Safeguard Confidential Transcripts

As a transcription service company AllTranscript.com has to lots of transcribe digital materials for it’s  clients. Some of these materials go live on TV as subtitle and closed captions. And some of these materials go live on our clients websites such as radio stations and podcasters who need transcription services. However a lot of our clients who are market researchers, State police departments, private investigators and financial service providers need confidential transcription.

What is a confidential transcription? Simply put the service provider is not allowed to shared the transcribed content with anyone. Usually they are bound a by a legal document which prescribes the guidelines to be followed when transcribing confidential files. For example, we the vendor is required to safely store the digital recordings when in their possession. After the transcription the transcripts are to be safely store. They are not to be shared with anyone or shared with anyone or to any platform or space without the clients consent. The transcription vendor is required to destroy all materials in their possession after the project has been completed. All these clauses are compiled into a legal document which is known as a Non Disclosure Agreement or NDA which we as a transcription company sign with our clients. It is a written promise by us that we will keep all materials safe while it is in our possession.

Keeping the transcripts safe is a very important to us as we have to make sure that the transcripts do not get leaked out to unauthorized persons. So we follow a set of procedures which help in keeping our clients files safe with us when the project is running.

Here are 5 ways in which we safeguard transcripts in our office:

  1. Digital files, recorded cassette tapes containing confidential material is kept in password protected computers.
  2. The computers on which materials are stored are given no access to internet so that the chances of a virus attack or privacy attacks are not there.
  3. Transfer of files inside the office using pen drives and external disks is strictly prohibited. All transfers between computers is done via LAN.
  4. Computers and servers are free from any malwares, adwares and viruses.
  5. We prefer to use Gmail for submitting transcript directly to their email. Gmail is the most secured email service and best suited for our and clients needs.

AllTranscript’s 4 Recommendations to clients on safeguarding confidential digital documents:

  1. Avoid storing transcripts in removable and portable storage media.
  2. Store transcripts on a cloud storage service such as Dropbox.com, Google Drive, Microsoft Skydrive or Apple’s iCloud.
  3. Enable two step verification on your email service provider if available. Transcripts are send as attachments to clients and remain in their inbox for days. Some clients use email to back up work. So email logins and should be kept highly secure.
  4. Put all the research material or recorded materials in a password protected folder. This software will efficiently password protect your folders and take care of sensitive date.

When transcribing an audio recording such as a meeting, press release or an interview, you can give instruction to the transcription company about not identifying the interviewees name in the audio transcript. This way it keeps the participant details secure in case of an hack or misplacement. Here is a example of how an audio transcript looks like with interviewer and interviewees name mentioned in side columns.

We hope you guys found the article useful. Remember safeguarding sensitive data such as research materials and digital recordings is most crucial. Keep your belonging safe both in the real world and in the digital world.

About the author: AllTranscript.com is a web based transcription company with global services. AllTranscript offers a complete range of transcription services. The company’s vision is to extend accurate services of speech to text conversion throughout the world in universities, courts, churches, big corporate and small businesses without charging too much for it. For more interesting articles visit our blog at http://guides.alltranscript.com. Thanks!

What Makes One Typing Service Better Than Another?

Typing service is a hugely competitive business these days. As a result services are beginning to transition into new service offerings. : For example companies which specialize in transcription of dissertation thesis recordings are now offering medical transcription services as well.

Now, there are hundreds companies offering everything from general transcription to specialized services such as document transcription, legal transcription and medical transcription. Due to the high influx of providers, companies are forced to opt for a business model which provides ‘value to the customer’ instead of charging a premium. There was time when companies would charge 500 dollars just for transcribing one hour of audio. Now the transcription rates have become affordable and the competition has brought typing services within everyone’s reach.

Typing services online

Geo-location is not a problem anymore. It doesn’t matter if you are looking for a typing service in the UK or in Australia, you would definitely find it hard to choose one service company as there are so many options now.

So how does one zero in on a transcriptionist? Basically, what makes one typing service better than the other?

