Archiving Oral History Audio and Transcripts: Metadata + File Formats Checklist

To archive oral history audio and transcripts well, save stable “preservation” file formats, capture consistent metadata, and verify files with checksums before you store and share them. A simple folder structure and clear access controls protect restricted interviews while keeping approved copies easy to find. This guide gives you a practical checklist for preparing interviews for long-term preservation and access.

Primary keyword: archiving oral history audio and transcripts.

What “good” oral history archiving looks like (and why it matters)

Oral histories are more than audio files, because context makes them usable and ethical to share. Archiving oral history audio and transcripts means you preserve the content, the meaning, and the rights around it.

A strong archive package usually includes:

• One high-quality preservation master (kept unchanged).
• One or more access copies (smaller files used for listening, reading, and publishing).
• Accurate transcripts plus a clear link between text and audio.
• Standard metadata so people can find, cite, and interpret the interview.
• Fixity checks (checksums) so you can prove nothing changed.
• Rights and restrictions documentation so you share responsibly.

If you do this work upfront, you reduce risk later, such as lost files, unreadable formats, or accidental release of restricted content. You also make future migration and discovery much easier.

Recommended file formats for long-term preservation (audio + text)

The safest approach uses two sets of formats: preservation masters for longevity, and access files for day-to-day use. Keep masters unedited after you create them, and generate access copies from masters whenever needed.

Audio formats: preservation masters vs access copies

Preservation master (recommended):

• WAV (Broadcast WAV / BWF if available) for uncompressed audio and embedded technical metadata.
• Use PCM encoding, and record or export at 48 kHz sample rate and 24-bit depth when possible.

Access copy (recommended):

• MP3 (widely compatible) or M4A/AAC (good quality at smaller sizes).
• Choose a consistent bitrate policy (for example, 128–192 kbps for spoken word), and document it in your metadata.

Working/editing files (optional):

• If you do noise reduction or edits, keep an edited WAV separate from the unedited master, and label it clearly as “edited.”

Transcript and document formats

Preservation transcript (recommended):

• PDF/A for a long-term, self-contained document format intended for archiving.

Editable transcript (recommended):

• TXT (UTF-8) or DOCX for editing and re-use.
• HTML if you plan to publish the transcript on a website.

Time alignment (optional but helpful):

• WebVTT or SRT if you want time-coded text for search, playback sync, or captions.

Images and scanned paperwork (consents, releases)

• TIFF for preservation scans (lossless).
• PDF/A for signed release packets when you need a single, archivable file.
• JPEG/PNG for access copies.

When you cite standards, stick to authoritative sources and your institution’s policies. For PDF/A, see the Library of Congress overview of PDF/A as a preservation format.

Metadata fields to capture (minimum viable + nice-to-have)

Metadata turns a recording into a researchable item, and it prevents confusion when staff changes. Use a simple, repeatable set of fields, and store it in both human-readable and machine-readable forms when possible.

Minimum metadata (capture for every interview)

• Identifier: unique ID (do not rely only on filenames).
• Title: clear, consistent naming, such as “Oral history interview with [Name], [Date].”
• Interviewee (narrator) name: preferred form, plus variants if needed.
• Interviewer name (and interpreter, if any).
• Date recorded and location recorded (city, region, venue if appropriate).
• Language(s) of the recording and transcript.
• Summary/abstract: 3–8 sentences describing major topics.
• Keywords/subjects: 5–15 terms, using a consistent vocabulary if you have one.
• Rights holder and copyright statement if known.
• Access restrictions: open, embargoed until date, on-site only, permission required, or fully closed.
• Consent/release status: present/absent, signed date, and where the document is stored.
• File inventory: list of all files included in the package (audio master, access MP3, transcript PDF/A, etc.).

Technical metadata (helps preservation and troubleshooting)

• Audio format details: codec, sample rate, bit depth, channels (mono/stereo).
• Duration and file size.
• Recording device and microphone (if known).
• Digitization details (if converted from cassette or reel): deck model, A/D converter, settings, operator, date.
• Transcript method: human, automated, or hybrid; plus a note on proofreading status.

