Timestamps in Transcription: How and When To Use Them

Timestamps in transcription mean inserting time codes in a transcript at specified intervals.

When you become a professional transcriptionist, you will come across projects that require you to follow special instructions.

Timestamps are part of those special instructions. We call these, transcription formatting and editing styles.

Timestamps in transcription are mostly used in video transcriptions where you are required to transcribe video to text (particularly in video captioning) but if you are to transcribe audio files, this is how they should appear. See example below.

Express Scribe is the best software to use when transcribing files that require timestamps. For those who may not be sure of what those zeros means. The first zero represents time in hours. The second set of zeros represents time in minutes and the last set, which is a 10, represents the time in seconds.

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I understand Express Scribe omits one zero in the first set but always, always remember to include it in your transcripts. Time stamping rules dictate that the time codes are written as follows [00:00:00]. So, always use this format.

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What Are the Types of Timestamping?

In English transcription, there are different types of timestamps. Transcriptionists mostly use them to transcribe interviews.

1. Phonetic Timestamps

Phonetic timestamps are used when you (the transcriber) hears a word but are unsure of the spelling. In this case, you type the word and include the timestamps as shown below.

Example – We went to the zoo and met [Cherise 00:07:00] there. Cherise is the word you are not sure of.

Having the right transcription tools (like time stamping software) can cut your transcription time in half and Express Scribe Pro Transcription Software with USB Foot Pedal is the tool to get the job done.

2. Inaudible Timestamps

Inaudible timestamps in English transcription are used when you cannot make out what the speaker is saying in the audio recording. Type the word “inaudible” and include the timestamps as shown below.

Inaudible Transcription Example – We went to the zoo and met [inaudible 00:07:00] there.

3. Cross-talk Timestamps

This is when the speakers are overlapping each other in an audio recording. When two, three, or even four speakers are all speaking at the same time it becomes nearly impossible to know who is saying what and at what time. Just type the word [cross-talk] in that section then proceed to the next parts that are audible.

4. Speaker Change Timestamps

Here, you insert time stamps and time codes every time a new speaker starts speaking. Whether it’s at 20 seconds or 30 minutes, that’s where you will place the time stamps.

5. Specified Intervals or periodic Timestamps

These are time stamps used at certain intervals. They can be after every 2 minutes, 5 minutes or 10 minutes. The most common ones are placed after every 2 minutes. See the example below.

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Example of Timestamping  at 2-minute Intervals

Speaker 1:   I’ll find it and send it to you.

Speaker 2:   Yeah. Yeah. Sure.

Speaker 1:  It looks very similar to this. It’s, every week we’ve got a task that they are responsible to learn. They spend three days with Jesse. They spend time with Curtis. They spend time with Cerise, Darla, the expediters. There’s time with each ODP member. Then they start going into all these classes that are online. Then at the end, we certify them.

It’s again, what I talked about earlier, some other talk on the job training. We don’t have the luxury here of hiring somebody and having them on staff for 10 to 12 weeks and then not producing.

Each week, they’ve got a task so that we keep them moving through the system learning but at the end, they’ve got to be certified. Just like ourselves, when our sales are done they have to … Warren will go out or Don or myself, we’ll go out and we act as a customer and make ourselves at home. We’ve got to validate that they are ready to go on the floor, the same thing for the field managers.

Once they’re done and they’ve worked their way through the system then we’ll go out and Jesse will head them from a PSE perspective. I’ll get them from the four critical priorities and just make sure they’ve got the gist of it. It’s the only way I think we can ensure that we’re all on the same page.

Speaker 2:   Do the field managers get any kind of training later on?

Speaker 1:   We do. Usually, I try and find something to train on a recorder [00:02:00]. As you know, as I said earlier, I’ve got a lot of tenure …

Watch this short video and learn more about time stamping in English transcription. Perfect for transcribing interviews!

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Final Thoughts

I hope you enjoyed this post on time stamping and time coding 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 videos to text by strictly following certain transcription guidelines if you are to produce quality work that meets your clients’ needs. And that’s how to time stamping in transcription.

Have you used timestamps in English transcription before or know someone who likes transcribing interviews? Leave a comment below. I’d love to hear from you.

Related: check out this rev transcription review for beginner and expert jobs!

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