TWE: Template Issue: Research: Interview Transcripts: Clean up and De-identify

[pandanista]

Overview

We need to create a template issue for TWE: Research: Interview Transcripts: Clean up and De-identify so that we have a consistent, transparent, defined, and self-supporting structure for people creating them.

Action Items

Customize this issue

• Customize this issue by adding the Name of Issue Template.
  • Note: An issue template's name is different from the issue title created from the template.
  • Search for TWE: Research: Interview Transcripts: Clean up and De-identify by using the browser search (Mac: ⌘+F; PC: Ctrl+F)
  • Replace the keyword string (including text and the brackets) below with the name of your issue template according to the template naming convention: TWE: Role: Direct object: Action verb
    • The role is the primary owner of the issue template (e.g., Research, Design, Product)
    • Direct object should be the item that we're updating or working on (e.g., Wiki, Interviews, Roadmap)
    • Action verb should be the main descriptor of the action items (e.g., Update, Create, Transcribe)

Customize the issue settings (located in right sidebar)

Change the issue settings to ensure the issue is properly categorized and easy to manage.

• Under Assignees, assign yourself.
• Under Projects, choose gear, choose Repository, and choose TWE Project Management.
• Add the milestone: Project Management
• Add a feature label specific to what the template is related to, if available. If not clear what you should use, ask product.

Customize template draft

Create a draft of new template, which will be known as our "draft".

• Copy resource 1.01 Content to copy for draft to a new comment on this issue.
• In your draft, fill out the top part (called front matter) with the following information. See resource 1.02 Front Matter Resources section below for definitions and examples.
  • Name
  • About
  • Title
  • Labels
• Define any Dependencies (or remove the dependency section if there is no dependency)
• Customize the Overview section
• Fill out the Action Items section (in your draft) by defining the steps that are required to be done, keeping the following in mind:
  • The person working on this issue might be new to the org, so the issue should be able to be worked on without any prior knowledge
  • If the person needs to add links, or put documents in specific locations, the place where they can do that action must be linked in the resources section
    • The links in the resources section provided by the issue creator should be in the same order as the Action Items
    • Refer to resource 1.03 Example Action Items for Finding Wiki Page and Template for an example of how to write clear instructions that avoid compound steps (steps within a step).
  • Number each resource in the order each resource appears in the Action Items
    • Group resources into numbers and decimals (e.g., Resource 1.01, Resource 2.01)
    • Group the resources based on whether they are available when making the issues or they need to be created from this issue
      • If the resource is available, then group it under the Resources for creating this issue section (e.g., Resource 1.01, Resource 1.02, Resource 1.03)
      • If the resource will be delivered or created from this issue, then group it under the Resource links gathered during the making of this issue section (e.g., Resource 2.01, Resource 2.02, Resource 2.03)
• If documents or folders (sheets, docs, presentations, dashboard, etc.) will be created, find the document template that should be used by checking resource 1.04 WIKI Templates by role pages.
  • If there is a template
    • Add a link to the template into the #### Resources for creating this issue section of your draft
  • If there is no template yet
    • Put a placeholder into the #### Resources for creating this issue section of the draft [TWE: Template Issue: [Role]: [Replace ACTION VERB][Replace DIRECT OBJECT]
• Get sign-off by Product on the draft

If this is for a template draft that needs testing at a later stage, please use the following handoff steps:

• Add feature: template creation (step 1) to this issue
• Once the template draft is finished, assign a team member or yourself to create testing issues
• Once the testings issues are completed, get sign-off by Product on the template draft
• Create or update the template issue on the repo
• Add the link to the new issue template once created to resource 2.01. Find by clicking on the Get started button to the right of the new template listed on new issue page
• Update the appropriate place in the wiki for your template (see resources section)

Resources/Instructions

Resources for creating this issue

• 1.01 Content to copy for draft

Draft of template issue for `[Replace NAME OF ISSUE TEMPLATE]`
---
**name:** TWE: Template Issue: [Replace ROLE]: [Replace ACTION VERB][Replace DIRECT OBJECT]
**about:** This issue helps you structure your template issue to be consistent with our other template issues in [Replace DIRECT OBJECT]
** title:** TWE: [Replace ROLE]: [Replace DIRECT OBJECT]: [Replace ACTION VERB]
**labels:** 'feature: board / google drive / tools, feature: missing, milestone: missing, role: missing, size: missing', 'Participant Type: missing', 'complexity: missing'
**assignees:**

