When setting out to outsource the transcription of a recording, the main idea in most people's minds is to get a printed version of the audio/video recording. But it may be a good idea to give the whole exercise a little more thought if you want a document that a) you can use, and b) doesn't cost you a bomb.
Here are some points to consider:
1. How accurate do you want the transcripts to be?
If you've heard the recording (or intend to do) and need a transcript only for your personal use, then you may not require a very high level of accuracy (around 85-90% should be enough). Less accurate transcripts require fewer rounds of proofing and therefore cost less. This should be mentioned at the time of hiring a transcriptionist and discussing transcription rates.
If you don't intend to hear the recording OR the transcript is going to be shared with others (especially customers) then you would do well to choose a higher level of accuracy (98-99%). Again, this should be discussed with the transcriptionist or transcription company because a higher level of accuracy requires more time and consequently costs more.
2. Transcription styles
There are mainly 2 styles of transcription used - Verbatim & Clean Read.
Verbatim transcription involves typing out every word and sound on the recording along with non-verbal communication such as laughter, pauses, etc. This style is ideal for research and analysis but if you're simply looking for the main ideas on the recording, a transcript based on this style may be cumbersome to read.
Clean read transcription makes for easier reading. It involves typing every word but removing irrelevant content such as fillers, false starts, side conversations, etc.
Verbatim transcription takes longer and therefore costs more. As such, the transcription style should be discussed with the transcriber at the beginning of a project.
3. Does your recording involve technical terminology?
If yes, then you would need to decide if you want your transcriptionist to research these terms at the time of transcription. If you prefer to fill in this information yourself, you can instruct the transcriptionist to leave time-stamped blanks at the places where these terms appear in the recording (the time stamps will help you quickly skip to the relevant part of the audio at the time of proofing).
Research adds substantial cost to transcription and this should be considered when outsourcing transcription work.
4. Does your recording involve heavy accents?
If yes, then it would be wise to choose a transcriptionist who is familiar with the accents involved. For example, not everyone can transcribe an Australian or Irish accent unless they have a trained ear for these!
Check with your transcription company if they have experienced transcriptionists to handle different accents.
5. Turnaround time
A single hour of clear recording takes 3-4 hours to transcribe and 1-2 hours to proof. This will go up if the recording involves accents, background noise, multiple speakers, etc. The standard turnaround time of most transcriptionists and transcription companies is 3-5 days. If you need the transcript sooner than that, you may have to pay 'rush' charges. It would be a good idea to discuss this beforehand.
6. Is the recording clear?
If your recording has background noise, recording issues, or people talking over each other, then the transcriptionist will have a tough time deciphering what's being said. Such audio normally requires several rounds of proofing to reach a decent level of accuracy and consequently takes longer to transcribe. The costs involved are also higher. If you have such a recording, it may be a good idea to send a sample file to your transcriber so that they can give you an accurate evaluation and quote. You can even ask for a paid sample to see if you'd be getting your money's worth.
7. Number of speakers
If you're not particular about speaker identification (i.e. marking each speaker's name separately and correctly) then you need not worry about this point. However, if you do need speaker identification, then it's a good idea to check with your transcriber if they can do it for you. Usually 2-3 speakers are not a problem, but when the numbers go beyond that, the transcriber has to carefully listen to each voice in order to mark speaker names accurately. Not everyone can do this well and therefore it's a good idea to choose an experienced transcriber or transcription company for such audio.
8. Formatting
This is an important one if you don't want to land up with a long document without any paragraphs or page breaks! Let your transcriptionist know that you would need the text broken into short, easy-to-read paragraphs with page breaks at appropriate places. You can also ask for additional formatting such as headings, subheadings, special margins, italicizing of text, etc. This may involves additional time and cost, but is worth it in the long run.
9. Editing
Many transcription companies provide editing services that can be used for creating a ready-to-use documents. Editing services may include checking the transcripts for grammar, punctuation, sentence structure, fillers, false starts, slangs, etc. You can also ask for the text to be placed under contextual headings/sections or have the transcript converted into an information product such as an e-book, blog post, workbook, handout, PowerPoint presentation, etc.
10. Transcription of videos
Most transcription companies convert video files to audio format before beginning transcription. This, however, may not be possible with certain video formats or with streaming videos. In such cases, the recordings cannot be loaded in to transcription software and has to be transcribed directly from the video recording. This takes longer and costs more. Checking on the additional costs involved for transcribing videos may be a good idea.
11. Sending files
How are you going to send files to the transcription company? Do they provide online space where the recording can be uploaded? Can you email the file to them (i.e. if the file is not too big to be emailed)? How will the transcript be delivered? Can you use FTP or send a link to the recording?
Many transcription companies provide free online space for uploading files. If they don't, you can use the services of online file transfer services such as yousendit.com, sendthisfile.com, etc.
12. Payment methods
Depending on the location of the transcriptionist/transcription company, there are several payment options to choose from, such as PayPal, Moneybookers, Payoneer, and Xoom. Wire transfers, moneygrams, and checks are also some options available. Checking for a mutually convenient method of payment may save a lot of inconvenience later.
Outsourcing your transcription work can lead to substantial savings both in terms of time and cost. But an uninformed decision can lead to the opposite! For best results, invest a little time on research and choose the right service provider. Good luck!
