OHMS in Aviary Documentation

7. Transcript Module

The purpose of the transcript module is to efficiently create time code references within an uploaded transcript. This will enable the linking of a public user’s search of the text to the corresponding moments in the online audio/video interview. OHMS presents a user friendly, efficient method to drop time code into a transcript at regular intervals that include: :30, 1, 2, 3, 4, and 5--minute intervals.
7.1. Upload a Transcript
In order for the “sync” function to be enabled, you must first upload the document. The transcript must be saved as a.docx, .doc, or .txt saved in Unicode UTF-8). It is recommended that, prior to uploading, you format your transcript with speaker identification followed by a colon with a line break between speakers.
7.2. Transcript Time Code and Auto-Syncronization
OHMS will automatically recognize timecode embedded in a transcript and will auto-synchronize the transcript. If the uploaded transcript contains timecode that conforms to OHMS intervals (00:00:30, 00:01:00, 00:02:00, 00:03:00, 00:04:00, and 00:05:00), there will be no need to manually synchronize the transcript. Timecode in the transcript must be formatted [HH:MM:SS] and be placed at the location of the corresponding text. The following is a sample: BEAM: --during Prohibition. Then, [00:02:00] when Prohibition was over, uh, he, my grandfather, Park Beam, had been a distiller, of course, all his life. And he was working with Jim down here to get this distillery started To upload a transcript, there will be a prompt to: Add the document file. Select the desired timecode interval. If your uploaded transcript contains OHMS-compliant time-stamps (00:00:30, 00:01:00, 00:02:00, 00:03:00, 00:04:00, and 00:05:00 formatted [HH:MM:SS]), you must identify the existing interval. If the uploaded transcript contains OHMS-compliant timestamps, the document will be automatically synchronized. If there is no time-codes in the uploaded transcript, identify the desired timecode interval upon upload. Upload a translation if a record has been marked as bilingual in the OHMS metadata. If a record will not have a transcript, clicking “No Transcript” will ignore the transcript synchronization aspects in the workflow progress calculation (See Section 9.0). If there is an existing transcript, and “No Transcript” is checked, the existing transcript will be overwritten and deleted. Save.
7.3. Initiating Transcript Synchronization
Once you have uploaded a transcript, you can begin the sync process. The “Sync” action button in the OHMS Studio record will indicate an interview’s eligibility for the transcript sync process. “Sync”: The “Sync” action button appears when the transcript has been successfully uploaded. To initiate the transcript sync process, click “Sync” This will open the transcript sync utility.
7.4. Synchronizing a Transcript
In preparation for synchronizing a transcript, you must select a sync-interval in the dropdown menu situated above the player. This will determine the sync-interval duration during the synchronization process as well as the sync-interval duration when the transcript is presented publicly in your OHMS viewer. By design, the OHMS transcript sync module enables you to expedite the synchronization workflow by focusing on the seconds preceding the placement of the time-sync marker (which varies depending on the selected interval). This “lead-time” is intended to facilitate the location of the text that corresponds to the audio or video moment in preparation of placing the time marker. The default lead-time is 10 seconds. You can shorten or lengthen this lead time by changing the lead-time next to the clock The audio or video will begin upon opening the transcript sync module / pressing the “play” button on the player. Click the forward button, you will be taken to the next location depending on the interval you have chosen. You will hear two chimes. Your first chime (lower pitched) is a warning, indicating that you have ten seconds (or otherwise specified lead-time) to locate the corresponding section of the transcript. When you have found the text in the transcript that corresponds to what you hear, follow along. At the minute mark, a second chime (higher pitched) will ring. When the second chime rings, click on the appropriate word in the transcript that is heard during (or closest to) this chime. Clicking on the corresponding word places a time code marker into the text (marked in green). If you succeed in placing the marker, you are automatically taken to the next interval (00:01:50). If you fail to place the marker in the allotted time, the same audio segment will replay after the post roll completes (default is 10 seconds). It will continue to repeat until the marker is placed. You can adjust the sync point by rewinding back or forwarding to the appropriate segment. This is indicated by the clock and the minute-interval counter. Then you can correct your sync placement when the bell rings on the minute. You must save your work prior to exiting or your sync data will be lost. There are save buttons at the top and bottom of the transcript. It is strongly recommended that you save your work periodically during the synchronization process.
