Journalism Basics: Note-Taking, Recording, and Quote Management

Why note-taking and quote management matter

Interviews generate three different kinds of material at once: (1) what a source said (quotable language), (2) what a source meant (paraphrasable meaning), and (3) what a source claimed (facts that may require verification). Good note-taking and recording habits help you separate these streams in real time so you can write accurately, avoid misquotes, and know what still needs checking.

Comparing note-taking methods

1) Structured notes (best for clarity and later retrieval)

Structured notes use consistent labels so you can scan quickly when writing. They work especially well when you expect to publish multiple quotes or when you’re juggling several interviews.

• How it looks: a page divided into sections (e.g., “Direct quotes,” “Paraphrase,” “Facts to verify,” “Scene/details,” “Follow-ups”).
• Pros: reduces confusion between quotes and paraphrases; makes verification tasks obvious; easier to build a quote bank.
• Cons: can feel slower if you’re not used to the template.

Example structure you can copy:

INTERVIEW: [Name], [Role], [Date], [Location/Call]  | Recorder: Y/N  | File: ________  | Consent: Y/N  | Time zone: ___  | Contact: ___  | Pronouns: ___  | Spelling checks: ___  | Off-the-record notes: ___ (separate page)  DIRECT QUOTES (Q):  - [timestamp] “...”  PARAPHRASE (P):  - [timestamp] Meaning summary...  FACTUAL CLAIMS TO VERIFY (V):  - [timestamp] Claim: ... | Verify via: documents/data/2nd source  DETAILS/OBSERVATIONS (D):  - [timestamp] setting, gestures, objects, sounds  FOLLOW-UPS (F):  - Ask next time: ...

2) Shorthand (best for speed in fast interviews)

Shorthand is a personal system of abbreviations and symbols that lets you keep up when someone speaks quickly. The goal is not beauty; it’s speed and consistency.

• Pros: captures more language; reduces reliance on memory; useful when recording fails.
• Cons: can be hard to decode later if inconsistent; may miss exact phrasing unless paired with timestamps/recording.

Practical shorthand ideas (choose a small set and stick to it):

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• w/ = with, w/o = without, b/c = because, gov = government, org = organization
• → leads to, ↑ increase, ↓ decrease, ≈ about/approximately
• Q: question, A: answer, ? unclear—follow up

3) Timestamps (best for quote accuracy and fast audio retrieval)

Timestamps are markers that point you back to the exact moment in the recording. They’re a force multiplier: even if your notes are messy, timestamps let you retrieve the exact wording quickly.

• Pros: reduces misquotes; speeds up transcription; helps resolve disputes about wording.
• Cons: requires a recording device/app that displays time; you must remember to mark times consistently.

Two common timestamp styles:

• Elapsed time: [12:43] meaning 12 minutes, 43 seconds into the recording.
• Clock time: [3:17pm] meaning the wall-clock time. (Works best if your recorder and notes share the same time zone.)

Tip: combine methods—use structured categories, shorthand inside each category, and timestamps for anything you might quote.

Recording best practices (with backups and file naming)

Before you hit record

• Get clear permission to record when required by law or policy. Note it in your header: Consent: Y.
• Test audio for 10 seconds: play it back with headphones to confirm levels and that the correct microphone is active.
• Reduce noise: move away from vents, clattering dishes, or traffic; ask to pause music; close a door if possible.
• Battery + storage check: confirm enough space for the full interview; bring a power bank or charger.

During the interview

• Keep the mic stable: avoid rubbing the phone/recorder; place it on a steady surface.
• Mark moments live: when you hear a strong quote or a dense factual claim, write a timestamp immediately.
• Don’t rely on recording alone: still take notes for structure, context, and nonverbal details.

Backup strategy (simple and reliable)

A practical “two copies, two places” approach:

• Primary recording: phone recorder app or dedicated recorder.
• Secondary backup: a second device (another phone, laptop recording, or a call-recording system where permitted).
• Immediate duplication: as soon as possible, copy the file to a second location (cloud drive + local folder, or newsroom system + external drive).

When you cannot run two recorders, increase redundancy by taking more detailed timestamped notes and doing a quick post-interview summary while memory is fresh.

File naming that prevents chaos

Use a consistent naming convention so files sort correctly and are searchable. Include date, story slug, source, and version.

Recommended pattern:

YYYY-MM-DD__StorySlug__SourceLastName-FirstName__Interview__LocationOrPlatform__v01.ext

Examples:

• 2026-01-19__HousingVouchers__Nguyen-Lan__Interview__Phone__v01.m4a
• 2026-01-19__HousingVouchers__Nguyen-Lan__Interview__Phone__v01.notes.pdf
• 2026-01-19__HousingVouchers__Nguyen-Lan__QuoteBank__v01.xlsx

Also keep a small text file in the same folder named README.txt with: consent status, any off-the-record boundaries, and any technical issues (e.g., “audio drops at 18:10–18:40”).

Marking quotes, paraphrases, and factual claims in real time

The core habit: label what you capture so you don’t accidentally treat a paraphrase as a quote, or treat a claim as verified fact.

A simple labeling system

• Q (Direct quote): exact wording you may publish inside quotation marks.
• P (Paraphrase): your summary of meaning; not in quotation marks.
• V (Verify): factual claim that needs confirmation beyond the source’s statement.
• C (Context): what was being discussed; why the quote was said; any relevant preceding question.
• D (Detail): observable details (setting, emotion, gestures) that are not “said.”

Example note snippet:

[07:12] Q: “I applied three times before I got a response.”  [07:20] V: Says wait time was “about nine months.” (verify w/ agency data + 2nd applicant)  [07:45] P: Felt ignored; kept calling weekly.  [08:10] C: This was after describing job loss + childcare issues.