1. How accurate do you want the transcripts to be?
If you've heard the recording (or intend to do) and need a transcript only for your personal use, then you may not require a very high level of accuracy (around 85-90% should be enough). Less accurate transcripts require fewer rounds of proofing and therefore cost less. This should be mentioned at the time of hiring a transcriptionist and discussing transcription rates.
If you don't intend to hear the recording OR the transcript is going to be shared with others (especially customers) then you would do well to choose a higher level of accuracy (98-99%). Again, this should be discussed with the transcriptionist or transcription company because a higher level of accuracy requires more time and consequently costs more.
2. Transcription styles
There are mainly 2 styles of transcription used - Verbatim & Clean Read.
Verbatim transcription involves typing out every word and sound on the recording along with non-verbal communication such as laughter, pauses, etc. This style is ideal for research and analysis but if you're simply looking for the main ideas on the recording, a transcript based on this style may be cumbersome to read.
Clean read transcription makes for easier reading. It involves typing every word but removing irrelevant content such as fillers, false starts, side conversations, etc.
Verbatim transcription takes longer and therefore costs more. As such, the transcription style should be discussed with the transcriber at the beginning of a project.
3. Does your recording involve technical terminology?
If yes, then you would need to decide if you want your transcriptionist to research these terms at the time of transcription. If you prefer to fill in this information yourself, you can instruct the transcriptionist to leave time-stamped blanks at the places where these terms appear in the recording (the time stamps will help you quickly skip to the relevant part of the audio at the time of proofing).
Research adds substantial cost to transcription and this should be considered when outsourcing transcription work.
4. Does your recording involve heavy accents?
If yes, then it would be wise to choose a transcriptionist who is familiar with the accents involved. For example, not everyone can transcribe an Australian or Irish accent unless they have a trained ear for these!
Check with your transcription company if they have experienced transcriptionists to handle different accents.
5. Turnaround time
A single hour of clear recording takes 3-4 hours to transcribe and 1-2 hours to proof. This will go up if the recording involves accents, background noise, multiple speakers, etc. The standard turnaround time of most transcriptionists and transcription companies is 3-5 days. If you need the transcript sooner than that, you may have to pay 'rush' charges. It would be a good idea to discuss this beforehand.
6. Is the recording clear?
If your recording has background noise, recording issues, or people talking over each other, then the transcriptionist will have a tough time deciphering what's being said. Such audio normally requires several rounds of proofing to reach a decent level of accuracy and consequently takes longer to transcribe. The costs involved are also higher. If you have such a recording, it may be a good idea to send a sample file to your transcriber so that they can give you an accurate evaluation and quote. You can even ask for a paid sample to see if you'd be getting your money's worth.
7. Number of speakers
If you're not particular about speaker identification (i.e. marking each speaker's name separately and correctly) then you need not worry about this point. However, if you do need speaker identification, then it's a good idea to check with your transcriber if they can do it for you. Usually 2-3 speakers are not a problem, but when the numbers go beyond that, the transcriber has to carefully listen to each voice in order to mark speaker names accurately. Not everyone can do this well and therefore it's a good idea to choose an experienced transcriber or transcription company for such audio.
8. Formatting
This is an important one if you don't want to land up with a long document without any paragraphs or page breaks! Let your transcriptionist know that you would need the text broken into short, easy-to-read paragraphs with page breaks at appropriate places. You can also ask for additional formatting such as headings, subheadings, special margins, italicizing of text, etc. This may involves additional time and cost, but is worth it in the long run.
9. Editing
Many transcription companies provide editing services that can be used for creating a ready-to-use documents. Editing services may include checking the transcripts for grammar, punctuation, sentence structure, fillers, false starts, slangs, etc. You can also ask for the text to be placed under contextual headings/sections or have the transcript converted into an information product such as an e-book, blog post, workbook, handout, PowerPoint presentation, etc.
10. Transcription of videos
Most transcription companies convert video files to audio format before beginning transcription. This, however, may not be possible with certain video formats or with streaming videos. In such cases, the recordings cannot be loaded in to transcription software and has to be transcribed directly from the video recording. This takes longer and costs more. Checking on the additional costs involved for transcribing videos may be a good idea.
11. Sending files
How are you going to send files to the transcription company? Do they provide online space where the recording can be uploaded? Can you email the file to them (i.e. if the file is not too big to be emailed)? How will the transcript be delivered? Can you use FTP or send a link to the recording?
Many transcription companies provide free online space for uploading files. If they don't, you can use the services of online file transfer services such as yousendit.com, sendthisfile.com, etc.
12. Payment methods
Depending on the location of the transcriptionist/transcription company, there are several payment options to choose from, such as PayPal, Moneybookers, Payoneer, and Xoom. Wire transfers, moneygrams, and checks are also some options available. Checking for a mutually convenient method of payment may save a lot of inconvenience later.
Outsourcing your transcription work can lead to substantial savings both in terms of time and cost. But an uninformed decision can lead to the opposite! For best results, invest a little time on research and choose the right service provider. Good luck!
Vinti Vaid
Editor/Owner - IndianScribes
For more articles related to transcription and audio recording, visit http://www.indianscribes.com/
Editor/Owner - IndianScribes
For more articles related to transcription and audio recording, visit http://www.indianscribes.com/
Article Source: http://EzineArticles.com/?expert=Vinti_Vaid
1 comment:
Thanks for sharing.
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