---
#### Instructions for creating this issue
The person who creates this issue should use these links to add links to the resources section and customize this issue
- Customize the issue
    - [ ] Copy and paste entire template text in this issue into text editor (ie., "TextEdit" on _Mac_, "Wordpad" on _PC_)
    - Use Find/Replace (**Mac:** ⌘+F or **PC**: Ctrl+F) to search for and replace the keyword strings (including text and the brackets) below with the appropriate values 
    - [ ] Search for `[Replace`
    - [ ] Replace with whatever the keyword or information is asking for.
- Customize the issue settings (located in right sidebar)
    - [ ] Under Labels, add labels for any labels identified as missing
    - [ ] Remove the corresponding missing labels
    - [ ] Under Projects, choose gear, choose "Repository," and choose TWE: Project Board.
    - [ ] Add the milestone: [Replace MILESTONE]
    - [ ] Add a feature label specific to what the template is related to, if available. If not clear what you should use, ask product.
- Customize dependencies 
    - [ ] If no dependencies, delete dependency section
    - [ ] If dependencies, add the dependencies (any issue or reason that would prevent the action items from being completed)
- Remove this section.
    - [ ] Delete this section when all the checkboxes above are complete (i.e., the issue assignee will never see this part)

### Dependencies

### Overview
We need to [Replace ACTION VERB] [Replace DIRECT OBJECT] for [Replace REASON].

### Action Items
A STEP BY STEP LIST OF ALL THE TASK ITEMS THAT YOU CAN THINK OF NOW EXAMPLES INCLUDE: Research, reporting, coding, etc.

### Resources
#### Resources for creating this issue
- 1.01
- 1.02

#### Resources gathered during the completion of this issue
- 2.01
- 2.02

• 1.02 Front Matter Resources

  Front Matter Fields and Meaning

  • name: (name that appear on the new issue tab)
  • about: (is the description that appears next to the issue template on the new issue tab)
  • title: (the title that appears when the issue is created. User then customizes this title for their issue)
    • Use the naming convention: TWE: Role: Direct object: Action verb
    • If more than one word should go into the direct object spot, use multiple square brackets with the keyword (see example below)
  • labels: (choose the labels that will be the same each time, and choose missing labels for the ones that depend on content)
  • assignees:
  Front Matter Field Example

  • name: 'TWE: Template Issue: Research: Create Roadmap'
  • about: This issue helps you structure your template issue to be consistent with our other template issues in roadmap
  • title: 'TWE: Research: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF RESEARCH METHOD]: Roadmap : Create'
  • labels: 'feature: research', 'feature: roadmap', 'milestone: missing', 'role: UI/UX research', 'Participant Type: missing', 'Research 000: missing', 'complexity: missing'
  • 'size: 0.50pt'
  • assignees: ''

• 1.03 Example Action Items for Finding Wiki Page and Template

  Example Action Items

  ### Action Items
  - Customize wiki page
       - [ ] Go to link 1.01 Internship Wiki, Join the team page
       - [ ] Find wiki page for this issue by looking at role pages.
       - [ ] Copy the link for the wiki page.
       - [ ] Add the link to Resource 2.01
          - [ ] Add the name of the link in square brackets
          - [ ] Add the URL in parenthesis without a space between the square bracket and parenthesis
  - Customize document template.
      - [ ] Go to link 1.02 Design Process Overview
      - [ ] Find document template that should be used in this issue.
      - [ ] Copy the link for the template.
      - [ ] Add the link to Resource 2.02
          - [ ] Add the name of the link in square brackets
          - [ ] Add the URL in parenthesis without a space between the square bracket and parenthesis
  

  Example Resource Lists

  ### Resources for creating this issue
  - 1.01. [Internship Wiki, Join the team page](https://github.com/hackforla/internship/wiki/Joining-the-Team)
  - 1.02. [Design Process Overview](https://github.com/hackforla/internship/wiki/Design-Process-Overview)
  
  ### Resource links gathered during the making of this issue
  - 2.01. [Wiki page for [Replace TYPE OF ROLE]]
  - 2.02. [TWE: Template: [Replace NAME OF TEMPLATE]]
  

