5 Important Factors To Consider Before Outsourcing Transcription Services

You have to use a transcription service if you wish to convert a video or audio recording into a text-based file. The transcription process involves taking the spoken portions of the audio recording and writing them down in your required format. The process of translating audio files into text format can take a long time, so more companies are choosing to outsource it rather than handle it themselves. Regardless of the number at any given time, outsourcing transcriptions to a specialized company can better guarantee quality and prompt results.

What Is Transcription?

The process of typing down the audio from a voice or video recording is known as transcription, which gives you a written record of what was said and who said it. Outsourcing transcription services can be a strategic decision for many businesses and organizations.

The best transcription services frequently include timestamps so that you can identify the exact point in the tape where something was said. This makes it simpler to locate and return to the information later on. You can choose a reliable transcription service to convert audio to text and save yourself hours of work.

So, before you start transcribing your audio, take a look at these 5 factors to take into account. You'll ultimately save time and money by reading this brief piece of content.

1. Accuracy And Quality:

Technology advancements are increasing the rate of accuracy level in transcription. Depending on the quality of the given audio file and the complexity of the dictation, the majority of automated providers can achieve accuracy rates of close to 99%.

Particularly if the content contains technical or sensitive information, accurate transcribing is essential. Choose a transcription service provider who has an established track record of producing precise and high-quality transcriptions.

Check for customer reviews and testimonials to gauge their performance and accuracy levels. A reputable provider will often offer a free trial or sample transcription to assess their quality before committing to a long-term partnership.

2. Security And Confidentiality:

Your transcribing service provider should have strict internal procedures. This guarantees that they can maintain the secrecy of the information in your audio recordings and avoid the leakage of any critical information. Select only a service with an ISO Information Security Certification for the security of concern.

Numerous audio and video files could include private or sensitive information including confidential data, financial information, or recordings of private conversations. Make sure the transcribing service provider has effective security procedures in place to safeguard your data before outsourcing. This includes rigorous confidentiality agreements with their staff and transcriptionists, secure file transfer protocols, and data encryption.

3. Turnaround Time :

When deciding which transcription task to use, turnaround time becomes a crucial consideration. Even one hour of audio will require up to six hours of your valuable time to manually transcribe. Not an excellent option if you are a journalist with an urgent deadline or even a student who is overburdened with research and thesis writing. They can complete an audio file of a comparable length in about 6 minutes. The overall turnaround time for a 1-hour audio file is about 2 hours, although you will need to factor in some extra time to edit the document to 99% correctness.

    

Given that certain organizations may have strict deadlines for their transcription demands, take a look at the turnaround time the transcription service provider offers. Make sure the service can meet your turnaround time requirements without sacrificing precision and quality. It's also critical to make sure you understand whether they bill more for quicker services.

4. Pricing And Cost Structure : 

Does the service provider offer an all-inclusive pricing structure? Or are there additional fees based on the add-ons you select? It will be more difficult for you to decide what you can and cannot afford the more flexible the pricing is.

Do you think the price is fair? Some suppliers enjoy promoting extremely cheap per-minute rates. Nobody knows for sure, though, if they will be able to ensure quality and accuracy. If you choose the least expensive option, you could have to pay more money for a second supplier or lose your own time doing it again.

Different pricing structures, such as per minute, per word, or hour of audio or video content, may be used by suppliers of transcription services. Recognize the cost structure and evaluate it by your budget and transcription needs. Extremely low charges should be avoided because they may signify poor quality service or a shortage of skilled transcriptionists.

5. Specialization And Expertise : 

The qualifications of the people working on your file are a crucial factor as well.  Native language speakers, subject matter specialists, top graduates from prestigious universities, and skilled quality analysts will make the greatest transcribers. Because of their background, they will be able to identify the subtler nuances of transcribing, such as dialects, slang, colloquialisms, and other cultural differences, thereby enhancing the final product's quality.

Legal, medical, academic, or general business transcription are some of the specialties offered by various transcription service companies. Choose a source who specializes in handling transcriptions about your industry or subject matter if you have a specific preference. Since specialized providers are more likely to be familiar with industry-specific language, the content will be more accurate and clearer.

These five considerations make outsourcing transcription services a crucial part of a company's growth plan. Select a transcription service that puts quality first and has years of experience if you want to get the most out of them. The price should be the third consideration because lower transcription rates do not always equate to lower costs. Consider how much time you will waste correcting inaccurate transcriptions.

In addition to these five factors, consider the dedicated support team, the availability of additional services (e.g., time stamping, verbatim transcriptions), ease of communication, and collaboration during the transcription process offered by the reliable transcription service provider. By thoroughly evaluating these factors, you can make an informed decision and select the most suitable transcription service provider such as Om Data Entry India, Data Entry Inc., Go Transcript, Sonix, Rev, Scribie, etc. for your business needs.