In the world of genealogy, there are three primary methods of copying records.
Transcriptions – a copy of the entire original record exactly as written.
Abstractions – a summary of important points of the original record.
Extractions – an exact copy of only a portion of the original record.
Abstracts and extracts are a little more involved than transcriptions. The abstractor or extractor has more responsibility than a transcriber in determining what or how much to copy.
Transcriptions
Document transcription becomes necessary when it’s not practical or possible to make a photocopy of a document, or you have a copy but it is difficult to read. Properly done, a transcription preserves the information found and facilitates research.
I make a transcription of all records even if I have a photocopy of the original. Transcriptions make it easier to read the original document at a glance and they are also easier to search when saved into a database or computer file.
Tips For Productive Transcription
To aid comprehension of content, speed copying time and improve accuracy, read and become familiar with the original document before transcribing.
To prevent bleed-through, use one side only of lined, letter-size (8-1/2 x 11) paper.
Use a separate sheet for each document transcription.
Double-space and write or print legibly.
Transcribe the document word-for-word and err on the side of recording too much information.
Never rearrange the order of data being copied.
Transcribe spelling, punctuation, abbreviations and dates (including obvious errors/misspellings) as written.
If a name, date or word is illegible, this should be noted in brackets [ ].
If the page is torn, water-spotted, etc., this too should be noted in brackets [ ].
Use parentheses only as used in the original document.
Proofread your work.
Note: Whenever data are copied from one place to another there is a 25 percent chance of making a transcription error.
Cite the document source including the location or repository where it is housed.
Note the date you transcribed the document and identify yourself as the transcriber.
Attachments such as maps, plats, surveys, sketches, etc., should be photocopied or traced for inclusion with the transcription.
Additional Guidelines For Bible Record Transcriptions
Write an introductory paragraph stating what is known about the Bible, how it came into the possession of the present owner or where it was found.
Note the place and date of publication of the Bible if the title page is available. If not, check the title page of the New Testament.
Include page headings (“Births,” “Deaths,” and “Marriages”) as appropriate in transcriptions.
Cite any names and dates written on the inside covers.
Any additional entries found on loose papers in the Bible should be noted that they are not part of it but were added on separate sheets.
If possible, identify different handwritings.
On Transcribing U.S. Census Records
Census records are finding tools and provide research building blocks, allowing one to confirm information and learn much more. They also help the family historian find the place where an ancestor lived.
Many of the columns can provide clues to other records. For example, some censuses asked if individuals owned or rented their homes or farms. If that person owned property, there should be a land deed or a land grant for military service.
Census schedules help solve many genealogical research problems but they can also present new problems if not properly used and interpreted.
Overlooked or misread data can be disastrous; for this reason census records data should be transcribed/extracted to census transcription forms. An extract is essential for proper analysis.
These forms make copying census information easier, more thorough and provide all applicable columns for each census year so complete documentation is assured.
Always retain a photocopy of the original census record. It will save time and serves as good insurance against transcription errors.
GenealogyGenius.com offers free, downloadable U.S. Census template forms in Word format. The transcribed census records are much easier to read and review when entered on the computer than those written in longhand.
The transcriptions can also be saved and shared with other researchers via e-mail attachments.
For additional U.S. Census transcription forms see the “Supplies, Charts, Forms, Etc.” link on Cyndi’s List.
Abstractions
Abstractions are summaries of the original document and are often incorporated into one’s data files and research notes.
Become familiar with legal boilerplate terms, as typically most of the boilerplate language is omitted.
Newbies may lose important clues or information when abstracting records. Proceed with caution until you are familiar with legal terms, records and documents.
The exact arrangement of the data should be preserved. Use abstract forms with care as many do not follow the exact arrangement of data.
Extractions
Extractions are exact transcriptions of only selected portions of documents.
Extractions do not summarize. They reflect verbatim a portion of a record, book, article, etc.
Extractions require quotation marks around the text copied.
Closing Thoughts
Most of the “Tips For Productive Transcriptions,” cited above can also be applied to abstracting or extracting data from original records and documents.
Use the Internet to improve your transcription, abstraction, and extraction skills. Visit Cyndi’s List; scroll down to and click on “Handwriting & Script.”
Until next time . . .
Carllene Marek has been chasing ancestors for more than 25 years and chasing her muse for many more. A second-generation Californian, she has helped with several computer user groups, family associations and genealogical and historical societies. She has also compiled numerous indexes for assorted publications and written book reviews for various historical and genealogical publications.
Carllene currently writes a monthly newspaper column, “AncestreeSeekers,” for the Chico Enterprise Record and the Oroville Mercury Register. She and her husband live in the Sierra Nevada foothills of northern California with a blended family of eight children, 12 grandchildren, nine great-grandchildren and one great-great-grandchild.
