The Archives at Alfred University
University Archives, Herrick Library
New York State College of Ceramics Archives, Scholes Library
Transcription Guidelines
Format, creating a transcription
• transcriptions should be created in a Word Doc.
• use a font style such as Calibri or Times New Roman
• use font size 12
• all transcriptions should be left justified with 1” border
• include line space at paragraphs
• added documentation by transcriber should be enclosed in brackets [ ]
the first line should have the date of the transcription and transcriber in brackets.
example
[transcribed on 2020-3-29 by Laura Habecker]
Transcription should be an uncorrected document, resist the temptation to make corrections. If there is a spelling mistake that should be corrected for
clarity, please use brackets around correction, these should be used in a limited capacity.
example
crmics [ceramics]
Page numbers starting with second page, left justified enclosed in brackets example
[2]
When there is a drawing or other non-textual element in the document note item using brackets placed in the location that item occurs in document.
example [sketch]
When transcribing document if the letterhead includes a graphic element transcribe company name, address etc. (left justified) and add the description as you would for other illustrations, drawings in document, this notation follows transcription of company name or address.
example
Brick Engineers Association Cleveland Ohio
[graphic element]
Saving transcript for uploading to AURA
• Save transcription as Word document
• When finished with editing the transcription save Word document as PDF
• Once the PDF has been created it should then be saved as a PDF/A o this can be done while the PDF is open click tab <File> select
<save as other> then select < Archivable PDF (PDF/A)> then choose location for saved document.
See example attached for sample of transcribed document and scan of original letter.
Please contact Alfred University Archives Team with any questions you might have about this process.
[transcribed on 2020-3-29 by Laura Habecker]
Richburg, NY Nov. 18, 1921 Prof. Chas. F. Binns.
Alfred, N.Y.
Dear Prof. Binns.- Your letter of
Nov. 14th has been forwarded to me here.
I have read and re- read Dr. Halloch’s letter and feel that I cannot urge college students to undertake Mission work from the same motive that Dr. Hallock emphasizes.
To go into from any selfish motive, it seems to me, en- [2]
sures failure from the first.
I have known plenty of faith- ful, efficient missionaries who have not acquired fame for themselves.
China does offer great op- portunities, however, and if you wish me to speak to the students from my own stand point, on Dec. 14th I will undertake to do so.
Very sincerely yours, Susie M. Burdick