When to mark (during vs. immediately after)

• During: mark anything that sounds like a headline-ready line, a number/date, a strong accusation, or a key timeline point.
• Immediately after: do a 5–10 minute “note cleanup” while memory is fresh: clarify shorthand, add missing context, and create a verification list.

Post-interview “two-pass” cleanup (10 minutes)

1. Pass 1: Quote triage — circle or highlight your strongest Q lines and add timestamps if missing.
2. Pass 2: Verification triage — list every V claim in one place with a plan to verify (document, dataset, second source, on-the-record spokesperson, etc.).

Step-by-step: building a quote bank with attribution and context

A quote bank is a working document that stores candidate quotes with everything you need to use them correctly: exact wording, timestamp, speaker ID, attribution language, and context. It prevents last-minute scrambling and reduces the risk of misattribution.

Step 1: Create a quote bank template

You can use a spreadsheet, database, or document. A spreadsheet is usually fastest. Suggested columns:

Step 2: Pull candidate material from notes + audio

• Start with your highlighted/timestamped notes.
• For each candidate quote, listen to the audio around the timestamp (e.g., 20–40 seconds before and after) to capture the full sentence and avoid clipping meaning.
• Paste the quote exactly as spoken, including meaningful pauses or repeated words only if they matter to tone. Avoid “cleaning up” grammar in a direct quote unless your standards allow light edits and you can do so without changing meaning.

Step 3: Write an accurate attribution line

Attribution should identify the speaker clearly and match how you plan to describe them in the story.

• Basic: Nguyen said.
• With descriptor: Nguyen, who applied for a voucher last year, said.
• With title: Nguyen, a housing advocate with [Organization], said.

Keep a separate field for role/descriptor so you don’t reinvent it each time and risk inconsistency.

Step 4: Add context so the quote can’t be misused

Context prevents accidental distortion. In the context field, note:

• What question or topic prompted the quote
• Whether the source was speculating, recalling, estimating, or reading from a document
• Any qualifiers the source included (“about,” “roughly,” “I think,” “as far as I know”)

Step 5: Flag verification status separately from what was said

A quote bank should never imply that a quoted claim is true just because it’s in quotation marks. Use a verification flag:

• Verification needed? = Y when the quote includes a factual assertion (numbers, dates, accusations, causal claims) that must be checked.
• Verification notes should specify the method: document name, dataset, public record request, second source, or expert check.

Example of separating “said” from “verified”:

Q: “The program cut funding by 30%.”  Verification needed: Y  Verification notes: Check budget documents + agency spokesperson; confirm year-to-year baseline.

Step 6: Maintain version control and auditability

• Keep the quote bank in the same folder as the audio and notes.
• Use versions (v01, v02) when you make major edits.
• Never overwrite the original audio file; treat it as the source of truth.

Avoiding misquotes and quote-related errors

Common ways misquotes happen

• Relying on memory instead of audio/notes for exact wording.
• Copying partial phrases that change meaning when removed from surrounding sentences.
• Accidentally “correcting” speech in a way that alters meaning or tone.
• Confusing speakers in group interviews or noisy environments.
• Mislabeled paraphrase that ends up in quotation marks.

Practical safeguards

• Quote only from verified text: either (a) your notes captured verbatim and you’re confident, or (b) you checked the audio.
• Use the “two-list” rule: keep Quotes/Paraphrases separate from Verification tasks. A claim can be both a quote and a verification task.
• Bracket unclear words during transcription: “We met in [March/May]” and resolve by re-listening or following up.
• Confirm spellings and titles: names, organizations, and job titles should be verified (business card, official website, email signature, or direct confirmation).
• Mark edits transparently in your working doc: if you remove filler words for readability, keep an unedited version in a notes field or retain the audio reference.

Handling numbers, dates, and “about” language

Numbers are frequent error points. In your notes and quote bank:

• Write numbers both ways when possible: 30% (thirty percent) or $2.5M ($2,500,000).
• Preserve qualifiers: if the source said “about nine months,” don’t convert it to “nine months” unless you’ve verified the exact figure separately.
• When you verify a number, record the verified value and its source in the verification notes field, not inside the quote text.

Keeping track of what must be verified vs. what a source said

Build a “verification ledger” alongside your quote bank

In addition to the quote bank, maintain a running ledger of claims that require independent confirmation. This can be a separate tab in the same spreadsheet.

Risk level can be a quick internal cue:

• High: allegations, legal claims, safety issues, large numbers, anything that could harm reputations.
• Medium: timelines, program details, smaller numbers.
• Low: personal feelings, clearly subjective statements (still must be represented fairly).

Language discipline in your writing notes

Train yourself to write two different sentence forms in your working materials:

• Attribution form (what was said): “[Source] said/claimed/alleged/estimated...”
• Verification form (what is confirmed): “Records show...” “According to [document/data]...”

This helps prevent accidental “fact creep,” where an unverified claim becomes a stated fact during drafting.

Mini workflow you can repeat for every interview

1) Set up (2 minutes)

• Create folder: YYYY-MM-DD__StorySlug__SourceLast-First
• Start notes with header fields (consent, contact, spelling checks)
• Start primary recording + backup if available

2) Capture (during interview)

• Use labels: Q, P, V, C, D
• Add timestamps for anything you might publish or need to verify

3) Clean up (within 10 minutes after)

• Clarify shorthand; add missing context
• List all V items in a verification ledger
• Rename and back up audio files immediately

4) Build the quote bank (30–60 minutes, depending on length)

• Pull 10–30 candidate quotes/paraphrases
• Check audio for exact wording
• Add attribution + context + verification flags