What is transcription? Why is it important? Below, let us first define transcription.
Transcription refers to the process by which audio or video materials are converted into text. This is performed through transcribing, wherein typing expertise won’t just be the only necessary skill to bring about but also good listening skills along with keen attention to detail.
Generally, transcribing involves listening to a recording and simultaneously typing the contents up into a document, which may be done through a Word processing software like MS Word. Accuracy is one of the most significant factors in transcription. Therefore, corrections and proofreading is important in order to render the resulting transcripts with the best of quality.
This is usually being outsourced or delegated to professional transcriptionists for such task can be very time-consuming. The final product will then be returned to the owner or client, now as a written content copy of the recording.
» READ: What is Interview Transcription
Now that we learned the definition of transcription, let us understand what is transcription mainly being used for? This is actually a very beneficial solution to making information more available by producing a copy of the recording in the form of text transcripts that can be used in many ways as an efficient and cost-effective material. It may be used for varied reasons like for purposes on accessibility, indexing, and archival means.
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These are but a few factors that make transcription time-consuming:
• Clarity of the speaker’s voice is poor (mumbling, accents, etc)
• There are several speakers
• The speaker/s talks fast
• Poor quality of recording
proper equipment that transcriptionists use:
• Computer (desktop or laptop)
• Ergonomic keyboard and mouse
• Noise-cancelling headsets
• High-speed internet connection
• Ergonomic chair and desk
• Professional transcription software
Importance of Transcription in Business
Several businesses usually seek the help of transcriptionists as they work on ensuring maximum visibility and availability of information for their products and services. Additionally, companies can locate and access information more readily in the form of text compared to audio or video materials. Excerpts from transcripts can be easily copied and used for other documentary objectives such as in preparation of reports or creation of promotional materials. It is an strategic way to preserve important files and produce accurate records for business proceedings. Transcripts are also used as an effective way to drive traffic on company websites so to achieve greater visibility in the online market considering that audio files are currently not machine readable. Making these materials available in text or printed form makes information dissemination easier.
This is just a single example of one field where transcription can be truly important.
A transcript is the resulting product of transcription. It is the written or printed version of any material originally presented in a different medium such as audio or video recordings.
Here are some other transcription fields:
• Academic Transcription
• Focus Group Transcription
• Insurance Transcription
• Interview Transcription
• Legal Transcription
• Market Research Transcription
• Medical Transcription
• Radio Transcription
• Real Estate Transcription
• Seminar Transcription
• Sermon Transcription
• Video Transcription
What are the common types of transcripts?
1. Intelligent Verbatim (Clean Read). Transcripts where unnecessary terms like ‘false starts’ and ‘stutters’ are being omitted to get a clean read but maintaining the flow and thought of the speech.
2. Modified Verbatim. Minimal omissions are made according to client preferences.
3. Verbatim. No omission is made and full speech is preserved word per word.
Who are THE Professional Transcribers
Transcriptionists and transcript editors usually have undergone training in their particular field. For example, medical transcribers should have a strong background and knowledge in medical terminology making it preferable for them to enroll in medical transcription training programs. Most employers check for medical transcription qualification anyhow.
Moreover, transcribers must have a strong command of the English language, well knowledgeable in grammar and spelling, and capable in the use of computer software and equipment. Professional transcribers are usually certified and registered on transcription organizations of their respective fields.
What is Transcription being a Service?
Transcription being a service is a business that offers their clients the conversion of recordings to either electronic or written text document. A transcription service provider is usually composed of a team of trained and experienced individuals. The need for their services is very significant considering that producing permanent written record of audio or video files provides an invaluable resource. Reading through a written content is much quicker than listening to an entire recording. It also saves time and certainly does help avoid hassle, allowing someone to review the document with ease. Clients to whom transcription service providers work with includes individuals as well as corporate entities. Professionals who find the generation of transcripts important, making them need the service, may range from doctors to lecturers, researchers, pastors, podcasters, lawyers, bloggers, reporters, etc. Institutions who use transcription services may include law firms, churches, video production companies, insurance companies, agencies, NGOs, to name a few. But more commonly, transcription services are often provided for medical, legal, and business purposes.
Transcription service providers may accept recording in different formats like electronic files, cassette recordings, VHS, CD, VCD, etc. Each company may vary in terms of rates and methods of billing. Medical transcription rates for example, may charge per line count, per minute, or per hour.
Importance of Outsourcing Transcription
Outsourcing transcription is the delegation of transcription tasks to freelance transcriptionists or transcription service provider.
It is a great choice to outsource transcription in order to save time and cost as you improve productivity of your work as a whole. This allows you to refocus your efforts to more important tasks in achieving your goals and objectives.
What is Transcription Security
Documents or reports sent to the transcriptionists may contain confidential information necessitating the need for security provisions. It will be best to adhere and follow laws and industry practices, more especially when working with medical content, legal documents, etc.
Transcription security is usually achieved through data security practices that includes limiting access with security codes, safeguarding storage, processing and transfer of the sensitive information, to name some. Transcription staffs may also be mandated to take relevant oaths on privacy and confidentiality subjects along with signing non-disclosure agreements regularly.