Transcription Technology

The analog methods of recording and storing sound on tape were convenient and certainly a technological breakthrough. They were certainly an improvement over the days of recording to wax cylinders, Dictabelts, or spools of wire during the first two-thirds of the twentieth century. Even still, audio tape formats could be unreliable. Not only was equipment prone to breaking (which happens when you start adding a lot of moving parts), but the tape found in mini and microcassettes (both formats made specifically for dictation and voice recording) was thinner and more susceptible to damage and couldn’t be copied without loss of quality.

With transcription, the machines used were often rough on the analog format. Tapes were constantly backed up and stopped suddenly. When you run a segment of tape across a head and through reels repeatedly you build up tension, resistance and friction. These are all factors that can contribute to degradation of the tape, corruption and loss of audio and of course breaking of the magnetic tape.

There was an improvement with the compact disc and minidisc formats; however you’re still dealing with something physical in order to get at the audio. Data could be lost or corrupted if a CD is mishandled, scratched or broken. And minidiscs can’t be downloaded to a computer. The Hi-MD version of the minidisc can be, but when was the last time you saw one of thoses? The odds are, if you have a minidisc you’ll need to send it to the transcription company. Unlike tape and minidiscs though, CDs can be easily downloaded to one’s computer and then uploaded to the transcription services server for fast and secure delivery.

The digital file formats used today to transport sound through the internet removes the possibility of the recording suffering any physical damage. If a file happens to become corrupted during transfer, just transfer it again. It is still important, however, to be conscientious of one’s data where possible. It’s good practice to make backup copies of important files. Unlike analog tape copies, digital files are quick and easy to duplicate and for all intents and purposes are exact and perfect copies.

Digital transcription services not only remove any fear of tape breakage or wear, but the programs and software used offer a number of advanced options that weren’t readily available with analog technology. One example is the ability to quickly and seamlessly loop a section of audio. Transcription services use this feature to repeatedly listen to a portion of an audio track in order to decipher marginally intelligible speech or other sounds.

While possible with analog audio, the process of speeding up and slowing down the speech mixed with quick backups and replaying can put a great deal of strain on the tape. This process is also more time consuming compared to the rapid playback of digital technology. Rewinding a tape – even three seconds of audio – and then replaying it takes time. With computer software the replay begins instantaneously.

The advancement of software and digital audio technology can give a transcription service far more control over the audio as well. Professional transcriptionists and forensic linguists experienced with forensic audio software can apply any variation of filters to reduce unwanted frequencies and background noises such as motors, air conditioners, buzzers, alarms, electronic humming or buzzing, and other sounds that can interfere with a clear understanding of speech. However, it must be stated that only a small number of specialized transcription services have this capability.

Ones and Zeroes Fly Through the Air

The new method is more efficient for both the organizations that need transcription and the transcription services that do the work. The original recordings are kept safely in the hands of the client, and the server containing the digital copies can be encrypted and set up to record who accesses the files and when. Security is maintained during the entire process to ensure that any sensitive materials are kept safe.

Today, it doesn’t matter where the transcription takes place, or the location of the client in need of transcription services. Long gone are the days when a person had to wait for the postal service or shipping companies to bring in the work, and then transcribe it as quickly as possible in order to ship it back to the client as quickly as possible.

The use of the web for locating transcription services has also virtually eliminated the need for a business to deal solely with the local transcription companies, constantly dealing with transferring hard copies of audio back and forth through employees, mail, or couriers provided by the transcription services. If you find a better quality and/or cheaper service on the other side of the country, no problem

The instant communication of our modern internet has improved the old system, not just by making it faster, and safer, but by removing any chance that the work will get lost, damaged or corrupted while being physically handled.

In those instances where clients still work with analog audio formats, most transcription services still capable of handling analog audio will transfer the audio tapes to a digital format before transcribing the content. This gives the transcription service an easier format to work with and reduces the chances that the original tape will be damaged in any way. A digital copy of both the audio and transcript can be made available for the client and some companies will even keep a copy of both the audio and transcript in their archives for a period of time. Sometimes clients lose their files or at some point down the road they may discover an inaccuracy with the transcript.

Why Organizations Outsource

All of this adds up to one thing that makes any business owner smile: a healthier bottom line. A business doesn’t have to maintain its own transcription services, which saves on a number of expenses such as payroll, additional software, and equipment. There is no postage to pay for, no packages to weigh, and no boxes to buy. The list of cost savings literally goes on and on when a person considers what they don’t need when they outsource their transcription services through the World Wide Web.

When the old way was the only way, more time was often required for the client to find an appropriate transcription company, send the recording and receive it back again with the transcripts. It could also be more expensive and the recordings (and paper transcripts) were more likely to be lost or damaged. The internet has given us the precision to be able to deliver quality work on schedules that would have been unheard of twenty, even ten years ago.