7.5. Making Minor Text Edits During Transcript Sync
If at any time during the syncing process you wish to correct or edit the transcript, you can click the "Edit Transcript" button at the top or bottom of the transcript. This will automatically save the points you have already synced, and take you to the editing module. From here, you may make changes to the transcript, but be aware that this may change the placement of any sync points further along in the transcript. The “Edit Transcript” feature in the Transcript Sync module is designed for minor edits only. Substantive edits should be made on the original .txt version of the transcript and will require you to re-upload the transcript. Substantive edits will alter the line breaks and, therefore, alter sync points following the substantive edit. Fix Line Breaks One issue that can occur are the introduction of extraneous unwanted line breaks in the middle of a sentence or paragraph. The line breaks may be introduced with through formatting issues with the original transcript, problems encountered during the import of the transcript into OHMS in Aviary, or perhaps due to some error with OHMS in Aviary. Because OHMS transcript sync is recorded in XML according to line break, it is not recommended that a user make any changes to line breaks inside the OHMS Edit Transcript window. Instead, the user may use the Fix Line Breaks functionality.
7.6. Transcript Sync: Hints & Reminders
Using the control+f / command+f keyboard shortcut in order to search for a word you hear in the 10-second lead time to quickly locate the Sync point in the transcript. The default 10-second lead is adjustable, you can go faster or slower if needed. It is recommended that you do not upload the transcript with title or disclaimer pages prior to the beginning of the actual transcript, as this will interfere with your time-code syncing efforts.
7.7. Transcript Sync: Linkable Footnotes
The OHMS Application and the OHMS Viewer respond to linkable footnotes place in the document. These footnotes can contain text as well as hyperlinks. The OHMS utilizes BBCode in order to create linkable endnotes. This BBCode must be placed in the .txt document that is uploaded to the OHMS Application. In order to implement linkable footnotes, utilize double brackets [[text]] in the text of the transcript [[footnote]]1[[/footnote]] [[footnote]]2[[/footnote]] The following is the footnote code placed at the end of your document for a standard note containing text, followed by a note containing text and a hyperlink: [[footnotes]] [[note]]Sample Text[[/note]] [[note]]Sample Text[link]]http://www.oralhistoryonline.org[[/link]][[/note]] [[/footnotes]] The following is an example: Footnote Coding in Transcript Text: This old bunch, it's a, and two of my best buddies was Booker Noe[[footnote]]1[[/footnote]]. and Elmer T. Lee[[footnote]]2[[/footnote]] [[footnote]]3[[/footnote]], which we just lost--(laughs)--Elmer T. and Booker But us three would get together--(laughs)--it was a lot of fun in that day and time. We enjoyed being with each other and had a great time doing it. Footnote Coding at End of Transcript: [[footnotes]] [[note]]Frederick "Booker" Noe II was the Master Distiller at Jim Beam Distillery and was the grandson of Jim Beam. Booker Noe passed away in 2004.[[/note]] [[note]]Elmer T. Lee was the Master Distiller at Buffalo Trace Distillery. Lee passed away in 2013.[[/note]] [[note]]Nunn Center Interview with Elmer T. Lee, October 30, 2008, Buffalo Trace Distillery Oral History Project. [[link]]https://kentuckyoralhistory.org/ark:/16417/xt708k74tx0z#tab-2[[/link]] [[/note]] [[/footnotes]]
7.8. Synchronizing a Transcript & a Translation
If you intend to synchronize both a transcript and a translation, you will be prompted to do so in the transcript upload dialogue box. Following upload, you will be ready to synchronize. If you upload a transcript and a translation, you will need to synchronize both separately. You will synchronize each the same way you would synchronize a single transcript. Press “Save” when you complete the synchronization of the primary language. Then select the translation button and repeat the process.
7.1. Upload a Transcript
In order for the “sync” function to be enabled, you must first upload the document. The transcript must be saved as a.docx, .doc, or .txt saved in Unicode UTF-8).
It is recommended that, prior to uploading, you format your transcript with speaker identification followed by a colon with a line break between speakers.

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