Transcriptions
Type the letters in Word or a similar suitable program.
Separate pages of a letter should not be noted. The only separations that appear in the letter are paragraphs.
Follow the paragraph structure of the letter and separate paragraphs by spacing rather than using indentation to mark the separation.
Transcribe exactly as in the original. Do not change anything, such a punctuation, grammar, or spelling. If in the original a shortcut has been used for the word 'and' use '&' not '+'.
Anything that is unclear (ie words, parts of words, names, etc.) should be indicated by square parentheses containing a question mark - [?]. It is best not to guess. When in doubt about anything, just make a note that there is some uncertainty and if the photocopies are submitted we can have a look.
On the photocopies of the letters feel free to make notations or other marks which may help in your transcribing or to note uncertainties.
Whenever possible save each letter as a separate document,which will assist us when putting the individual letters into the website. In order to remain consistent with our notation system, please save each letter in the following manner: letter.Jan1.1918.
If there is more than one letter on a date, number each letter to differentiate the letters. For example two letters on January 6, 1918 would be saved as letter.Jan6.1.1918 and letter.Jan6.2.1918
If a letter has no date, save it as: letter.nd
If there is more than one letter with no date, save them in the same manner as multiple letters on the same date. For example: letter.nd.1; letter.nd.2; etc
When transcribing, ignore the letterhead in the transcription. Regardless of the formatting of the original align everything with the left margin. This will keep the formatting consistent with what is already in the project as in the example below:
France
July 17, 1917
Dear Mother,
It has been difficult......
Your loving son,
Bill
As noted above in the transcribing of letters, do not change anything in the original. Transcribe the diary exactly as in the original, without changing spelling, punctuation, etc.
Separate pages of the diary should not be noted. The only separations that appear in the diary are the separate entries by date.
Anything that is unclear (ie words, parts of words, names, etc.) should be indicated by square parentheses containing a question mark - [?]. It is best not to guess. When in doubt about anything, just make a note that there is some uncertainty and if the photocopies are submitted we can have a look.
Regardless of the formatting of the original align everything with the left margin. This will keep the formatting consistent with what is already in the project.
Unlike the letters, each entry is not a separate document. Save the entire diary as a single document, or if the diary is long, save it by year or parts of a year.
Separate each entry as below with spaces between each individual entry:
May 7
Raining hard. Very quiet at...........
May 8
Today we were back to the reserve line for a well deserved rest. There were four letters waiting.......
May 9
Still raining.........
If there are any questions at any time when transcribing materials for the project, please feel free to contact us at any time at letters@viu.ca