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 Transcription and Secretarial Services |
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| FAQ's | ||||
| We
have tried to address some of the most commonly asked questions
on this page, however if this does not resolve your query,
please email us service@voicescript.co.uk or
call us on 01275 791 184. |
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| What are the advantages of digital transcription? Advances in dictation technology over the last few years have meant that digital recorders on the market today offer exceptional clarity of recording, easy transmission procedures, and a host of advanced dictation features that simply were not available from previous cassette-based units. People who frequently travel abroad this means that they can continue to use their normal transcription provider wherever they may be, all they need is access to their laptop computer and an internet connection. Compact file transfer enables fast transfer rates over the internet, saving you both time and money, and urgent files can be marked as high priority for the transcriptionist, ensuring that these are dealt with urgently. Most digital recorders have the facility to insert new blocks of speech within a recording without overwriting the existing content – something never possible with cassette-based systems. The original speech file remains on your computer, providing a permanent audio record, and enables review of the transcript as soon as it is returned. No costly postal expenses, and no entrusting your original recordings to the postal system, your digital files can be with us in minutes, allowing us to get started straightaway. |
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How does digital transcription work?
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| Which digital file formats can you transcribe from? Our transcription software is compatible with the following audio file types: DSS, WAV, MP3, MSV, DVF, CDA, VOX, WMA, ADPCM, Olympus, Philips, Sanyo, Panasonic, Truespeech, Walkabout, Dictaphone, Digital Voice and more. We can also play the following digital video formats: Real Audio, Real Video, MP3, MPEG Video, Microsoft, AVI Video, Apple Quicktime uncompressed, MOV movies, MIDI music and more. Any format that Real Player or Windows Media Player can play, we can transcribe from. Can you add time codes to transcripts? Although not automatically included for all assignment types, we can accurately code transcripts to the nearest second. Do you only work with digital audio files? Digital audio files are our preferred format, however we can offer transcription of mini, micro and standard cassettes, mini discs, CD’s, DVD’s and video files compatible with Real Player. When sending recordings through the post we do recommend that you use either Special or Recorded Delivery in order that you can track delivery. Please rewind any tapes before sending. My email service provider will not allow me to send large attachments. How can I get large digital audio files across to you? No problem. We have a secure File Upload facility built into our website, whereby clients can send through those files which would normally be blocked by email systems. My file contains sensitive, confidential information. How can I transmit this to you securely? We provide a secure 128-bit encryption method for the file whilst in transit between yourself and Voicescript, and encrypted security for the short period of time the file is stored. All data transfer records relating to this file activity are traceable by Voicescript. Please click on the File Upload link to access this facility. Please note that files should not be uploaded to us without first obtaining a formal written quotation for the assignment, and the completion and return of a Transcription Booking Form. Please contact us if you do not have a copy on 01275 791 184. Do you work for overseas clients? We welcome the opportunity to work with overseas businesses, however we would stress that we work only with English speakers, and do not offer translation services. We will request that overseas clients pay a 25% deposit at the time of booking transcription services. All work will be charged for in £’s Sterling, and any fees arising from bank transfer charges are payable by the client. How do I get a quotation? Please complete our Quotation Request form and submit to us, or call us on 01275 791 184. Many factors can affect the time taken to transcribe recordings, see ‘How long will it take to transcribe’, and we do reserve the right to review our quotation should this differ dramatically from the information provided, or should the recording be unclear. Please provide as much detail as possible regarding the assignment in order that our quotation can be as accurate as possible. I have a quotation, what next? Upon acceptance of our quotation, we ask that you complete a Transcription Booking form authorising us to commence work (this form is required for each new assignment), and this form will be supplied when confirming the quotation. If not, please contact us. Wherever possible we do ask that you contact us in good time in order that we can set aside resources to meet your deadlines. If you wish to use our secure File Upload facility, please click on the File Upload link. How long will it take to transcribe? Whilst not directly affecting your quotation (as this is charged on a per recorded audio minute basis), as a rule of thumb, a one hour clear recording of a non-technical nature, with only one or two speakers, will take approximately four times the recorded length. If you add additional speakers, complex terminology or inferior recording quality, this increases turnaround time dramatically. Each assignment recording is very unique in terms of content, number of speakers, rate of speech, whether any layering of speech is present, accents, background noise and quality of audio recording, and we therefore do ask that completion timeframes are considered as guidance only. See our Recording Guidelines for advice on minimizing transcription time. What is your standard turnaround time? We normally aim to complete correspondence dictation next working day (dependent on volume), assignments of up to three hours recording within three working days, and for large projects such as conference transcription, please contact us in advance in order that we can book the work into our schedule, thereby ensuring that we can complete these within your required timeframe. What happens if I need to have work returned urgently? We are normally able to offer evening and weekend working when deadlines are tight, but a surcharge of 25% will be applied when we are asked to specifically accommodate this. We offer a service tailored to each client’s needs, and we will always strive to work to your completion requirements. Can you produce documents in my company style? If you have a corporate style that you would like us to use, please send us your company templates in order that our output is seamlessly integrated within your system. What secretarial services do you offer? We offer a wide variety of secretarial services, including copy typing, PowerPoint presentations, smaller mailshot campaigns (up to 1,000 recipients) and data input. Whatever your needs we can provide you with a cost effective solution. Call us on 01275 791 184 for an indication of our rates, and to see how we can help your business. When will payment be due? For private individuals and overseas clients we ask that a deposit of 25% of anticipated costs be paid when commencing the assignment, with the balance becoming due immediately upon completion. For UK businesses, there is no initial deposit, and our final invoice will be payable within 14 days of invoice production. For ongoing service provision, invoices for business will be raised at the end of each calendar month and are due for settlement within 14 days. Ad hoc work will be invoiced immediately upon assignment completion. In respect of work undertaken for Universities, invoices will be dated as the commencement date of the assignment, and will be raised either at fortnightly intervals, or upon assignment completion, whichever occurs first. Settlement will be due strictly 30 days from the date shown on the invoice (the commencement date of the assignment). Late payment charges will arise if settlement is not made within the specified timeframes – see our Terms and Conditions. How do you charge? We will quote you on a per audio minute basis. All rates are quoted in £’s Sterling exclusive of VAT, which shall be charged at the prevailing rate. If we find we have ongoing problems with the quality of the audio recording, or difficult foreign or regional accents continue throughout the audio, we will apply a rate enhancement, having discussed this with you at the earliest opportunity. In addition to the written quotation provided, the client will also be charged for any materials used in the course of the work, printing, stationery, any other miscellaneous costs arising, the cost of any discs or CD’s, and the actual charges incurred for return of work by either Recorded or Special Delivery. Are there any retainer charges? No. You pay only for the work you need. If your requirements fluctuate, or you only use us on an ad hoc basis, there are no standing fees. We provide you with the ability to instantly expand your business production, whilst removing any headaches concerning overheads during quieter periods. What payment methods do you accept? Our preferred method for settlement is by bank transfer (BACS) and relevant details are quoted on our invoices to facilitate this. Payment can be made by cheque made payable to ‘Voicescript’, or by Maestro, Visa Electron and Solo debit cards, and MasterCard and Visa credit cards.Please note that our invoices are issued on a ‘cash payment’ basis, and any payments made by credit card are subject to a surcharge of 2.6%. No additional charge will be payable in respect of debit card payments. We accept payment in £’s Sterling only. Any currency conversion costs are payable by the client. |
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