TIME-STAMPING IN TRANSCRIPTION - All the basic you need to know!

In this post, we will talk about different time-stamping formats in transcription. 

If you’re interested in becoming a professional transcriptionist and earn a full-time income from transcribing, it is extremely important for you to know about transcription formatting and editing styles (especially time coding and time-stamping). 

Before we go any further, WHAT IS TIME-STAMPING IN TRANSCRIPTIONS?

Time-stamping in transcription refers to inserting time codes in a transcript

(in minutes and seconds) at specified intervals.

In simpler words, timestamps are included in the transcriptions to indicate when the adjacent text was spoken in the audio. It allows the readers to identify which part of the audio corresponds to which section.

Timestamps and timecodes in transcriptions are generally used when videos are converted into texts (particularly used for video captioning and subtitling) but you can use it when transcribing audio to the text as well. It all depends on how your clients want it.

An example of timestamping in transcripts would be –

Ms. Jane Doe:  (00:00:00) I would love to hear what you are about to say (00:00:03) I have been waiting for these words for a long time (00:00:06) 

If you noticed the timestamps in the example above, there are 3 parts (00:00:00).

The first set of zeroes depicts hour, the second set is for minutes and the last one is for seconds.

There are many transcribing softwares that can help you out with this.

For example, Express Scribe is said to be one of the most recommended software by professional transcriptionists.

There are many transcribing softwares that may omit the first set of zeroes but always try to include it. According to time-stamping rules, time-stamping time format must be always  [00:00:00] format.

Timestamps are mostly used when you are required to transcribe an interview. Besides that, there are not many instances you will be using timestamps:

1. START and END TIMESTAMP

Some videos and audios do not have any dialogues.

Clients generally request timestamp at the beginning and the very end of the transcription. This also works when clients require a part of the video or audio transcribed.

While this is not a common practice, it is the easiest to timestamping time format to learn.

2. PHONETIC TIMESTAMPS

Let’s say, while you hear the audio recording, you come across a part where you (the transcriber) is unsure of the spelling.

In this case, you spell it how you understand it to be and include a phonetic timestamp in the transcript.

Example: We went to the pool side and met [Ligaya 00:00:09]. Ligaya is the word you are not sure of.

3. INAUDIBLE TIMESTAMPS

As the name suggests, inaudible timestamps in English transcription are used when you cannot figure out what has been said in the audio.

Instead of using what you hear (like in the timestamp example above), you have to type in “inaudible” and include the timestamp.

Example: We went to the pool side and met [inaudible 00:00:09].

4. CROSS-TALK TIMESTAMPS

Again, the name “cross-talk” timestamps say it all. So, what is cross-talk transcription?

You will use this time-stamping format when speakers are talking simultaneously (overlapping each other) in the audio recording. It becomes difficult to know which speaker is speaking what in the case where 4-5 speakers are talking at the same time.

Just type the word [cross-talk] in that section then proceed to the next parts that are audible.

5. SPEAKER CHANGE TIMESTAMPS

When there are more than 1 speakers, you use speaker change timestamps and insert timestamps and time codes in a transcript every time a new speaker starts speaking.

You do not have to worry about time intervals and you will only timestamp and insert time codes only when the speaker changes.

A lot of podcasts and videos use this time-stamping time format.

6. SPECIFIED INTERVALS OR PERIODIC TIMESTAMPS

We mentioned this in the introduction.

Specified intervals or periodic timestamps refer to inserting time codes every 2 minutes, 5 minutes or 10 minutes. The most common ones are placed every 2 minutes.

7. SENTENCE IN TIMESTAMP

This is the least used and required timestamp format. It requires a lot of work and can be difficult to leaf through visually.

Example: Speaker 1: [00:07:00] So, this is how it works [Pause] [00:12:00] I don’t know how easy it is for you to read these timestamps but it is not comfortable for me [00:30:00] That is why I do not want to use this timestamp format in any transcripts. [00:45:00]

FINAL THOUGHTS

Hope you enjoyed this post on time stamping in English transcription. As you can see, there are various transcription formatting and editing styles in transcription. So, you really have to learn how to use timestamps when you transcribe words or video to text by strictly following certain transcription guidelines if you are to produce quality work that meets your clients needs. And that’s how we do time-stamping in transcription.

Good luck on your transcription journey!

Leave a comment below. I’d love to hear from you.

#Timestamping #Transcriptions #KristineJuachon