How to Organize Your Digital Recordings for Transcription

So you have some recordings that you need transcribed and you’re thinking of outsourcing them? Not so fast!
To improve your outsourcing experience and get better results, you must organize yourself first.

The first thing to do when you contemplate outsourcing your digital recordings for transcription is to organize them. Thoroughly check and organize your audio recordings into similar length, quality, number of speakers and subject matter.

Reasons to Organize Digital Recordings for Transcription

  1. To know the lengths of your recordings
  2. To know the quality of your recordings
  3. To know the number of participants in each file
  4. To know the subject matter or topic of discussion or dictation
  5. Note the names of the participants/speakers

The main reason you have to organize your digital recordings is to know and be aware of what you’re outsourcing. Once you have this knowledge it is easier to communicate the same to your prospective transcription agency.

Provide all these information to your transcription agency upfront. This will allow the transcription agency to take informed decision about your transcription requirements and therefore, remove any misunderstanding in terms of rates, turnaround time and quality expectations.

Armed with the knowledge of the total of your recordings you may negotiate the transcription rate or turn around time as the case may be. Some transcription agencies may have bulk order discounts if your total audio length is over a certain number of minutes.  With these information, you are able to communicate more effectively and therefore bargain better too. At the same time, the transcription agency will also be able to give you definitive answers to your queries.

How to Organize Digital Recordings For Transcription

Once you know the lengths, recording quality, number of speakers and subject matter of your recordings, record all these information in an Excel file for your ease of reference. Doing this will also give you a fair idea of how much the transcription services will cost you and how much time it may take to outsource them. The lengths, recording quality, number of speakers and subject matter will also give you an idea as to what quality of transcription you may expect.

It is not realistic to expect 100% accuracy when your recordings have background noise, constant interruptions or multiple speakers, etc. You may also organize them in terms of the urgency of getting the transcripts.

So, you can organize your digital recordings into categories like –

  • length
  • quality
  • no. of speakers
  • subject matter
  • required TAT

Stay organized by Outsourcing Transcription

Keep track of all your outsourced recordings with an Excel sheet. Date sent, deadline and putting your remarks or comments against the files when you receive them back will be helpful in future as well. If there’s even a misunderstanding or confusion, consult your record and speak to the transcription provider right away.

Outsourcing transcription is a learned skill. To some of us, outsourcing or delegating task is almost like losing control over our tasks and jobs. While, there’s so much value for those who can take advantage of outsourcing transcription. Virtual assistants who transcribe audios and videos can help you achieve your personal and business goals.