Make & keep
Transcribe handwriting beside a photo strip without replacing the image
Keep a readable text record while showing what was actually written.
A transcription can help search and access, but it should not silently correct, expand or resolve uncertain handwriting. Keep the scan and the transcription linked so a reader can check the source mark.
Capture before transcribing
Scan the reverse and any attached envelope at a readable scale before handling or separating anything. Give each image the same object identifier. If the strip is stuck to an album page, preserve the relationship and seek conservation advice rather than peeling it free.
Evidence: Preservation guidance
Mark uncertainty
Copy spelling, line breaks and punctuation as they appear. Use square brackets for supplied words and “[unclear]” where a reading is uncertain. Keep your explanatory note in a separate field so readers know what belongs to the original inscription.
Compare the result
Have a second reader check the transcription against the scan. Record the transcriber and date, and retain prior versions if a later reading changes. Never overwrite the image to make the handwriting easier to read; create a labelled access copy if enhancement is useful.
Evidence: Preservation guidance
Sources & further reading
Sources for the specific facts and product descriptions above. Our worked examples, interpretations and practical suggestions are original editorial guidance.
- Library of Congress — Care, Handling, and Storage of PhotographsPreservation guidance
- Library of Congress — Recommended Formats Statement: Still Image WorksPreservation guidance