• 1.04 WIKI Templates by role pages

  • TWE: WIKI: UX Research Guides Templates
  • Design
  • Product
  • [Business Analyst / Data Science]
  • [Software Engineer]
  • [Marketing]
  • default document templates, in case you don't have one yet, can be found on the Design Process Overview page

Resources gathered during the completion of this issue

• 2.01 TWE: Research: Interview Transcripts: Clean Up & De-identify

[pandanista]

Draft of template issue for cleaning up and de-identifying interview transcripts

name: 'Research: Clean Up and De-identify Interview Transcripts'
about: 'The process for cleaning up and de-identifying interview transcripts'
title: 'TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace
TYPE OF INTERVIEW] Interview Recordings: Clean Up & De-identify: [Replace TYPE OF
PARTICIPANT] [Replace PARTICIPANT NUMBER]'
labels: 'feature: recording transcription, feature: research, milestone: missing,
Participant Type: missing, Research 000: missing, role: UI/UX research, size: 1pt'
assignees: ''

---

name: Research: Clean Up and De-identify Interview Transcripts
about: The process to clean up and de-identify interview transcripts
title: TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Recordings: Clean Up & De-identify: [Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER]
labels: 'feature: recording transcription', 'feature: research', 'Participant Type: missing', 'Research 000: missing', 'size: 1pt', 'role: UI/UX research', 'milestone: missing'
assignees:

---

Instructions for creating this issue

Resources/Instructions: This section is at the bottom of this issue (scroll to the bottom to view it now). The person who creates this issue should use links in the section "Resources for creating this issue" (i.e., 1.01, 1.02, etc.) to customize this issue.

Tip: Use two windows side by side. One with the issue open and the other one with resource links displayed to avoid back and forth. To prevent loss of work, refresh both windows after each edit.

• Customize the issue
  • Open the "Research Overview" wiki page (Resource 1.01)
  • Choose the appropriate research roadmap or research plan folder (ie., RP###) on the wiki page
  • Use the information on the wiki page and in the research roadmap or research plan to customize this issue
  • Copy and paste entire template in this issue into text editor (ie., "TextEdit" on Mac, "Wordpad" on PC)
  • Use Find/Replace (Mac: ⌘+F or PC: Ctrl+F) to search for and replace the keyword strings (including text and the brackets) below with the appropriate values
    • Year
      • Find/Replace [Replace YY] with research year (Two digit format, ex: "22" for year "2022")
    • Research Plan Number
      • Find/Replace [Replace 000] with the research plan number (Three digit format, ex: "001" for research plan "RP001")
    • Type of Participant
      • Find/Replace [Replace TYPE OF PARTICIPANT] with the participant type (ex: "Intern" or "Mentor")
    • Type of Interview
      • Find/Replace [Replace TYPE OF INTERVIEW] with the type of interview (ex: "Intake" or "Exit")
    • Participant Number
      • Find/Replace [Replace PARTICIPANT NUMBER] with the number assigned to the participant (Three digit format, ex: "001", and can be found in RP[Replace 000]'s Roll Call and Session Table)
  • Copy and paste the edited template from text editor back into this Github Issue, replacing all original text
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked
  • Re-check all the checkboxes above after copying and pasting the edited template
  • Close the text editor
  • Update the issue title
    • Copy

      TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Recordings: Clean Up & De-identify: [Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER]
      

    • Choose "Edit" in the title section
    • Paste the text you copied into the issue title
    • Choose "Save"
• Customize the issue settings (located in right sidebar)
  • Under Assignees, assign a Researcher if it has been determined. Otherwise, leave it blank.
  • Under Labels, choose gear , and apply the label Research: RP[Replace 000]
  • Under Labels, choose gear , and apply the label Participant Type: [Replace TYPE OF PARTICIPANT]
  • Remove the Research 000: missing and Participant Type: missing labels
  • Under Projects, choose gear , choose Repository, and choose TWE: Project Board
  • Add the milestone: choose gear , and choose Research Analysis
  • Remove the label milestone: missing
• Customize dependencies
  • If you know of dependencies, add them below (a dependency is any issue or reason that would prevent the action items from being completed)
• Remove this section
  • After all the checkboxes above are complete and the issue is ready to be worked on, delete all text below the "Draft of template issue..." (top heading) and above "Overview" (heading below) -- i.e., the issue assignee will never see this part

Dependencies

• Interview recordings have been uploaded and moved into Internship - PII's "My Drive"
• Interview transcripts .txt files have been created

Overview

We need to clean up and de-identify RP[Replace 000]'s [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] interview transcripts so that we can move on to the data analysis and insights generation phase.

