Professional Digital Transcription Solutions
Digital transcription is changing the way transcription has been done for almost 100 years. No more fragile tapes, no more delivery costs or filing headaches. No more garbled voices. Today’s transcription is all digital. Digital dictation files are very similar to the MP3’s and WAV files you play on your computer every day. Professional digital transcription kits give you the foot control you need to be efficient, while also adding such helpful features as file management and distribution, document linking, encryption and archiving.
How It Works
First, there are two components to dictation processing: the spoken dictation and the typed transcription document. Let’s refer to these as “dictation” and “transcription.”
Dictation is Audio
Dictation is the audio voice file created by the author (e.g., lawyer, physician, police officer) and is just like any other computer file. Compare it to an MP3 file you may have downloaded to listen. You can take the MP3 and e-mail it to a friend, copy it to a portable MP3 player or CD, or drag and drop it into a folder on your computer.
Dictation audio files work the same way. They may come to you in any number of ways:
- Network Sharing. You may be networked with the author. After recording, the saved audio file is saved to a shared drive on your network. Once saved, you now have access to transcribe.
- Internet. The author may send you the audio file by e-mail for FTP (File Transfer Protocol), both convenient methods of sending files.
- Direct Download. If the author is using a handheld digital recorder, they might connect it to your computer and download the voice dictations quickly and easily to your PC.
- Removable Media. Although rarely used, given the convenience of the other methods, voice files can be saved to memory cards, CD’s or USB drives and copied to your computer.
Transcription is a Document
Using a USB-connected foot pedal – or footswitch – you can use software that allows the transcription footswitch to control the playback of the dictation while you type, pausing, rewinding and fast-forwarding just as you’ve always done with conventional systems.
Furthermore, professional transcription kits usually include a stereo headset that plugs into your computer or USB connector to allow you to hear the audio files privately and with maximum fidelity.
Once you have typed your document, you can return the finished transcription back to the author or other designated person by any of the same methods by which you received your dictation.
Thousands of professional transcriptionists work from home or a small office transcribing work produced by your clients. If you’re currently using tapes, you’re also probably spending a lot of time and fuel picking up tapes and delivering documents.
Digital dictation and transcription can help you eliminate the costs of delivery, while also giving you clearer audio, file management and distribution, and faster turnaround. Your clients will love the increased speed with which you can turn dictation around.
Today’s professional transcription kits include tools to allow you to receive digital dictation by e-mail or FTP. At this time, only the Olympus DSS Player Pro AS-7000 Transcription Kit includes tools for returning documents back to the author.
Before we began offering products for sale, American Dictation (then known as NovuScript) created the first complete, HIPAA-compliant Web-based file transfer and management system. It is still being used by many of the original subscribers. For transcription firms that receive files from authors using a variety of digital recording devices, and who have one or more sub-contractors to whom dictation needs to be routed, NovusFiles can provide a viable and easy-to-use option.
When you become a customer of American Dictation, whether as a purchaser of a product or a subscriber of NovusFiles, you can submit your firm information and we’ll post it in our Transcription Services Directory free of charge!
Yes, it can get a bit confusing trying to understand all that is available. As you review the various products and services relating to digital dictation, consider the following:
- Will I be transcribing in the office or from a remote location, such as home or branch office?
- What is the sensitivity of the dictation? Do I need to maintain HIPAA compliance?
- Do I have others with whom I will be sharing the workload? Will I be re-distributing the files to other transcriptionists?
- Do the authors already have digital recorders, and if so, what brand and model?
If you’re feeling a bit overwhelmed or confused, join the club. However, there are answers and ways of helping you make an informed decision:
Guide to Digital Dictation & Transcription
Our latest version of this very popular download has been updated with more current information. It’s a helpful primer on digital dictation and should help you consider how digital dictation, transcription and speech recognition might work for you.
Try as we might, we know we cannot possible answer every question you might have about digital dictation, transcription and speech recognition on one Web site. Every day, we get calls from professionals, students, ministers, government officials and others who have need guidance and advice on how to implement digital recording technologies into their workflow. Don’t hesitate to simply pick up the phone and call us toll-free.
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