Ethical and descriptive metadata (often overlooked)

• Preferred name/pronouns (only if appropriate and consented).
• Community or cultural notes (for culturally sensitive material).
• Sensitivity flags: topics that require care (e.g., trauma, minors, medical details).
• Redaction notes: what was removed and why, with dates and approver.

Tip: Put restrictions in multiple places (metadata + a readme) so they do not get lost when files move.

Checksums and fixity: how to prove your files didn’t change

A checksum is a short “fingerprint” made from a file, and you can use it to detect corruption or accidental edits. This process is often called fixity.

What to use

• SHA-256 is a common choice for long-term fixity workflows.
• Store checksums in a manifest file you keep with the package.

When to create and verify checksums

• After capture/export: create checksums for preservation masters and key documents.
• After transfer: verify checksums whenever you move files to a server, external drive, or repository.
• On a schedule: run periodic fixity checks (quarterly, semiannual, or annual, based on your capacity).

What the checksum file should include

• Checksum algorithm used (e.g., SHA-256).
• Checksum value for each file.
• Filename and relative path (so you can validate folder structure).
• Date created and the tool used (if you want reproducibility).

If your repository platform supports automated fixity checks, still keep a local manifest for packaged transfers and long-term independence.

Folder structure and file naming: a simple template you can adopt

A consistent structure prevents “mystery files” and makes it easier to automate ingest, backups, and access workflows. Keep it simple enough that staff and volunteers can follow it.

Recommended top-level structure (per interview)

• [CollectionID]_[InterviewID]/
  • 00_README/ (overview, restrictions, inventory)
  • 01_Preservation/ (masters: WAV/BWF, PDF/A, TIFF)
  • 02_Access/ (MP3/M4A, access PDFs, derivatives)
  • 03_Transcripts/ (DOCX/TXT, time-coded files, versions)
  • 04_Admin/ (releases, consent forms, correspondence)
  • 05_Metadata/ (CSV/JSON/XML exports, catalog records)
  • 06_Checksums/ (manifest files, fixity logs)

File naming conventions (keep them boring and stable)

• Use a unique identifier and date in YYYY-MM-DD format.
• Avoid spaces and special characters; use underscores.
• Include a short role label like master, access, transcript, release.

Example:

• COLL01_INT003_2026-02-22_master.wav
• COLL01_INT003_2026-02-22_access.mp3
• COLL01_INT003_2026-02-22_transcript_preservation.pdfa.pdf
• COLL01_INT003_2026-02-22_transcript_editable.docx
• COLL01_INT003_release_2026-02-22.pdfa.pdf

Versioning tip: If you must version files, add v01, v02 and keep a short change log in the README.

Access controls for restricted interviews (without breaking the archive)

Restrictions often come from consent terms, safety concerns, cultural protocols, or privacy laws. You can protect people while still preserving the master files and enabling approved access.

Start with clear restriction categories

• Open: available to the public online.
• Reading room / on-site only: available in a controlled location.
• Embargoed until a date: closed now, opens later.
• Permission required: access only after review and approval.
• Closed: no access, or only to specific staff roles.

Practical controls you can implement

• Separate access copies: store restricted access files in a different access directory or system than public files.
• Role-based permissions: limit who can view “Admin” and “Preservation” folders.
• Redaction workflows: create a redacted access transcript or excerpt audio when consent requires it, and never alter the preservation master.
• Audit trail: keep a simple log of who approved access and when, especially for “permission required” interviews.
• Clear labeling: put restrictions in metadata, README, and catalog records so they travel with the file.

If you handle personally identifiable information, follow your organization’s legal guidance and data policies. In the United States, an overview of privacy and de-identification concepts appears in HHS guidance on de-identification (useful even outside healthcare as a plain-language reference).

Long-term preservation checklist (audio + transcripts)

Use this checklist when you finish an interview, receive legacy files, or prepare a batch for repository ingest. It focuses on actions you can verify.

