Format:

In general, ZBS follows The Chicago Manual of Style, 15th edition, for sentence structure and punctuation format. 

Margins:  1" margins, top, bottom, left, and right.

Font:  Times New Roman 12

Page Numbers:  Top right of page beginning on page 2, unless otherwise specified by client.

Tag Line:  All transcripts will have a tag line inserted on the first page.  Based on client's instructions, this line usually includes client's name, project name or file name, and date.  It will be shown in bold on the top left of the page.

Block Style:  Unless otherwise indicated by client, ZBS uses the modified block style (left hand flush, ragged right margin).  Paragraphs are single spaced with a double line space separating paragraphs.  The name of the speaker (or Male/Female) will be placed at the left margin. 

In most cases, ZBS uses the verbatim approach to transcription.  Certain recorded conversation will not be included in the transcripts as follows:

• Introductory comments, crowd-warming jokes, directions to restrooms, etc.
• Non-word utterances such as "uh" and "um" used as sentence fillers.
• Repeated false starts while the speaker is fumbling to find the right word.
• Shorter sentences will be created out of longer, run-on sentences by omitting repetitious conjunctions.
• Superfluous remarks and polite responses acknowledging speaker's comment.
• Any other "off topic" conversation.

Strictly Verbatim

ZBS recognizes that certain clients will require a "strictly verbatim" approach to transcription.  In these cases, none of the above applies, and transcripts will include every utterance including sentence fillers, false starts, etc.

Due Diligence

ZBS will make every effort to research terms, names, and phrases for correct spelling.  Any supporting documentation that you can provide (i.e., Meeting Agenda, Participant Directory) will aid us in delivering a quality transcript.

Although ZBS prides itself on delivering highly accurate transcripts, it's a fact of life that there are times when audio is just difficult to understand.  We have two rules: 

1)  Transcriptionists may never "guess" at what they think the speaker said.  We feel that it is much better to "flag" a portion of audio than to transcribe inaccurately.

2)  Three strikes and you're out.  In other words, we will attempt to grab what's being said by re-listening three times.  After that, your transcript will be flagged with one of the following notations:

[inaudible] - when one or just a few words are unintelligible

[long inaudible section] - when a longer section is unintelligible

[audio gap] - when there is an actual break in the audio (i.e. dead air)

[talk over] - multiple speakers talking simultaneously

[background noise] - other noises or conversations in the room make it impossible to hear speaker's dialog

[sp] - could not confirm spelling of name or word - we will spell it phonetically or use the most common version of a name (i.e., Sally not Salli)

[sic] - inaccurate expression, misspelling, or the like, is intentionally reproduced

Punctuation

Ampersand (&) is only used when it's part of a company's name (i.e., Johnson & Johnson).

Apostrophes (') are used (1) to represent the possessive form of a noun (i.e., John's or Mary's), (2) in the spelling of contractions (i.e., can't, isn't), and (3) to represent letters or numbers that are omitted '77 for 1977.  Apostrophes are never used to indicate the plural of numbers, acronyms, or titles (i.e., 1990s not 1990's, or MDs not MD's).

Commas (,) are used to (1) separate a series of items in a single sentence, (2) offset interjections, (3) link like phrases together in a single sentence, (4) represent where you would normally pause if you were speaking the sentence aloud.

Dashes (-, –, —).  There are three types of dashes used by ZBS. 

A hyphen (-) is used to separate prefixes from root words (re-assess).  In general, the use of hyphens in this manner is being rapidly replaced by omitting the hyphen (i.e., email, reinstate, reassess to name a few).  We will use them as appropriate.

The en dash (–) is used for durations of numbers (i.e., 2004–2006).  This is the only use of the en dash.

The em dash (—) is used to indicate a break in the speaker's dialog or a change in thought.

Ellipses (...) are used to indicate when a speaker has trailed off without finishing his/her sentence.

Names will be transcribed in full, including title/credentials as provided by the client.  When not provided, we will use Male/Female or Moderator/Respondent.

Numbers are spelled out for one through ten and numerals are used for 11 to infinity.  There are exceptions to this rule for medical and scientific measurements.

Quotation Marks are used where necessary.  Please note that punctuation is placed inside the quotation.

Slang terms will not be used (i.e., gonna will be changed to going to) unless directed otherwise by the client.

Symbols - the use of unusual symbols will be avoided unless specifically requested to do so.

These are just general guidelines employed by ZBS.  They can be changed and amended at any time and can be altered to meet your needs.  Clients are encouraged to supply background and supporting documentation to help us in providing fast, accurate transcripts.