Conference Transcription

Quality

SmartDocs undertakes to deliver a high level of accuracy based on the quality of all recordings being audible and clear; and all proper nouns and demographic information, technical terms and other terminology specific to the recording being accurately provided.

We are able to assist by providing guidelines designed to achieve audio of transcribable quality. Good quality audio means the work will be faster and more accurate and saves the client money.

Good quality audio is defined as free of: strong accents, low volume, background noise and complex terminology. Poor quality audio attracts a higher charge.

File Formats

We accept files on DVD, CD and all size cassettes. Virtually all digital file formats can be transcribed. The exception is Sony mini disks as the audio cannot be transferred to a PC in order to be transcribed.

Because of their large size, files in wav format must be converted to a compressed format eg wma or mp3 in order to send via the internet. Use this wav file converter and follow these steps.

Files in cda format must be converted to mp3 or wma in order to be sent via the internet (cda is only a pointer to the actual audio). Windows Media Player is a simple way of converting the files.

DVD’s must be posted or delivered to the SmartDocs office as the audio files are too large to be sent via the internet.

Cassettes must be posted or delivered to the SmartDocs office. Please ensure you use new tapes where possible and wipe old recordings before recording new audio. Under no circumstances use long play as it is not suitable for transcription.

Transcribed documents are produced in Word. Clients can supply templates or SmartDocs will provide the appropriate layout and formatting.

Pricing

SmartDocs charges per minute of audio. This means you know exactly how much every file costs before the work is started. Parts of a minute are rounded up to the next minute. All rates quoted include GST.

All files are edited to achieve the highest possible accuracy at no additional cost.

SmartDocs operates 7 days per week including public holidays. There is no surcharge for work done at weekends or on public holidays.

Payment Terms

We accept payment by cheque, EFT and credit card (Visa and MasterCard). Payment is required within 14 days of the invoice date unless otherwise agreed to. If the project goes over a period of weeks or months, interim invoices will be issued. A late fee of 15% per month may be applied to payments made after the due date.

Technical Support

Should SmartDocs require the use of technical support in relation to files sent by clients which are shown to be the fault of the client, there will be a  per hour charge to the client.

Confidentiality

All work is treated in strict confidence and all typing staff sign confidentiality agreements. 

Recording Guide

DIGITAL

Select a recorder that is suitable for transcription eg the audio file can be transferred from the recorder to a PC. The best quality recorder we know of is the Zoom H4 which retails for under $500. Available at Allans Music, Melbourne and Merrylands Music, Sydney. You can view various other recorder models at this site.

Ensure the settings on the recorder are correct, including the volume level and the play mode. For transcription standard (SP) mode is required. Long Play (LP) is not suitable.

Do a test prior to recording for the first time. Play back the test file to ensure there is good audibility of each voice and no distortion. We receive many files where the interviewer is loud and clear but we can barely hear the interviewee because the recorder has been placed closer to the interviewer.

Check volume level on the recorder - usually about halfway – and test for good audibility but not too loud as that may cause distortion. Check that the interviewee(s) can be clearly heard. If the person mumbles or has a soft voice you need to ask the person to speak up or move the recorder closer.

Record in a quiet place. Check there is no background noise. It may be friendly to interview in a café or convenient to choose a shopping centre or public place but the background noise will prevent accurate transcription and also add to the cost. We receive many files with background noise such as bird calls, coffee machines, barking dogs, background music, machinery, loud speakers, hammering and other people talking. It may not seem convenient at the time to suggest moving to a quiet place but it is important to get a good end result.

Focus groups. These are the most difficult to record well because there are usually five or more participants. Many times we can hear the clinking of the water jug much more clearly than any of the voices! Please take the time to ensure you have adequate microphones for the size of the group. It may not be enough to place the recorder in the middle of the table and hope for the best. Always test first to make sure people can be heard.

Meetings and Presentations. Ensure all speakers are close enough to a microphone. At the start of the meeting, participants should be advised to speak clearly. Be aware that rustling papers, clinking water jugs and coffee cups, air conditioners and mobile phones ringing can cause the discussion to become inaudible. If you require speakers to be identified by name, it is necessary to say the names at least initially so that the typist can recognise each voice. To identify more than 4 voices, participants need to say their name each time they speak.

CASSETTES

Do not use old equipment. As tape recorders are being phased out most people have old recorders or borrow one that has been lying unused in someone’s drawer. There is usually a lot of white noise and poor quality audio which make transcription difficult. Use new, good quality tapes. If pre-used tapes are used, ensure you wipe the previous recording.

Digital recorders are no longer expensive and will be a worthwhile investment for your project in terms of the quality of the transcription that results.

References

References are provided upon request.