Fieldwork Workflow: Record → Backup → ELAN → Archive (Research SOP)

Fieldwork workflow works best when you treat each recording like irreplaceable data from the moment you press record. A solid research SOP should cover five things: clear recording standards, a simple 3-2-1 backup plan, consistent file naming, repeatable ELAN annotation steps, and careful archiving with metadata.

The goal is simple: collect usable data, protect it fast, and make it easy to find and reuse later. This guide gives you an end-to-end fieldwork workflow you can adapt for interviews, language documentation, oral history, and other research projects.

Key takeaways

• Record with consistent settings and test gear before every session.
• Back up files the same day using a 3-2-1 strategy: three copies, two media types, one off-site copy.
• Use one file naming rule across audio, video, notes, photos, transcripts, and ELAN files.
• Create metadata at the start, not months later.
• Build ELAN annotation from a template so tiers stay consistent across the project.
• Plan failure recovery before problems happen.
• Archive masters, working files, and documentation in a clear package.

1. Set up your recording standards before fieldwork

Your recording standards decide whether your data will be usable later. Make these choices once, write them down, and use them for every session unless the project truly needs an exception.

Choose core recording settings

• Audio master: WAV format, uncompressed.
• Audio settings: 24-bit, 48 kHz is a practical default for research.
• Video master: use a stable, widely supported format and keep original camera files.
• Channels: record mono only when one microphone is used; use separate channels if your recorder supports them and you have more than one source.
• Microphones: prefer an external microphone over a built-in device microphone.
• Environment: reduce fan noise, street noise, table bumps, and phone alerts.

For accessibility work later, strong source audio also helps with captioning and transcription quality. If your project will need deliverables beyond research notes, keep that in mind when planning transcription services.

Use a short pre-record routine

• Check batteries, storage space, cables, and time/date settings.
• Confirm consent and any restrictions on use, sharing, or archiving.
• Place microphones close enough for clear speech.
• Record a 10-second test and listen with headphones.
• State a spoken slate at the start: project ID, session ID, date, location, speaker code, and recorder used.

Recording checklist

• Equipment charged and tested
• Correct format and sample rate selected
• Headphones packed
• Consent confirmed and documented
• Session ID assigned before recording
• Background noise checked
• Test clip recorded and reviewed
• Field notebook or digital note template ready

2. Back up every session with a 3-2-1 strategy

The safest time to back up your files is right after recording. Do not leave the only copy on a recorder, phone, SD card, or camera.

A 3-2-1 backup strategy means three copies, on two different media types, with one copy stored off-site. The U.S. National Park Service also recommends keeping original files and maintaining organized metadata for digital preservation workflows in field and archive contexts through its digital preservation guidance at digital preservation resources.

A simple same-day backup workflow

• Copy 1: original file stays on the recorder card until you verify transfer.
• Copy 2: transfer files to your laptop or field computer.
• Copy 3: copy the same files to an external SSD or hard drive.
• Off-site copy: upload to secure institutional storage or trusted cloud storage when internet is available.

Do not move files first. Copy them, verify them, and only then consider deleting media after your project policy allows it.

Verify before you relax

• Open audio and video files after transfer.
• Check file sizes against the original media.
• Listen to the beginning, middle, and end of each recording.
• Confirm the copied file names match your log sheet.
• Write down where each backup copy lives.

Backup checklist

• Primary transfer completed
• Second local copy created
• Off-site copy scheduled or completed
• Spot check done on every file
• Transfer log updated
• Original media retained until verification is complete

3. Use file naming and folder rules that survive the whole project

Bad naming creates lost time and lost data. A good naming system is short, predictable, and readable by both humans and software.

Build one naming pattern

Use a pattern like this: ProjectID_Location_Date_SessionID_SpeakerCode_ItemType_Version.

• Example audio master: LANGDOC_MAD_2026-05-14_S03_SPK01_AUDM_v01.wav
• Example video master: LANGDOC_MAD_2026-05-14_S03_SPK01_VIDM_v01.mov
• Example ELAN file: LANGDOC_MAD_2026-05-14_S03_SPK01_ANNOT_v01.eaf
• Example notes file: LANGDOC_MAD_2026-05-14_S03_FIELDNOTES_v01.docx

Keep naming rules simple

• Use ISO-style dates: YYYY-MM-DD.
• Avoid spaces and special characters.
• Use leading zeros for session numbers if needed.
• Use clear item codes such as AUDM, AUDD, VIDM, PHOTO, META, ANNOT, TRANS.
• Version working files with v01, v02, v03.
• Never rename files casually after sharing them with others.

Suggested folder structure

• 01_admin — protocols, consent forms, codebooks
• 02_metadata — session sheets, logs, spreadsheets
• 03_media_masters — original WAV/video files
• 04_media_derivatives — MP3, compressed copies, clips
• 05_annotations — ELAN files and templates
• 06_transcripts — transcripts and review versions
• 07_photos_docs — context images, scans, maps
• 08_archive_package — final submission set

File naming checklist

• Naming convention documented
• Folder structure created before first trip
• Session ID assigned consistently
• Version numbers used for edited files
• Metadata file links each session to each asset

4. Create a repeatable ELAN annotation workflow

ELAN becomes much easier when you start from a template. Decide your tiers, labels, and annotation rules before you annotate a large batch.

Set up an ELAN template

• Create a project template with standard tiers.
• Use consistent linguistic or research labels across all sessions.
• Document what belongs in each tier.
• Store the template in your admin folder and version it.

