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Transcription and Secretarial Services |
| RECORDING GUIDELINES |
If we can’t hear
it, we certainly can’t transcribe it!
The most important thing to bear in mind when choosing your recording device
is that an accurate transcript is dependent on good quality, clear recordings. |
A
superior recording will enable continuous transcription, with few
delays caused by repeated playbacks whilst trying to accurately
interpret what was said. The advantages of using good quality equipment
(and where necessary consumables) cannot be emphasised enough.
If
you are considering purchasing an audio recording system, we
would definitely recommend that you opt for a digital system. There
are many manufacturers offering competitively priced devices, often
with the capability of attaching external microphones required
for group discussions. Those offered by Olympus and Philips, provide
excellent recording quality, with entry level models offering an
excellent range of functions at reasonable prices. A sound investment
at the outset can result in significant cost savings over a relatively
short period of time, and we recommend that you discuss your requirements
with an audio specialist before deciding on the system to purchase.
Don’t
forget, digital audio recordings offer superior audio clarity.
The savings made from transcription costs can mean that
the purchase of this equipment will recoup initial outlay expenses
within a very short timeframe.
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SAVE
TIME, SAVE MONEY – GO DIGITAL ! |
Personal
recordings (such as report dictation or one-to-one interviews)
1. If you are considering a tape-based system, in general a standard
sized cassette (e.g. C90) will produce a far better recording than
one made on either a mini or micro tape. They result in less distortion,
and are not necessarily much larger than a mini or micro system recorder,
ensuring portability is not compromised.
2. Do not use a voice activated recorder – they can result
in the start of each sentence being cut off or, in the case of softly
spoken individuals, speech levels drop below their recognised volume
and they will stop recording altogether.
3. Do not use slow speed recording in order to save tape space. By
using faster recording speeds and more tapes, your transcript conversion
will be more cost effective.
4. Please find a quiet environment in which to make your recording – even
radios playing in the background can make a recording virtually impossible
to understand. Whenever possible close all doors and windows. |
5. For
interviews, please ensure that if only one microphone is available,
preference is given to placing this near to the interviewee. Since
the interviewer has presumably commissioned the transcript, the
chances are that the answers given by the interviewee are critical.
The questioner probably already knows which question prompted a
specific answer and can fill in any gaps that may occur in their
own speech.
6. If interviews are to follow a specific “question
and answer” format, please provide us with a list of the
set questions to be raised with each interviewee. This enables
us to compile a template format for the interview transcript, with
any side questions simply being slotted into the appropriate place.
7. Always ensure that people speak clearly. A
mumbled tape can be a disaster. If you don’t catch what is
being said then you can be sure that we will not. Ask speakers
to repeat anything that you do not clearly hear, paying special
attention to any names of people or places that may be referred
to, or technical terminology that may be used.
8. Whenever possible use an external microphone
for added clarity.
9. Spell out names of people, places or companies
and any other unusual or technical terms. |
Conference
/ Focus Group Recordings
1. If you are recording a conference or multi-speaker event, we recommend that
you use specialist equipment, with external microphones placed close to each
individual speaker. If in doubt, please consult an audio technician.
2. A dedicated conference centre may be able to connect your recorder to their
in-house sound system, or provide technical staff who can advise you as to the
best recording solution.
3. If it is not possible to get a direct link into the sound system, it is recommended
that microphones be placed as near to the stage as possible, or close to the
sound system speaker. Attempts to independently record from the audience will
often result in inferior recordings, often making transcription virtually impossible,
so think ahead and consider how to best capture audio from delegates.
4. Important - ask speakers to introduce themselves before they commence speaking.
This will enable us to correctly identify delegates, resulting in an accurate
transcript. It is often impossible to determine who is speaking unless this introduction
rule is strictly adhered to, failing this the organiser will need to review the
transcript upon receipt and insert names, where identifiable. This, of course,
is neither an efficient or cost effective solution.
5. Wherever possible, avoid having coffee breaks within the recording period.
Noises from crockery, general discussion about beverage choice, etc, and indeed
noisy biscuit munching, can all obliterate speech, leaving significant gaps in
audio capture.
6. If necessary ask people to speak up or move a microphone
closer to these individuals. Background noise is often more apparent on recordings
than it seems at the event,
and voices can often disappear when delegates are softly spoken.
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voicescript © MMVII
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Voicescript
provide the following services: digital transcription, audio
transcription, conference transcription, focus group transcription,
seminar transcription. interview transcription, investigative
transcription, police interview transcription, disciplinary
hearing transcription, market research transcription, medical
transcription, survey transcription, university research
transcription, and general audio typing. Our transcription
equipment is compatible with Olympus digital dictation, Philips
digital dictation, Sony digital dictation and Sanyo digital
dictation kits. In addition we can provide wav transcription,
mp3 transcription, msv transcription, dvf transcription and
much more. Our online service is secure, using 128bit encryption,
and is FIPS 140-2 compliant. We also cater for audio cassette
transcription, mini cassette transcription, micro cassette
transcription, standard audio cassette transcription, mini disc
transcription, video transcription, digital video file transcription.
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