Well, here are some points that one could consider in order to differentiate between the competition and separate the cream from the rest.

Services Are Competing More And More On Rates: Nowadays, to transcribe 1 hour of video will cost you upwards of $50. Probably more. The average rates are now hovering at $1.50/minute fast transcription. However if you are lucky you can transcribe the audio recordings for much less provided you find someone who would do it for less. AllTranscript.com is one such transcription company. A few years back, companies would charge thrice the amount to what they are charging. Thanks to the competition providers have been forced to curtail their charges and offer it at nominal rates.

Tip: AllTranscript.com charges only $1.10/minute of audio transcription. And their services are highly accurate and convenient.

Better service to the customers: Customers are being given faster response times in terms of service. A few years ago transcriptionists would be available via a phone only. Now transcribers are available instantly via platforms such as Google Chat, Social Media, Twitter and Facebook, and SMS, besides being a Phone call away.

Companies are competing on innovation: For example, recently a UK based transcription company launched an Android based App which allows conference call users to directly record and send the audio to the company as soon as the conference call gets over. It makes transcription work so much easier.

Here is another example. Transcription companies are now working with manufacturers of voice recorders in order to make their services totally integrated. For instance, one can use a special voice recorder in which after the recording session is complete would automatically send the recording directly to the company for transcribing. Isn’t this wonderful?

Companies are competing on Quality: Customers choose between companies based on the accuracy of the transcripts they receive. Here at AllTranscript.com quality is the Number# 1 priority. This is one area which we cannot compromise on. Customers need accurately transcribed documents especially hospitals, clinical researchers, medical personals, doctors and therapists.

Companies are expanding their service: Companies are transitioning completing their suite of offerings by including general, legal and medical transcription as part and parcel of their business portfolio. Businesses transitioning to medical transcription are making themselves HIPAA compliant so as to offer typing services in the UK and US and to the rest of the world where HIPAA compliance is a necessity.

About the author: AllTranscript.com is a online company which primarily provides typing services in countries such as the UK and British Isles. All typing is done by a team of transcriptionists with years of experience behind their back. The team is able to transcribe difficult Scottish accents, British accents and even international Asian accents with great accuracy.


“Your customer doesn’t care how much you know until they know how much you care.”

~ Damon Richards

AllTranscript Dictation Service Keeps Text Transcripts Secure

Keeping audio and video transcripts secure is the number one priority at AllTranscript.com. Clients who use our book dictation service send us book dictation files which are to be kept secured during transcription. So here at AllTranscript.com our team of transcribers follows series of stringent steps to make sure that our transcripts safe from hackers and harmful viruses and Trojans from getting into the system.

1. Keeping email conversations secured: Most of the conversation between us and clients now happens on email. We do also take phone calls and attend client meetings on Skype, WebEx. All these electronic mediums are communication are by themselves pretty secure. Our preferred email client is Gmail by far. Why? Because it is very easy to use, safe to add attachments and very responsive.

Tips For Keeping Email Conversations Secured:
A. Use a well known email service provider such as Hotmail, Gmail or Yahoo. Signup for their business services which allows mapping of a personal domain email address onto, Gmail or Yahoo. For example if your domain address is xyz.com and your professional email id is sales@xyz.com, then you could sign up for a Gmail business account and then use Gmail services while keeping the same email address which is sales@xyz.com!

B. Scan for virus and Trojans when downloading and before uploading critical documents and files. We use an antivirus software by the name of ESET Nod 32. It’s a very powerful software and has kept our systems virus free for years now. Plus it is pretty affordable. We highly recommend using this antivirus for retail or large organizations.

C. Enable two step password verification for changing email passwords.

2. Safe Storage Of Audio And Video Files:
As a transcription service we receive lots of audio and video files for transcribing into text. These files are usually conference calls, meetings, interviews, thesis dissertation recordings, Skype calls etc. which are to be transcribed, proofread and then compiled into a word document before being sent out to the client. Moreover we are legally liable after signing a Non Disclosure Agreement with our clients. Hence we take extra measure to safe store all these digital files.


