughout the text. This style is often used in medical notes. E.g Page 23
How should we transcribe spoken punctuation when it is used for emphasis?
If the spoken punctuation is used for emphasis, then type the words. E.g. She was, quote-unquoute, “friendly” to me, and I wanted to respect that, period.
Can we use parantheses or Ellipses?
We don’t use parentheses or ellipses to offset information within a sentence, and neither do we use ellipses. They may, however, be used for conventional formatting. e.g., 401(k)
What is the procedure if pasting form a website?
If pasting from a website, first paste into your browser’s search or address bar to strip formatting, then copy-paste from there into the Hub.
