Choosing a Transcription Service

Obtaining a quote for transcription: When requesting a quote for audio/video transcription services, an accurate quote can only be obtained by specifying the length of the recording. Professional audio/video transcription services can provide very accurate quotes based on the length of the recording. As people speak at varying rates of speed and some recordings have a lot of "dead air space" (when no one is talking), quotes are generally given in a range, such as from $120.00 to $150.00. Asking for the quote by line, by page, or by minutes of the recording may also help you compare cost quotes between companies. A quote by page is generally based on a double-spaced document. It is important to know if your data is recorded in double speed. A 60 minute recording that has been recorded in double speed is actually 120 minutes in length. A professional audio/video transcription service will contact you before proceeding if your recording is longer than originally stated. Visit Request a Quote to view how to request a quote for transcription.
Digital recordings: Digital recordings are recorded on digital handheld dictation devices, personal cell phones, CDs, DVDs, etc. Digital recordings can be e-mailed to an audio/video transcription service anywhere in the world. This eliminates the need for courier services and reduces your cost. If you are not sure how to upload your recording to your computer for e-mail to a transcription service, contact the maker of your recording device for the appropriate software and cable. The professional audio/video transcription service should have a simple method by which you can quickly and safely upload your recordings.
Digital file type: There are many digital file types. You can identify the digital file type by the letters and numbers that appear after the dot in the file name. Popular file types are .mp3, .wma, .wav, and .dcr. As an example, if you named your file
Joe Smith, your file name will read Joe Smith.mp3. Thus mp3 is your digital file type. Make sure the audio/video transcription service can transcribe your digital file type. A professional transcription service ofttimes can convert your digital file to a file type they can transcribe, so go ahead and ask.
Analog recordings: Analog recordings are on tape. Specify your tape size: mini, micro, or standard. Mini tapes are rarely used today. Micro tapes are approximately 1-3/4 X 1-1/2 inches in size. Standard tapes are the type that music was recorded on before CDs and are approximately 4 X 2-1/2 inches in size. The added cost to have tapes transcribed can include the cost for a courier service to deliver the tape to the transcription service or the cost for shipping your tape, CD, or DVD via the USPS, FedEx, or UPS.
Drop off of recorded data: Since the advent of the Internet, secretarial and word processing storefronts have virtually disappeared. Court reporters and transcriptionists perform the bulk of their work from a home office. For a variety of security reasons, you most likely will have to ask for a courier pickup or ship your recorded data via the USPS, FedEx or UPS.
Type of data recorded: Specify what type of data you have recorded, such as a phone call, interview, hearing, etc., and specify if the recording has inaudible portions. Some transcription companies base charges on the number of people being recorded, the quality of the recording, etc.
Date you need the transcript: Specify when you will have the recording available for transcription and the date you need the transcript returned. The accurate transcription of recorded data is tedious and time consuming. In most cases, one transcriptionist will be assigned to your project. A 60 minute recording may take 6 hours or more. Therefore, if you have many hours of recorded data to be transcribed, allow ample time for the transcription service to do the job right.
Realistic Accuracy: A professional audio/video transcription service will take the same amount of time to produce an accurate transcript for an individual as they would for a corporate or government client. Even the most skilled recorders of data sometimes provide a poor audio recording. Note that an audio/video transcription service does not have special "FBI-type" equipment by which to discern an inaudible recording. However, a professional transcription company will surprise you by how much they can discern from a poorly recorded phone call, interview, etc. Just don't expect a miracle. For legal reasons, a professional transcription company will not guess when unsure about an inaudible portion of a recording. The transcriptionist will stipulate (inaudible) when unable to discern a portion of a recording.
Punctuation and Grammar: While digital dictation can be e-mailed anywhere in the world, it is important that the audio/video transcription service can speak, read, write, and accurately punctuate the recorded language.
Spelling: A professional audio/video transcription service will request proper name spellings so your transcript will be correct. Be sure to provide name spellings when ordering the transcript. Visit Order a Transcript to see what information to provide when ordering a transcript.
Security: Your phone calls, court hearings, and other personal information are not a matter for gossip or discussion. The transcriptionist should not discuss your information with anyone, no matter how benign the data. Ascertain that the audio/video transcription service you choose offers secure servers where your data is encrypted on the server and only you will be given a link to download your transcript. See Security Criteria for further discussion on security issues.
How to pay: A transcription service will ask you to pay for the transcript before you receive your transcript. Payment with any major credit card or from your bank account using PayPal is the safest transaction type, as you will not have to give your credit card or bank account number to a stranger. Professional transcription services provide invoicing for regular clients to be paid by a specific time.

I hope this information will help individuals feel comfortable when ordering a transcript.

P. Knight - About the Author:
P. Knight of Transcripts, Ltd. and has been offering transcription services to businesses, government entities, and individuals since 1991. She enjoys producing the best transcripts possible and seeks to make the ordering and receiving of transcripts easy and convenient for regular clients and one-time customers. Serving others in a secure environment is our pleasure. Transcripts, Ltd. is compliant with Sarbanes-Oxley and HIPAA regulations. Please visit TranscriptsLtd.com and get to know us better.
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