Some of the these critical steps are:

A. Add passwords to folders in which audio files are stored.
B. Add passwords to pen drives, external hard drives which are used to transferring media files from one computer system to another.
C. Limited internet access to critical computer systems so as to prevent leakage.

3. Using A Reliable Courier Service: AllTranscript.com also provides academic transcription services to America, Canadian, Australian and British universities. The service of transcribing thesis and dissertation interviews sometimes requires that the clients sends us the cassette tapes for transcribing into text. We recommend our clients to use well knows courier services for critical transcriptions such as audio dictations for example. These are Fedex Canada, Purolator for Canada, DHL for Singapore, US etc. and Smartsend, Australia.

4. Antivirus: Discussed earlier in point number 2. We have an excellent antivirus installed on all of our laptop and desktop systems. We make sure all of our computers are virus free by regularly running full antivirus checks and updating the antivirus database on a routine basis.

5. Adding passwords to MS Documents: Super critical and private transcripts can be secured by adding a password and a digital signature to the document. When a client requests us to

6. Deletion of audio/video files:
After the transcription project is complete we delete the dictation files completely from our system as it is no longer required. So once it is deleted the is no chance of any mis-usage. We do store the transcripts with us for a certain period of time. All these are stored on our cloud storage platform offered by Amazon and Microsoft.

About the Author: AllTranscript.com is an English audio international typing services company where universities can transcribe thesis and dissertation interviews at economical rates. We also offer university transcription services to Lecturers, PhD candidate students, Assistant professors and to university research students. Rush transcription service is also available and we are open 365 days a year, 24 hours a day. To read more interesting articles visit Alltranscript.wordpress.com.

What Does A Transcriber Do In His Day To Day Life

Hello Readers,

The profession of a transcriptionist maybe a tiring one in the initial phases of one’s career. Constantly typing on the keyboard and listening to digital materials and even cassette tapes may not be every ones forte. However once a person is able to adapt and grow into this then there is no turning back. And it’s a rich rewarding experience.

So how does a professional transcriber go about spending his day at work? A transcriptionist is a person who has to type out spoken speech into text by listening to it. This transcription job involves lot of typing.

A professional transcriptionist hired by a transcription company can transcribe mp3/wav interview recordings into text anywhere from 45 minutes of an audio to 90 minutes of an audio in one day alone. In contrast people with average typing speeds or non professionals are able to transcribe half that length in twice or usually three times the days.The typing job involves being on the computer for very long hours, and of course lots of rewinding and pausing. Transcribers use a software which is called a transcription software. The software is a misnomer in the sense that it does not transcribe the audio by itself but it only assists the typist in their job. How? A transcription software like Express Scribe (by NCH software), one loads the audio or the video that is to be transcribed into the software. So with the help of the software the typist can vary the playback speed of the audio so that it matches his or her typing speed.

Note that not all transcribers would need to work on a keyboard. Legal transcriptionists work on a special form of a keyboard which has inbuilt shorthand capabilities. So in court room hearing or a deposition hearing for example, the legal transcriptionist is able to transcribe nearly instantaneously. It’s important that there is no lag since court room depositions and court room hearing might be needed to be transcribed on a rush basis and the defendants, the lawyers, jury and the prosecutors might not be willing to wait for late delivery of legal transcripts. Rates for legal transcription vary on either a per minute basis or a per line/word basis.

sundays-free-spent-home

Many transcription services are offering what are called home based transcription jobs. The typist can be located anywhere in the world and could be working from the comfort of their homes. The only equipments need for one to get going is a good internet speed, a transcription foot pedal, transcription software and 24×7 availability. 24×7 availability is crucial for rush typing with fast delivery and turnaround times. How Does Lynda Spend Her Day Transcribing?

Lynda M, a transcriber by profession works at an Australian transcription service. She is a home based freelancer and a mom of 2 children. Although she works for a Melbourne based company however she resides in Ohio, US. How? Thanks to the internet!

