The National Institute for Genealogical Studies

LEADERS IN ONLINE GENEALOGY EDUCATION

The National Institute for Genealogical Studies - LEADERS IN ONLINE GENEALOGY EDUCATION

Transcription Tuesday – Definitions

This week, a quick review. Many of The National Institute for Genealogical Studies’ 230+ online courses feature exercises and assignments involving transcriptions and/or extractions. You will find that it is a foundational skill, used by those researching their family history, but especially, by professional genealogists. 

Transcription Definition:
A transcription is a true word-for-word rendering of a document with the original punctuation and spelling (i.e., an exact copy of the original, line by line, sentence by sentence, word by word, and letter by letter). All notes and marks on any page are copied as faithfully as possible in the presented formatting. It includes all spellings, capitalizations and punctuations as it was written. No corrections are made to spelling or capitalization. It includes the whole record—front and back, with all its headings, insertions, endorsements, notations, etc.

Extraction Definition:
An Extract is when you pull out only parts of the information in an original document. The extracting process is normally used for listings, such as censuses, inventories, tax or voters’ lists, etc., where there could be information about one person or family amongst many others.

General Rules for Extracting

  • Include the full source citation for the original document with the extracted information.
  • Extractions are a transcription and therefore, a true and accurate reproduction of the written original.
  • Always include all and full headings (document or column headings).
  • Ensure you read through the whole document to understand it completely. Don’t miss important clues.
  • Be wary of extracting partial information. Watch for connected entries.
  • In an alphabetical list, check that you have covered all possible spelling variation. Check the end of the list for additions entries.
  • Many list-type documents have blank pre-printed forms available (ie census forms). Ensure all column headings agree with the original document. DO NOT forget to include any other pertinent materials.
  • Information may be found on multiple pages within the document; Look beyond just the one part of the list (ie census information for one household started on the previous page or continued on the next page). 

To dive deeper into Transcriptions and Extractions, register for our basic online course: Skills: Transcribing, Abstracting & Extracting No matter which type of genealogical research you will be doing, you will absolutely need to develop strong transcription skills; it is unavoidable. Practicing on every document will reenforce your proficiency. There are no shortcuts; Transcription skills are developed and not just understood. 

Reading old handwriting gets easier as you become more familiar with the structure of the letters within various scripts. The handwriting styles of enumerators, town clerks, and parish priests, will become more recognizable as you transcribe more of their entries in the records. Get to “know” them. Certain letters will always be written distinctly – make note of them as you transcribe. Making “Cheat Sheets” helps you to remember any unique characteristics the next time you need to search in the same records.

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As researchers, we have found that there are many skills we need to employ in order to achieve success in our future research projects. Transcription Tuesday will share guidelines and practical suggestions to help our readers to develop the skills for making effective transcriptions, abstracts, and extractions.

Transcription Tuesday previous blog post:
RootsTech 2022
Transcription Tuesday Index  
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These three core courses demonstrate Transcription principles. They are offered monthly, beginning on the first Monday of every month: Register today!
Methodology-Part 2: Organizing and Skill-Building 
Skills: Transcribing, Abstracting & Extracting 
Palaeography: Reading & Understanding Historical Documents —————————————————- 
Visit our website for a complete list of online courses offered by The National Institute for Genealogical Studies. Check our Course Calendar here. List of packages available here. 
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LEADERS IN ONLINE GENEALOGY EDUCATION since 1997 

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