Resources/Instructions: This section is at the bottom of this issue (scroll to the bottom to view it now). You will be asked to add links to this section while completing the issue.

Tip: Use two windows side by side. One with the issue open and the other one with resource links displayed to avoid back and forth. To prevent loss of work, refresh both windows after each edit.

Action Items

UX lead adds the assignee to the Internship - PII's "My Drive" as a Content Manager so that they have access to internship - PII's My Drive where the recordings and transcripts with PII are stored

• UX lead accesses the Internship - PII's "My Drive"
• Choose "Manage members", which is located towards the top right side of the browser
• Enter the assignee's email address and select the role as "Content Manager"
• Confirm with the assignee that they have access to the Internship - PII's "My Drive"

Customize Resource Links

• Customize Resource for Wiki Page Link

  • Go to the wiki page: Research Output Overview (Resources # 1.01)
  • Choose the link in the Research by Plan Number section
  • Locate relevant wiki page for RP[Replace 000]
  • Copy the link for the wiki page
  • In Resources # 2.01, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• Customize Resource for this Research Plan's Google Drive Folder

  • Open the Google Drive's Research by Type Folder (Resources # 1.02)
  • Choose the [Replace TYPE OF PARTICIPANT] folder
  • Choose the RP[Replace 000] folder
  • Copy the link of the RP[Replace 000] folder
    1. Choose the three vertical dots on the right side of the RP[Replace 000] folder
    2. Choose "Share"
    3. Choose "Copy Link"
  • In Resources # 2.02, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• Customize Resource for Interview Recordings and Transcriptions Tracking Sheet

  • Open the Research Plan's Google Drive folder in the Internship's shared drive (Resource # 2.02)
  • Locate the TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Recordings and Transcriptions Tracking Sheet in the folder
  • Copy the link of TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Recordings and Transcriptions Tracking Sheet
    1. Choose the three vertical dots on the top right side of the file
    2. Choose "Share"
    3. Choose "Copy Link"
  • In Resources # 2.03, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• Customize Resource for De-identified Participants List from Interviews (UXR Excluded) spreadsheet

  • Open the Research Plan's Google Drive folder in the Internship's shared drive (Resource # 2.02) if it is not open yet
  • Locate the TWE: IS[Replace YY]: RP[Replace 000]: De-identified Participants List from Interviews (UXR Excluded) in the folder
  • Copy the link of TWE: IS[Replace YY]: RP[Replace 000]: De-identified Participants List from Interviews (UXR Excluded)
    1. Choose the three vertical dots on the top right side of the file
    2. Choose "Share"
    3. Choose "Copy Link"
  • In Resources # 2.04, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• Customize Resource for the De-identified Transcripts Folder in the Shared Drive 

  • Go to RP[Replace 000] folder (Resources # 2.02)
  • Locate the RP[Replace 000] De-identified Transcripts folder
  • Copy the link of the folder
    1. Choose the three vertical dots on the right side of the folder
    2. Choose "Share"
    3. Choose "Copy Link"
  • In Resources # 2.05, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked

• Customize Resource for Interview Recording Folder stored in the Internship - PII's My Drive

  • Log into your Google account associated with TWE project so you will be able to access the Internship - PII's 'My Drive' in the next steps
  • Choose TWE Interview Recordings by Plan # folder in Internship - PII's My drive (linked in Resources # 1.03)
  • Locate the video recording folder for RP[Replace 000] inside the folder TWE Interview Recordings by Plan #
  • Copy the link of the video recording folder for RP[Replace 000]
    1. Choose the three vertical dots on the right side of the folder
    2. Choose "Share"
    3. Choose "Copy Link"
  • In Resources # 2.06, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• Customize Resource for Participants List from Interviews (UXR Excluded) spreadsheet

  • Open the RP[Replace 000] Interview Recording Folder in the Internship - PII drive (Resource # 2.06)
  • Locate the TWE: IS[Replace YY]: RP[Replace 000]: Participants List from Interviews (UXR Excluded) in the folder
  • Copy the link of TWE: IS[Replace YY]: RP[Replace 000]: Participants List from Interviews (UXR Excluded)
    1. Choose the three vertical dots on the top right side of the file
    2. Choose "Share"
    3. Choose "Copy Link"
  • In Resources # 2.07, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

