Frequently Asked Questions
We have listed below a number of questions that we are often asked regarding transcription services. We hope our answers help to explain the transcription process more fully, and also provide some information regarding good quality recording. Please feel free to contact us should you have any additional questions, or would like further information.
- How long will a 1 hour audio tape take to transcribe?
- What factors determine how long a recording will take to transcribe?
- How do I make the best possible recording in order to keep transcription times to a minimum and cut costs?
- What happens if you receive a poor quality recording?
- How do you identify the speakers within a group?
- How can I ensure that my file is kept confidential?
- What is the best way to send large digital files?
- Who carries out the work?
How long will a 1 hour audio tape take to transcribe?
The time taken to transcribe can vary greatly depending on the types of factors mentioned below. However, if the recording is of good quality and involves just one speaker, an average calculation can be based on the principle of 15 minutes of audio recording taking 1 hour to transcribe.
What factors determine how long a recording will take to transcribe?
The following factors can greatly influence the time taken to transcribe a recording. Therefore, it is worthwhile taking time to read through them to ensure you are submitting the best possible recording, saving yourself time and money.
Quality
One of the most important things about the recording is the quality. If a recording is of poor quality, this takes the transcriber time to go back again and again to try to understand what is being said. It is easy to lose the thread of the conversation, leading to every sentence having to be tackled on its own merit rather than a paragraph flowing with clarity and sense. The final document will have parts marked as unclear, which loses the flow of the subject. This can be affected by things such as quality of recorder, position of microphone and amount of microphones.
Number of Speakers
The number of people involved in the recording does affect the time quite significantly. It takes time to distinguish voices, especially if they talk together. If there is a requirement for the speakers to be identified, this takes further time as it is sometimes necessary to rewind back to the last time they spoke to ensure it is the same speaker.
Clarity of Voices
There are a lot of factors involved in a speaker's voice which are important.
The speed at which they are talking can impact the time taken to transcribe. We usually speak four times faster than we can type, so if the speakers are talking very quickly then this increases the time taken to type.
The accents of speakers can also have a bearing on the transcription time as this can affect how clear the words are. If the accent is strong, it can take a little longer to become used to the pronunciation involved, and any unusual words spoken.
The sentence structure of a speaker can also prove surprisingly important. If the speaker tends to switch thoughts partway through a sentence, or ums and aghs a lot, this interrupts the flow of speech and breaks the flow of transcribing.
What happens if you receive a poor quality recording?
We will always attempt every recording we receive. If after spending some time on the tape we feel that the recording will be of no assistance to our client because there are so many parts which are unclear, we will contact the client to discuss this. If they are happy to still proceed we shall do so.
Likewise, if we receive a tape which is of poor quality which we feel the client isn't aware of, we will immediately contact the client to inform them of the situation, and only proceed if the client wishes to do so. This would obviously affect the cost involved, so the client would be notified of the change to our original quotation.
How do you identify the speakers within a group?
There are a number of ways to identify speakers and this can be discussed with the client and a suitable method agreed upon.
Often clients have specific wishes about how to identify the speakers within the group. They sometimes wish the speakers to remain anonymous, in which case they will be labelled as INT for interviewer, and Speaker 1, Speaker 2 etc.
If it is a 1-1 interview, then the interviewer can be identified as INT, and the name of the interviewee can be inserted.
If there are multiple speakers involved, it is useful if the client is able to provide a list of names covering all members of the group. This helps with spelling of names and provides a good starting point. The other way to deal with multiple speakers is for the person in charge of the recording to get each person to introduce themselves, so the transcriber can become familiar with their names and voices.
It is not always possible to correctly identify multiple speakers, but if the client wishes for the speakers to be identified, we shall endeavour to do so. If there is uncertainty at any particular point, we shall highlight the name in red to show there is some uncertainty.
How can I ensure that my file is kept confidential?
We operate a file upload facility which guarantees that all digital audio files operate under maximum security providing peace of mind that no third party can intercept the data.
All uploads and downloads from our site are encrypted using SSL(Secure Sockets Layer). SSL is the industry standard way of protecting your data whentransmitted across the internet.
If the client so wishes, we are happy to sign any non-disclosure or confidentiality agreement, and our transcribers will do likewise. All of our freelance workers also sign our confidentiality agreement before commencing employment.
For further information on confidentiality, please refer to Terms & Conditions.
What is the best way to send large digital files?
We operate an online facility called Virtual Briefcase which allows easy management of files. Each client registered with us will be given a unique login and username password. This will allow them access to their personalised account from where they can upload and collect their files.
Email alerts are in operation to notify the client of successful upload and of any completed files waiting for download. This system allows for safe, secure transportation of files and dramatically reduces the time taken dealing with the transfer of large files through email. For a more detailed discussion on this facility, please refer to the The Process page or contact us.
Who carries out the work?
We have in-house people who are available to complete any work received. In the case of additional work, we also operate a team of freelance people who are all fully qualified and experienced in their field.
A dedicated Project Manager will be assigned to each project to ensure the work is carried out on time and within budget.