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7 Tips to Get the Most from a Transcription Service

7 Tips to Get the Most from a Transcription Service

Accurate transcription of your recordings is important, but it may be tempting to use software or cheap services. Artificial intelligence and dictation software is improving, but the software cannot handle subtleties of human speech and noises still distract top end software. Legal professionals and educators need accurate transcripts. If you are creating a transcript for online content or videos, you will frustrate your audience with inaccurate translations and details. By hiring a professional transcription service, you are saving time and receiving a quality transcript. Make the investment in the service worthwhile by organizing your work utilizing the following tips:

  1. Location: Consider where you are recording. You can control the quality in an office setting, but if you are portable make sure the equipment you use conforms to your needs. It will be a challenge to record in a city setting, so make sure you plan for the interruptions and adjust the environment accordingly.

  2. Audio Quality: Desktop computers, laptops, smartphones all come with free recording software. Under the right conditions a smartphone can make a good recording, but it is recommended you use a microphone for any legal or professional work. A high quality microphone makes the difference between a static filled or clear recording. If you are recording in a fixed site, like an office or conference room, a USB microphone should be sufficient. Research your microphone options before deciding on your best investment.

  3. Recording Devices: If you don’t want to use a computer, you can purchase a recording device. There are portable recorders and voice recorders. If you don’t plan to use the audio for a podcast, vlog etc. a voice recorder will work for transcription. See what file format your service needs, and ensure the device records in that format.

  4. Cloud Archiving: Losing work as a result of technology failure can be devastating. With the advent of inexpensive digital storage, cloud storage is a smart solution to archiving work, and most cloud storage providers come with syncing software. The software makes files easily accessible from any handheld device or computer. Find a cloud storage provider who has reasonable fees, a good privacy policy and redundant servers.

  5. Scripts and Agendas: Keep the meeting or your recording on track by having a script or a tight agenda. Remember, most transcription services charge by the length of the recording. The longer the meeting the more money you will have to spend.

  6. Test Equipment: Before the recording occurs, test the equipment. Ensure the microphone is picking up the voices in the room, the recording device is working, and finally, if you are portable, there is enough battery life to record. Listen to the sample recording for quality and make adjustments as necessary.

  7. Format: Finally, before you hit record, ensure your transcription service can accept the file format you are using.

With planned preparation, and a controlled setting, the value that transcription will bring to your organization will be worth the investment. And you won’t have wasted time by purchasing good equipment and capturing a quality audio file. Finally, by backing up your work you can ensure no lost work and archive the transcript for future use.