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  • How to translate and transcribe genealogy records
    • Main contributor: Thomas MacEntee
    German handwritten letter
    German handwritten letter.

    In the realm of genealogical research, transcription and translation of documents are indispensable tasks. Often, these documents are unique items accessible only in-person at archives or repositories. Alternatively, some documents may be available as scanned images, yet lack conversion to searchable text. Below is a comprehensive guide to websites, apps, and software designed to expedite the transcription of handwritten and challenging documents.

    Translation resources and tools

    Several translation tools, many of which are free, are available to assist family historians with documents in foreign languages. While these tools are beneficial, they should not replace professional translation services by native speakers.

    • ChatGPT is an AI platform that can translate text that is pasted into the message field.
    • Gemini is an artificial intelligence (AI) platform that allows users to upload a document or a scanned image and translate text.
    • Genealogy Translations is a Facebook group of genealogists who lend their foreign language skills to help translate documents.
    • Google Translate can be accessed via web browser and mobile device app and translates text between 100 different languages. Users can type text, copy and paste from a scanned document, and even speak text to be translated. Google Translate can also translate text on images.
    • iTranslate Voice supports 42 different languages and is intended for real-time voice-to-voice translation as well as text translations.
    • Text Grabber allows users to scan and translate any printed text from an image. Over 60 languages are recognized.

    Translation tips and tricks

    • Compile a list of common genealogy terms in the specific language of your research, such as Greek or German. This list can aid in searches.
    • Create Google Alerts using specific words in an ancestor’s native language including occupations and common genealogy terms. Example: Henneberg witwe would bring results for a widow in the Henneberg surname.
    • Consider purchasing one of the low-cost text-to-speech / voice-to-voice translation apps such as iTranslate Voice. Frequently used phrases can be saved to a phrasebook.

    Transcription tools

    Transcript software
    Transcript software

    A variety of technological tools are available for transcribing documents, each offering unique features.

    • Dragon Naturally Speaking: A voice-to-text software that allows dictation directly into a computer. The mobile version is free for iOS and Android, making it ideal for on-the-go transcription.
    • GenScriber: Tailored for genealogy research documents such as census records and indices. It features a split-screen format and supports both simple and spreadsheet formats.
    • Google Voice Typing: Available in Google Drive, this tool transcribes spoken words into text.
    • Microsoft Word Dictation: Similar to Google Voice Typing, this feature translates spoken words into text.
    • Transcript: A free program designed for transcribing digital images of documents. The pro version offers advanced features like search and replace and image manipulation. It employs a split-screen interface for simultaneous viewing and typing.

    The challenge of old handwriting

    In today's digital age, reading cursive handwriting is becoming a lost art. Genealogists often struggle with deciphering the handwriting of ancestors. It's crucial to understand the context, slang, abbreviations, and spelling styles of the time. GenealogyInTime offers extensive tutorials to build skills for transcribing old handwriting.

    Transcription projects

    Engage in transcription projects to practice skills and contribute to the genealogy community:

    • National Archives and Records Administration: The Transcribe | Citizen Archivist page offers missions including documents from the JFK assassination, Eleanor Roosevelt, and the Cowen Report.
    • Old Weather: Volunteers transcribe historic ship logs at Old Weatherto create a database of historic weather data and voyage stories.
    • German Genealogy Records Transcription Group: German Genealogy Records Transcription Group on Facebook assisting with deciphering handwritten German records.

    Transcription tricks and tips

    • Document facts exactly as found without interpretation.
    • Format text to match the original document, including line endings and page length.
    • Use brackets for notations such as “[sic]” for errors or brief explanatory notes.
    • For illegible words, use blank underlines in brackets [__________].
    • Create negative images for difficult-to-read documents to enhance visibility.
    • Use Wolfram Alpha to decipher missing letters by entering the partial word with blanks.
    • Utilize dictation software like Dragon Naturally Speaking for hands-free transcription.
    • Donate digital transcriptions to original repositories as a way to give back.

    Using AI to translate and transcribe genealogy records

    Many of the tips, tools, and resources listed above are dedicated to traditional methods of translating and transcribing genealogy records. Over the past few years, the power of artificial platforms like ChatGPT has been used to quickly and efficiently complete the same tasks. See Using AI to translate and transcribe genealogy documents.

    See also

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