Frequently Asked Questions
With all the standard Microsoft packages covered we can help with the majority of your requirements.
Frequently Asked Questions
- How long does it take to transcribe a recording?
- How can I improve my recording in order to reduce transcription costs?
- What advice would you give me when using a dictating device?
- What's the difference between DSS and WAV digital recordings?
- Do you give volume discounts?
- How do we work together?
- What are your opening hours?
- When will my work be ready?
- How will my work be delivered?
- What if I find errors in my work?
- How do I pay for the work done?
- How can I ensure nobody else opens my emailed document?
- How long do you keep my files on your computer?
- How often do you keep my dictation files?
How long does it take to transcribe a recording?
We speak seven times faster than we write and four times faster than we type. Generally you should allow four times the length of a recording for transcription. There are factors which could affect the time it takes to transcribe a recording, ie audio quality, clearness of dictator, the number of people speaking, background noise, speed of conversation, regional accents etc. Be clear and precise in your dictation, and spell unusual names.
The time taken is also dependent upon the complexity of the layout styles required. If the styles are very complex, applying them can take up to the same time as the transcribing time.
How can I improve my recording in order to reduce transcription costs?
Cut down on background noise
- Recording in a noisy environment makes it doubly difficult to decipher any speech. Such examples are airports, restaurants, pubs, cars, buses, planes, trains and conferences - anywhere where there is a degree of background noise. It will greatly reduce the amount of transcription time if you make the effort to record in a quiet environment. Close windows and doors, and move away from air conditioning, photocopiers and machinery.
Use the best quality recording equipment
- Buying a budget recorder is a false economy because the final recorded result may be of poor quality that will take longer to transcribe.
Ensure that the speaker is loud enough
- If recording an interview or meeting, and a speaker has a quiet voice, the chances are the resultant recording will be difficult to hear. If you can't hear the speaker's voice clearly, then the chances are the microphone won't either. Please ask the speaker to raise their voice if necessary.
Regular use of our typing services
- Regular use of our transcription service will improve the typing times, as the transcriber becomes familiar with the voice and style of the dictator.
What advice would you give me when using a dictating device?
There are number of things you can do to ensure that any recording is clear:
- Record in the quietest environment possible with the least background noise
- Speak slowly, clearly and loudly enough
- Begin recording well before you start speaking
- Spell out names, places, initials, technical or specialised terms or jargon
- Turn off voice-activation as it can cut off the beginning of any words
- Ask all speakers at a group meeting to identify themselves as they speak
- Ensure that each person speaks one at a time and that voices don't overlap.
What's the difference between DSS and WAV digital recordings?
Digital recordings are undoubtedly more convenient than conventional recordings, as the potential delay by using the post is eliminated. However, clients should be aware of the sheer size of the recorded files involved. DSS files are far easier to handle as they are much smaller than WAV files. DSS files are highly compressed voice files and are therefore easier to send as email attachments. As some ISPs limit the size of file they will allow to be transferred, clients may experience problems trying to send WAV files. When dictating, do not speak faster in order to limit the size of the file to be sent. This will only increase the end transcription time and result in higher costs for the client. It is always better to send a slightly larger file containing clearly dictated material which can then be transcribed more easily. DSS files are used on most of the Olympus digital recorders. You can find further information on the Olympus website.
A discount can be given if we are given a guaranteed amount of work each month.
Via email, phone, fax, post and courier.
We offer a transcription service during evenings and weekends as well as during normal office hours. We can provide a mobile number for additional means of contact.
We have several turnaround services/rates to suit most requirements, but we can usually meet more urgent deadlines as and when required.
How will my work be delivered?
Most work can be delivered by email, but it can also be faxed, posted or couriered. A copy can be put onto disk if required.
What if I find errors in my work?
If typographical or other errors are made by us, they will be amended free of charge. If you wish to make editorial changes or if errors are made due to the client’s incomplete instructions, amendments will be charged at the prevailing agreed rate.
How do I pay for the work done?
Payment can be made either by bank transfer, cheque or Paypal.
How can I ensure nobody else opens my emailed document?
If your work is of a confidential nature, we can protect it with a password known only to you.
How long do you keep my files on your computer?
For a minimum of one year, unless instructed otherwise in writing.
How often do you keep my dictation files?
Unless otherwise instructed in writing, these will be deleted one month after submission of the transcribed document.