1) Intake and file preparation

• Confirm you have the best-available source (original digital recording or highest-quality transfer).
• Create a preservation master (WAV/BWF) and do not edit it afterward.
• Create an access audio file (MP3/M4A) from the master.
• Produce a preservation transcript (PDF/A) plus an editable version (DOCX/TXT).
• Decide whether you need time-coded text (WebVTT/SRT) for syncing and search.

2) Quality control

• Listen for major issues: missing sections, wrong speed, channel problems, clipped audio.
• Spot-check transcript accuracy and speaker labels, especially names, places, and dates.
• Verify that the transcript matches the correct audio file and interview ID.

3) Metadata and documentation

• Assign a unique identifier and apply it consistently across files and metadata.
• Write a short abstract and add keywords.
• Record rights, consent status, and restriction level.
• Save a file inventory and a README that explains your structure and rules.

4) Fixity (checksums)

• Create SHA-256 checksums for each file.
• Save the checksum manifest in a dedicated Checksums folder.
• Verify checksums after any transfer or upload.

5) Storage and backups

• Store preservation masters in a managed, backed-up location.
• Keep at least one additional copy in a separate system or location.
• Document where each copy lives and who maintains it.

6) Access and restrictions

• Separate preservation from access copies.
• Apply role-based permissions for restricted interviews.
• Create redacted access versions when required, and label them clearly.
• Set review dates for embargoes and permission-based access.

7) Ongoing maintenance

• Schedule periodic fixity checks.
• Plan for format migration if your institution changes systems or standards.
• Keep metadata updated when restrictions change or new derivatives are created.

Common pitfalls (and how to avoid them)

• Mixing masters and access files: keep them in separate folders and use clear naming.
• Editing the master: preserve an untouched original, and put edits in a new, labeled derivative.
• No link between transcript and audio: use a shared identifier and store both in the same package.
• Hidden restrictions: put restrictions in metadata, README, and any catalog record.
• Inconsistent naming: adopt one convention and enforce it with a checklist.
• No checksums: create fixity info at ingest, not years later when provenance is unclear.

Common questions

Should I keep both the raw recording and a cleaned-up version?

Yes, if you can. Keep the unedited preservation master, and store cleaned audio as a separate derivative labeled “edited,” because future tools may handle noise reduction better and you may need to prove authenticity.

Is MP3 okay for preservation?

MP3 works well for access, but it is not ideal as a preservation master because it is lossy. Use WAV/BWF for preservation, and create MP3/M4A for listening and distribution.

What metadata format should I use: CSV, XML, or something else?

Use what your repository or catalog supports, and keep a simple export you can read without special software, such as CSV. The most important part is consistent fields and stable identifiers.

How do I handle interviews with multiple languages?

Record language information for each file, and keep transcripts and translations clearly labeled. If you create translated text, store it as its own file with a matching identifier and language tag.

Do I need time-coded transcripts?

Not always, but they help with search, excerpts, and syncing text with playback. If you publish audio online, time-coded captions (WebVTT/SRT) can also support accessibility workflows.

What should I do if the release form is missing?

Mark the rights and consent status as “unknown” in metadata, restrict access until you clarify permissions, and keep notes on outreach attempts. Avoid publishing files publicly without clear authorization.

How do I share restricted interviews with approved researchers?

Use a controlled access method, such as on-site access or a permission-gated system, and provide access copies rather than masters. Keep an access log or approval record alongside the admin metadata.

Key takeaways

• Use WAV/BWF as your preservation audio master and MP3/M4A for access copies.
• Store transcripts as PDF/A for preservation plus DOCX/TXT for editing and reuse.
• Capture consistent metadata, especially identifiers, rights, and restriction levels.
• Create and verify SHA-256 checksums to detect file changes over time.
• Separate preservation and access folders, and apply clear access controls for restricted interviews.

If you want searchable, usable transcripts and captions to support your oral history archive, GoTranscript can help with the right solutions, from transcript creation to file-ready deliverables that fit your workflow. You can learn more about professional transcription services and choose options that match your preservation and access needs.