Download the transcription specifications as a PDF file or Word file.

Handwritten documents can be difficult to read, particularly on a web site, because the originals are often in poor condition, the ink has faded or is bleeding through the paper, or the handwriting is illegible. A transcript enables the user to view the document in a readable format.

Handwritten documents included in the Ohio Memory Online Scrapbook must be accompanied by transcripts. The submitting institution is responsible for preparing the transcript and it must meet project specifications outlined below.

To create a transcript:

1. Create a new document in a program such as Microsoft Word, Edit Pad, or Word Pad. If using Word or another word processing program, save the document as ASCII or text only (.txt).

 

2. At the top of the page, type [page 1]
1. If the first page included in Ohio Memory is not the first page of the book or document, add a second line, such as [corresponds to page 456 of John Q. Public's Diary]

 

3. Hit return twice to place a blank line between the page information and the beginning of the transcribed text.

 

4. Copy text from first page of item.

 

1. It is important to remember that you are creating an exact copy of the original document in typed form, not editing or interpreting the original.
2. Each line of the transcript should follow exactly the spacing and line breaks in the original document, even if a sentence or thought ends after a line break.
3. Hit return twice after each line in the original to insert a blank line between the lines of text. Do not select double-spacing from the formatting menu.
4. Add comments in brackets (sparingly) to describe notes or scribbles that cannot be translated. Appropriate uses of comments include:
1. If a document has numerous pencil scribbles, type [numerous pencil scribbles] near the area where they occur on the page.
2. If a word is illegible, type [illegible] in square brackets. Do this even if you can guess at part of the word.
3. If text is otherwise unusual, indicate how with such notes as [crossed out words], [on back of letter], [written in pencil].
4. If there is a misspelling in the original, the transcript should include the same misspelling.

 

5. Following last word or comment from page 1, type [page 2], then hit return twice and type text from second page.

 

6. Repeat for remaining pages, but keep pages together in one document.

 

7. Save file to disk and mail to Ohio Memory, or send via e-mail. Label disk or e-mail clearly, including file names and corresponding item titles.

   Ohio Memory Project
   Ohio Historical Society
   1982 Velma Ave.
   Columbus, OH 43211-2497
   ohiomemory@ohiohistory.org