• Customize Resources for the Recording and Transcript you are Assigned to

  • Check the title of this issue to identify the participant number, which comes after De-identify:
  • Open the TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Recordings and Transcriptions Tracking Sheet (Resources # 2.03)
  • Locate the recording video in .mp4 format that matches the participant number in Column B of the tracking sheet
  • Copy the link of the recording that matches the participant number in Column B of the tracking sheet
  • In Resources # 2.08, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Locate the transcript in .txt format that matches the participant number in Column C of the tracking sheet
  • Copy the link of the .txt file that matches the participant number in Column C of the tracking sheet
  • In Resources # 2.09, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Prepare for cleaning up and de-identification by converting the .txt file into a Google Doc
    1. Click on the link in Column C Transcription Link that matches the participant number (Resources # 2.09)
    2. Choose Open with Google Docs 
    3. A Google Doc is generated in a new window with the same .txt file name
    4. The Google Doc is now saved into the same folder with the corresponding video and .txt file
  • Make a copy of the Google Doc that was just generated and rename it
    1. Choose "File" in the Google Doc you recently created
    2. Choose "Make a copy"
    3. In the Name text box, delete Copy of from the file name
    4. Copy

       To be de-identified-
       

    5. Paste what you copied into the beginning of the file name text box
       1. The new file name should be formatted like "To be de-identified-RP[Replace 000]-UX Researcher Abbreviation###-[Replace TYPE OF PARTICIPANT] Abbreviation###"
       2. An example: "De-identified Interview Transcript-RP006-U007-I001"
    6. Choose "Make a copy"
  • Copy the link of the "To be de-identified" Google Doc transcript you just created
    1. Choose "Share"
    2. Choose "Copy link" and "Done"
  • In Resources # 2.10, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in Github and make sure all the checkboxes above have been checked

Clean up and de-identify the transcript

• Open the "To be de-identified" Google Doc transcript if it is not open yet (Resource # 2.10)

• Listen to the recording to get yourself familiar with the transcript

• Go to Resources # 1.04 to get a refresher on the cleaning up and de-identification process. This is particularly important if it is your first time cleaning up an interview transcript.

  • No need to correct all grammatical mistakes in the transcript because the transcript needs to stay authentic
  • Check Resources # 1.04.01 to understand the conventions for cleaning up and de-identifying the transcript, so you can learn to use them properly.
  • Watch the videos in Resources # 1.04.02 as they walk you through the basics on how to clean up and de-identify the transcript so we can stay consistent in this process
  • Read Resources # 1.04.03 and 1.04.04 for more best practices to clean up and de-identify an interview transcript
  • Follow the following guidelines on the transcript formatting:
    • Use the 'in-line' format as seen here in RP012 Intern 008's transcript
    • Use 6 digit format for all the timestamps, for example, 01:01:01 as hour one/minute one/second one
    • Use "UXR ###" and "Intern ###" throughout the transcript to indicate the interviewer and interviewee. See an example here in RP012 Intern 008's transcript.
      • If there were other people recorded on the transcript, name the unknown person based on the interview set-up or context, such as Program Manager, Notetaker, etc. If you are not sure what to name them, ask leads on the project for clarification.
    • If there are other numerical values in the transcript other than the timestamps, UXR ###, and Intern ###, transcribe them using APA formatting so we can easily scan the transcript. For example, write out numbers below ten as words ("one", "two"), and using numerical values for numbers ten and above ("10", "20"). For more info on numbers' formatting, please visit https://apastyle.apa.org/style-grammar-guidelines/numbers/numerals.