Example tier structure

• Speaker — main utterance segmentation
• Transcription — verbatim text
• Translation — target-language translation
• Notes — context, uncertainty, events
• Morpheme/Gloss — if your project needs it
• Non-speech — laughter, pauses, environmental sound

Practical ELAN steps for each session

1. Copy the media master to your working area or link to the approved working file.
2. Create a new .eaf file from the project template.
3. Name the ELAN file using the same session ID as the recording.
4. Link the correct media file and confirm it opens without errors.
5. Segment the recording into manageable annotation units.
6. Add first-pass transcription.
7. Add translation or notes on separate tiers.
8. Review timing alignment and tier consistency.
9. Save a new version at major milestones.
10. Export backups of annotation files regularly.

If you need help turning recordings into text before detailed annotation, a mix of human review and automated transcription can speed up first-pass work, especially for long sessions.

ELAN quality rules

• Keep one annotation guide for spellings, abbreviations, and symbols.
• Mark uncertain hearing with a consistent tag.
• Do not mix translation and commentary in one tier.
• Review difficult segments with headphones.
• Track who annotated and who reviewed each file.

ELAN checklist

• Template used
• Media linked correctly
• Tier names match project standard
• Session ID matches source files
• First-pass annotation completed
• Review completed or assigned
• Updated .eaf backed up

5. Archive masters, metadata, and working files in one clear package

Archiving is not just long-term storage. It is the process of making your data understandable and usable later by you, your team, your institution, or an approved repository.

What to include in the archive package

• Original master audio and video files
• Final ELAN files and, if needed, exported text formats
• Transcripts, translations, and notes
• Metadata spreadsheet or XML/CSV records
• Consent and access restriction documentation
• Readme file that explains the folder structure, naming rules, software versions, and abbreviations
• Checksums if your archive requires fixity information

Minimum metadata to capture

• Project title and project ID
• Session ID
• Date and location
• Researcher and recorder/operator
• Participant or speaker code
• Language or content description
• Equipment used
• File format and duration
• Consent status and access level
• Related files: notes, photos, transcript, ELAN file

When your material may later be shared publicly, make sure accessibility and re-use needs are considered early. For published video, captions may also be required under accessibility standards such as WCAG guidance from the W3C at WCAG.

Archiving checklist

• Masters preserved untouched
• Derivatives separated from masters
• Metadata complete
• Readme included
• Consent restrictions documented
• Archive folder validated
• Final copy stored in approved repository or institutional storage

6. Failure recovery: what to do when something goes wrong

Fieldwork problems happen. A good SOP does not promise perfection; it tells you what to do next.

If files are lost

• Stop recording onto the same card or device right away.
• Check whether the file exists under a different name or folder.
• Look in import folders on your laptop, backup drive, and cloud sync locations.
• Review your transfer log and session notes to trace the last known copy.
• If the file was deleted from media, isolate the card and follow your institution’s data recovery process.
• Document the incident in the project log.

If media is corrupted

• Do not keep opening and saving the damaged file.
• Duplicate the corrupted file before any recovery attempt.
• Try opening it from a different device or software version.
• Test checksum or file integrity tools if your workflow uses them.
• Work from another backup copy if one exists.
• Record which copy became corrupted and when you noticed it.

If a recording is unusable

• Assess whether partial audio is still useful for notes or timing.
• Check for parallel sources such as a second recorder, phone memo, or camera audio track.
• Write a reconstruction note immediately while details are fresh.
• Schedule a re-recording only if ethics, consent, and the research design allow it.

Failure recovery checklist

• Problem identified and logged
• Affected media isolated
• Backup copies checked
• Recovery attempt documented
• Supervisor or project lead notified if required
• Preventive change added to SOP if needed

7. A simple end-to-end SOP you can adopt

If you want one practical rule, make this your default: record clean masters, back them up the same day, annotate from a template, and archive with metadata before memories fade.

End-to-end fieldwork SOP

1. Before fieldwork: prepare equipment, naming rules, folder structure, metadata sheet, and ELAN template.
2. During recording: confirm consent, assign session ID, record a test, capture spoken slate, and keep field notes.
3. After each session: copy to computer, copy to external drive, verify files, and create off-site backup.
4. During processing: rename only according to the project rule, update metadata, create derivatives if needed, and begin ELAN annotation from template.
5. During review: check annotation consistency, version files, and back up updated ELAN files.
6. Before archive deposit: gather masters, derivatives, annotations, transcripts, metadata, consent documentation, and readme into one package.
7. At project close: validate the archive package and store it in the approved repository.

Common questions

Should I record in MP3 to save space?

Usually no for master files. Use uncompressed WAV for the master, then create MP3 copies only for sharing or quick review.

How soon should I back up field recordings?

Back them up the same day, ideally right after the session. The longer you wait, the more risk you take.

Do I need both masters and derivatives?

Yes, that is the safest approach. Keep original masters untouched and make separate working or compressed copies for daily use.

What should I put in ELAN first?

Start with segmentation and a basic transcription tier. Then add translation, notes, and any project-specific tiers.

How detailed should metadata be?

Detailed enough that another approved person can understand what the file is, who created it, when, where, and under what access conditions. If in doubt, capture more context now rather than later.

What is the biggest mistake in a fieldwork workflow?

Keeping only one copy of a recording. Close behind are weak file naming and missing metadata.

When should I archive the data?

Start archival organization from day one. Do not wait until the end of the project to create metadata and documentation.

A clear fieldwork workflow protects your research and saves time later. If you need help converting recordings into reliable text for review, annotation, or preservation, GoTranscript provides the right solutions through its professional transcription services.