We asked her how does she spend her day at work (which is at her home of course). Lynda said “I get up in the morning and do the basic chores of the household. Afterword at around 8 or 9 AM I check my emails to see if I have received any transcription work from my company. When I receive a file for audio transcription I start working on the files immediately. Then after the audio conversion to text has been completed I then submit the files back to the company.

Enjoy Your Work

I spend about 6-8 hours, sometimes more depending on the work load and the quality of the audio files. Some audio files are easy to transcribe as they are noise free recordings. And some are hard due to backgrounds noises and even the Australian accent. So these type of files takes me an extra hour or two.” And We Asked Her What About Her Free Time?

She replied “Well, I usually am able to finish my work by 5 PM. And then I am free. I don’t work on Sundays. Sometimes I might be busy on Saturdays as well if some household emergency comes up. I email my employer and tell them about the urgency. And they usually are soft on this issue. So I am easily able to manage a work day off when needed in an emergency situation or things that I have to attend to outside of my work schedule.”

Health Issues A Concern
Lynda told us that she loved her job so much. But she did have on concern which was her health. She is worried that sitting on the computer for long hours on stretches might not be good for her neck and lower spine region. Also long typing means using excessive hand movement (which could result in Carpal Tunnel eventually) in a particular way. So she is looking at alternative forms of exercise and health rejuvenation such as Yoga, breathing exercises, Pilates and the every green home based power exercises to keep her going at her work.
We talked to Lynda on her future plans which we’ll cover in the later blog posts. It was absolutely wonderful to talk to Lynda and we will definitely be catching with her soon.

If you have been reading this article and have something to say, comment or give any views. Feel free to get in touch with us at our website the link to which is below.

Thanks and see you guys soon.
AllTranscript.com Transcription Service.

Why You Need To Transcribe a Keynote

A Keynote speech is a professional way of interacting with large masses. A keynote speaker identifies the type of audience which is going to be the part of the program and prepares accordingly. Unlike other speakers, he aims to deliver his speech in a conversational tone. This is done to avoid any kind of monotony among the individuals present there. For the purpose of expressing a particular topic before audience for a specified period of time, the speakers charge hefty amounts from them. However, people don’t mind paying such amounts as they are given an opportunity to hear motivational speeches from their favorite speakers.


Reason Behind The Transcription Of Keynote Speeches

Have you considered converting audio into text? The dictionary word for conversion of speech into text is ‘Transcription’ or ‘Transcribe’ . Transcribing can prove to be a great idea because of the following reasons:

Easy to read typed version

Transcription means the conversion of an audio or video into an easy readable word document. If you have missed some part of the speech or were not able to attend the whole keynote speech, you can buy its transcribed version to counterbalance the loss. The transcript stored can be accessed by the audience as well as the speaker anytime they want.

Easy to store transcript

It is easy and convenient to store a transcript as per your preferences. With the help of transcript, a proper record of your speech is also maintained. You can transfer it in your pen drive, tablet, smartphone with respect to your interests.

Put text on your website

Most of the keynote speakers have their official websites to create cordial relationships with their audiences. They can stay updated by putting the transcribed portion of their speech online to keep people people’s interests alive.

Easy to refer back and forth

There may be situations when keynote speakers initiate to improve their present work by analyzing their past records. By considering their previous works, they can become successful in improving their current speeches.

How To Transcribe an audio? The most convenient way is hiring an accurate online transcription company. Alternatively, one can transcribe the audio by themselves with them help of a transcription software. If typing speed is a concern then it’s best left to the professional typing service companies.


Types Of Keynote Speakers

There are 4 types of keynote speakers which have been mentioned as follows:

Generalists: Generalist, as the name suggests, is known for communicating with the audience on general issues.

Gurus: Gurus are scientific experts who deliver already prepared reports in an efficacious manner. They can be interpreted as well informed speakers rather than motivators.

Organizational Executives: These business executive are present for conducting corporate training. Be it about introduction of a unique product or implementation of a strategy, you can feel free to invite these executives for achieving your organizational objectives.