• Listen to the interview recording again and clean up the inaccuracies in the transcript as you read along because the transcripts often contain mistakes since the auto transcription is not accurate

  • Separate the texts based on speakers and timestamps (timestamps should match the video file timestamps in case a researcher needs to go back and double-check the original video)
  • Add any missed words if the transcribing process missed any or to provide more context
  • Write down exactly what they say, even if it is grammatically incorrect or a topic you are not familiar with
  • If there are any typos and misidentified words in the transcript, please edit them based on what you hear in the original video because the transcribing software is not 100% accurate
  • Delete repeated words
  • Delete non-important verbal fillers such as "um" and "uh". However, you may keep interjections like “hmm”, “uh”, “woah”, “yeah”, “ohh”, “mmm” because they often contain emotions, reactions, and meanings (e.g. Mmmm [no], Mhmm [yes])
    • For verbal filler words, see Resources # 1.04.04 for more on this topic.
    • When the verbal fillers are distractions and don't serve any purpose, you may remove them.
    • When the verbal fillers can indicate the interviewee's emotions or thoughts. In this case, keep the verbal fillers and provide context to demonstrate the emotions or thoughts. E.g., (The participant hesitated for a while before coming up with the answer).
  • Where needed, add context so that a reader can understand what was happening without watching the video. E.g., he [the mentor] was helpful; or (steps off camera).

• Read through the transcripts again and make edits to keep track of and de-identify any personally identifiable information (PII)

  • Search for the interviewee's name
  • Replace with their participant number, i.e. Intern 001 is I001.
  • Search for interviewer or unknown speakers in the transcript
  • Replace with either UXR number or their role (i.e. notetaker) associated with the project
  • Look for any other names being mentioned by the interviewee during the interviews
  • If a person's name is mentioned, write down the name and relevant information of that individual in the Participants List from Interviews (UXR Excluded) spreadsheet (Resources # 2.07), and assign a participant number to them. You may need to open the spreadsheet in a new tab for easier access.
    • Their name(s) in the transcript might be spelled wrong, so pay close attention to the original interview video.
    • If you are not sure of the roles of any of the names mentioned, please list the names, timestamps, and transcript links in the spreadsheet, and leave the role column and the participant number column blank. Then ask Research Lead or Project Lead for clarification.
    • Please check each participant type's abbreviation under the "Research Documents by Participant Type" section of the Research Output Overview Wiki Page. For example, mentor is M.
    • The participant numbers are sequential based on the time of entry and occurrence of the mention. I.e. if there are already two Hack for LA website team members being listed previously in the spreadsheet, then the next Hack for LA website team member will be HfLAWTM003.
    • If the name is already included in the sheet because other interviewees have mentioned them, please still list out their names and relevant information, and make sure to use the same role and the same participant number that has already been assigned to them so we can keep track of the people being mentioned across all interviews associated with one research plan.
    • If an interviewee repeatedly mentioned an individual throughout the interview, please list out all the timestamps when the individual was mentioned.
    • No need to include the interviewee and the UXR names since we track them in the roll call and session table.
  • After confirming the names, roles, and other relevant information of other individuals mentioned during the interviews with the Research Lead or Project Lead, use the search and replace function in Google Doc to replace their name(s) in the transcript with the participant number assigned to them in the spreadsheet
  • Open De-identified Participants List from Interviews (UXR Excluded) spreadsheet (Resources # 2.04), and enter the de-identified info based on Participants List from Interviews (UXR Excluded) spreadsheet (Resources # 2.07), so we have de-identified info in the research plan folder in the shared Internship drive
  • Read through the transcripts to search for any other identifiable information in the interviews, such as entities, places, etc.
  • Replace any personally identifiable information (PII) with non-identifiable terms. For example, if their specific school is mentioned, we should redact that info with either [high school] or [college].
  • If they mentioned any specific issues they worked on, make sure to remove the issue numbers and rephrase the issues they worked on

• Read through the edited transcripts again

  • Focus on punctuation, readability, and formatting
  • One recommendation is to install LanguageTool Chrome Extension (see Resources 1.05) to clean up the punctuation and verbal ticks in the transcript. But no need to correct grammatical mistakes made by interviewers and interviewees.

• When you're satisfied that the transcript is completely de-identified and cleaned up, create a new copy and save it into the shared Research folder

  • Make a new copy of the transcript by selecting "File" and "Make a copy". This is to make sure that the new version of the Google Doc does not include any editing history or PII.
  • "Copy document" window pops up
  • In the "Name" text box, delete the "Copy of To be de-identified-" text at the beginning of the file name
  • Copy