Advocates: They prove to be the best among the above mentioned categories. They don’t work for free and possess the capability to deliver any kind of speech from motivational to corporate level.




Keynote Speakers worth mentioning

Notable Keynote Speakers Of Canada

Barb Fry: Barb Fry makes sure that the presentations are delivered with higher levels of energy, so that the listeners stay physically and mentally present in the event.

Bill Carr: Bill Carr possesses the capability to deliver serious messages in a light manner. The words used by him force the audience to see the hidden meaning behind their life.

Carol Lesbriel: Carol Lesbriel is an inspirational keynote speaker who helps individuals in redefining their personal and organization objectives.

 

Notable Keynote Speakers Of Australia

Toni Fitzgerald: Toni Fitzgerald is known for delivering corporate speeches, which are shared interestingly with the audience.

Dr. Adam Fraser: Dr. Adam Fraser is involved in coaching and training people in different areas.

Bettina Arndt: Being a motivational speaker, Bettina Arndt has become successful in building her own brand across the globe.

Siimon Reynolds: Siimon Reynolds is a highly skilled entrepreneur and professional keynote speaker.

 

Notable Keynote Speakers Of UK

Among the best keynote speakers of UK, some of them are mentioned as follows:

Adrian Webster: Adrian Webster is known for inspiring individuals to give innovative outputs in a different manner.

Allan Pease: Allan Pease is considered to be a motivational speaker who throws light on various success mantras in a light manner.

Amy Williams: Amy Williams, being a gold medalist in 2010 Vancouver Olympic Games, tends to be a speaker who specializes in delivering conversational speeches related to sports, teamwork, motivation, leadership etc. If you have always wanted to have an impressive personality, hearing to this speaker at least once becomes a must for you.


Thanks,

AllTranscript.com Team.
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Posted on: 20 March, 2015

Carpal Tunnel Syndrome among Transcribers

What is Carpal Tunnel Syndrome?

Carpel tunnel syndrome or CTS is a physical condition of the hand which causes pain and discomfort. The disorder is caused due to the median nerve of the wrist being pressed. The median nerve runs through a small passage way in the wrist which is called carpal tunnel. The tunnel is the width of about 1cm to 1.5cm. Median nerve is primarily responsible for producing sensations and movement in the first three fingers and thumb.  When this nerve is pressed, it causes pain.

Pain is also caused due to the tendons pressing against the nerves. There are a total of 9 tendons which run through the carpal tunnel. These are covered by a layer of membrane. If any inflammation occurs in the membranes, they result in swelling and ultimately the swollen membranes press against the median nerve, causing pain and discomfort.

Pressure could build up due to several reasons. For example, obesity, Ligament presses on median nerve.

Where will you get to see CTS?

Its common among transcribers.

Professionals spending long hours in front computers i.e. Call Center professionals, Software coders and programmers,

Causes of CTS:

  • Wrist injury
  • Obesity
  • Rheumatoid Arthritis
  • Diabetes
  • Congenital
  • Smoking
  • Age factor:
  • Females: between the ages of 40 and 60 are more prone to CTS.

Lifestyle:  CTS is common in people who spend long hours working on the keyboard. For example, transcribers and transcriptionists suffer from frequent pains in the wrist due to excess typing. In BPO’s and call centers employees spend long hours on workstations. In order to prevent CTS among employees, squeeze balls are provided to employees.

7 Tips to Prevent Carpel tunnel in Employees:

  1. People working for long hours on computers can do wrist rotation exercises for atleast 5 minutes every hour.
  2. Perform hand stretching exercises
  3. Take frequent breaks of short duration.
  4. Maintain correct posture while using computer mouse and keyboard.
  5. Wear wrist braces and splints to keep the wrist straight.
  6. Switch between laptop touchpad and laptop mouse. Touchpads are more easier on the hands.
  7. Job rotation: Employees can take rotate their jobs with their colleagues in exchange for a job that involves lesser

Author: Article posted by Alltranscript.com. Alltranscript.com is online transcription service site specializing in interview transcription and podcast transcription services.