    De-identified Interview Transcript-
    

  • Paste the text you just copied to the beginning of the file name in the "Name" text box
    • The new file name should be formatted like "De-identified Interview Transcript-RP[Replace 000]-UX Researcher Abbreviation###-[Replace TYPE OF PARTICIPANT] Abbreviation###"
    • An example: "De-identified Interview Transcript-RP006-U007-I001"
  • Follow the steps below to save the renamed de-identified Google doc transcript into the RP[Replace 000] De-identified Transcripts folder on the shared Google drive. This is to make sure that this new copy which does not include any identifiable information will be saved in the shared Google drive.
    1. Choose the folder icon under "Folder"
    2. Choose "All locations"
    3. Choose Shared drives > Internship > Internships > Research > Research by Participant Type > [Replace TYPE OF PARTICIPANT] > folder for RP[Replace 000] > RP[Replace 000] De-identified Transcripts
    4. Choose "Select"
    5. Select "Make a copy"
    6. The copy of the file is generated in a new browser

• Update the de-identified transcript URL in the Recording and Transcription tracking sheet (Resources # 2.03) and Resource # 2.11

  • Copy the link of the de-identified transcript in the shared drive
    1. Choose "Share"
    2. Choose "Copy Link"
  • Open the tracking spreadsheet link in Resources # 2.03 in a new tab
  • Paste what you copied into the matching participant's cell in Column D Transcription Link - de-identified in the tracking sheet (Resources # 2.03)
  • In Resources # 2.11, place the link you just copied between parentheses at the end of the line with no space in between the right bracket ] and the left parenthesis (, so it turns into a hyperlink
  • Choose "Update comment" in GitHub and make sure all the checkboxes above have been checked

• Review with UX Lead
• UX Lead assigns another team member to conduct a peer review using a saved reply template if needed
• Product sign-off
• UXR Lead delete the .txt and Google Doc transcripts that contains PII from the internship-PII drive after the de-identified transcript gets approved
• UXR Lead or PM removes the assignee from the Internship - PII's My Drive when closing the issue if the assignee no longer needs to access the PII drive.

Resources/Instructions

Resources for creating this issue

1.01 Wiki: Research Output Overview
1.02 Google Drive Folder: Research by Type
1.03* TWE Interview Recordings by Plan #
1.04 Guidelines to Interviews Page 8
1.04.01 Conventions for Transcribing Interviews
1.04.02 Video folder
1.04.03 Cleaning Up Zoom Transcriptions for Qualitative Research
1.04.04 Determining Best Practice for Filler Words in Captions and Transcripts
1.05 LanguageTool Chrome Extension

Resources gathered during the completion of this issue

2.01 [Wiki: Research Plan: RP[Replace 000]]
2.02 [Google Drive Folder: RP[Replace 000]]
2.03 [TWE: IS[Replace YY]: RP[Replace 000]: [Replace TYPE OF PARTICIPANT] [Replace TYPE OF INTERVIEW] Interview Recordings and Transcriptions Tracking Sheet]
2.04 [TWE: IS[Replace YY]: RP[Replace 000]: De-identified Participants List from Interviews (UXR Excluded)]
2.05 [RP[Replace 000] De-identified Transcripts Folder]
2.06* [RP[Replace 000] Interview Recording Folder]
2.07* [TWE: IS[Replace YY]: RP[Replace 000]: Participants List from Interviews (UXR Excluded)]
2.08* [[Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER] Recording Link]
2.09* [[Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER] Transcript .txt File]
2.10* [[Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER] To be De-identified Transcript Google Doc]
2.11 [[Replace TYPE OF PARTICIPANT] [Replace PARTICIPANT NUMBER] De-identified Transcript Google Doc]

*This folder can only be accessed from the Internship - PII's "My Drive"

[pandanista]

• This template has passed internal team members' testings using RP001's transcripts. I've updated the template based on feedback that surfaced in issue TWE: IS21: RP001: Intern Exit Interview Recordings: De-identify: Intern 003 #478. This template is ready to be tested by product after the issue template testing is done. The dependency is the issue template TWE: Role: Issue template for creating issue templates: Create #508, and the testing is [TEST] TWE: Role: Issue template for creating issue templates: Create #535.

[ExperimentsInHonesty]

@pandanista once the testing template is deployed please create an issue to test a template and add the label status: template testing (step 2b)

[pandanista]

This template has been updated using the new instructions.

Next steps for this template:

• It might need to add
  • some of the steps in creating the participants list and the de-identified participant list
    • Example of the steps can be found in this comment
  • a peer review stage
    • Example of the steps can be found in this comment

[pandanista]

A peer review for cleaning up and de-identifying transcript draft:

We need a round of review on [[Replace PARTICIPANT NUMBER] De-identified Transcript](INSERT FILE URL). Thank you.

Action Items for Peer Review

• Review this issue
  • Read the issue overview to learn about why this document was created.
  • Locate draft of the document in the Resources.
• Review resources in 1.04 (see Resources section in the top comment) for easy reference on how to clean up the interview transcripts (those resources are listed below for easier access)
  • 1.04 Guidelines to Interviews Page 8
    • 1.04.01 Conventions for Transcribing Interviews
    • 1.04.02 Video folder
    • 1.04.03 Cleaning Up Zoom Transcriptions for Qualitative Research
    • 1.04.04 Determining Best Practice for Filler Words in Captions and Transcripts
• Review the de-identified transcript (linked in Resources # 2.11)
  • Preview the draft quickly to get a sense of how the draft is structured and the type of content.
  • Review the structure of the draft to ensure that the headings (if the draft is in a Google Doc) are clearly identified.
  • Review the de-identified transcript against the interview recording file (linked in the Resources # 2.08)
  • Install LanguageTool Chrome Extension to clean up the punctuation and verbal ticks in the transcript.
  • A few guidelines on the transcript formatting:
    1. Use the 'in-line' format as seen here in Intern 001's transcript
    2. Use 6 digit format for all the timestamps, for example, 01:01:01 as hour one/minute one/second one
    3. Use "Interviewer" (or "UXR ###" if available) and "Intern ###" throughout the transcript. See an example here in Intern 001's transcript.
       • If there were more than two people recorded on the transcript, name the third person based on the interview set-up or context, such as Program Manager, Notetaker, etc. If you are not sure what to name them, ask leads on the project to clarify.
• Provide feedback
  • Add feedback in the form of (1) questions and/or (2) explicit instructions for how the content should be improved. Feedback in a Google Doc should be given in the form of document comments.
  • If there are edits to be made, please use "suggesting mode" in Google doc instead of "editing mode".
  • Determine the accuracy of the content for each section of the Google doc. If you find an inaccuracy, error, or mis-categorization, explain how the information presented could be improved.
  • For each suggested improvement, provide a link or reference within your comment to justify your suggestion (if available).
• Once all the steps have been completed, reach out to the UX Lead to determine if and how the next steps in the issue can be completed.
• After checking in with UX Lead, leave a comment in this issue you are reviewing to indicate the peer review has been completed.

[pandanista]

• Updated the template by adding the participants list steps and edited minor steps associated with Google drive's update (the week of 10/30).
• Saved this comment as a saved reply.
• Will test out using at least two researchers (one as the assignee, and the other as a peer reviewer) with at least one transcript in the near future.
  • Will set up test issue(s) after
    • TWE: Template Issue: Research: Interview Transcription: Set Up #335 and
    • TWE: Template Issue: Research: Interview Recordings: Transcribe #631
  • Pending on which research plan and participant
  • Will add 2(b) label in this issue after the test issue gets set up.

[pandanista]

Working on final edits on the template draft.

[pandanista]

• The testing issue has been created and assigned for testing.
  • Research: Test: Issue Template: Clean Up and De-identify Interview Transcripts #682
• Added step 2b label to this issue, and moved this issue to the review column so we can incorporate any feedback needed resulting from the testing.

[pandanista]

• The template has been updated.
• The peer review saved reply has been updated.
• The template testing has been completed, and has been deployed.
• Need to leave this template issue open till we are done with the peer review stage because the peer review draft is above
• Assigned a team member to do a peer review using a saved reply.
  • Can a saved reply be saved into repo as well?

[pandanista]

• Editing the peer review saved reply TWE: Template Issue: Research: Interview Transcripts: Clean up and De-identify #509 (comment).

[ExperimentsInHonesty]

This is being held by research lead until all the peer reviews are done.

• Review this comment. TWE: IS22: RP012: Intern Exit Interview Recordings: Clean Up & De-identify: Intern 008 #683 (comment)
• The checkboxes will all be checked when the peer review is done and theoretically the person will come back here and leave a comment indicated the peer review is completed.

[pandanista]

• The peer review is done. See TWE: IS22: RP012: Intern Exit Interview Recordings: Clean Up & De-identify: Intern 008 #683 (comment)
• The peer review template has been created as a wiki page and linked under the issue templates section of the UX research guides templates page