Audio Typing Necessity And Technology Explained

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Audio TypingNew companies will need to subscribe to a lot of services to ensure smooth running of their business. They will need to get IT services handled by a third party company to ensure that their employees will always have access to necessary IT functions like email and applications. Housekeeping services will keep the office clean. Banking services for day to day financial transactions and monthly pay check handling. Another one of these essential services is audio transcription or audio copy typing.

Why Transcription?

On any given business day, there are a lot of ‘interaction’ activities that are taking place in your office. If this is the hiring season, you are probably interviewing candidates by dozens to fill in an important position in your company. These discussions will probably need to be analysed later. You are having an important business meeting and you would like to have a copy of the discussion for later review. It may be used to build the minutes of meeting or you have to make a report out of it. Ideally, you could just re-listen to the recordings and make a report out of it.

Unfortunately, the audio is a ‘live’ activity. This means, it is linear in nature and is not exactly the best source to make reports. You need something that is non-linear. Written content is non-linear. Written content is more easily shared, searched through and discussed with. That is what audio typing or audio transcription does. This activity takes your audio recordings and then converts them into text data.

Once your ‘voice discussions’ have been converted to text matter, it becomes so much easier to manage and work with them. You can store them easily, because text takes up a lot less space than a corresponding audio file. Thanks to small size, you can share them easily. It is time consuming and bandwidth consuming to share audio. Lastly, even the most basic electronic devices – computers, phones, tablets – can handle text. The same cannot be said of the audio. All these reasons are something which should make you understand that, you will eventually begin working with an audio typing company.

The Workings

The core concept of audio typing is something that is borrowed from the original copy typing process, where text in one form was transformed into digital form. The three parts of audio transcription is the original document, the conversion process, the output document.

In our situation, the original document is an audio file that contains the recording of conversations or even dictation. Either of them qualify as the source document. The conversion process includes a combination of a human transcription agent, audio equipment like a headset and a word processor powered by a workstation. The agent is at the centre of all these activities. He is trained to such a high level of skill that he is able to do two things simultaneously. Thanks to the audio player on his workstation and the headset, he is able to listen to the conversations. As he listens to the conversation, he works on the word processor typing down everything is heard, usually at the same time.

His advanced typing training allows him to type at the speed at which he is listening to the words. Sometimes there might be a need to go back and forth through the recording. The workstation will have an advanced audio player that allows easy scrolling back and forward. This allows the agent to go back in time, as in access different points of the conversation, to add those elements of the conversation that may be missed. Sometimes, conversations can become garbled in which case, multiple pass through would have to be done by the audio transcription agent.

Typing Service Provider

Most audio typing companies provide a simplistic method of exchanging files and finished documents. The typing service company will provide a ‘client login’ system, which allows clients to login remotely into their workspace. In this workspace, they can upload the audio files that need transcription. From the same client workspace, they can download finished documents. There will also be another section dedicated to putting those files that need to be redone. Usually such systems also have a feedback system that allows easy conversations.

Armed with this knowledge about typing services, you should have no trouble in knowing what to expect from your own typing company. As long as they are providing the basic services mentioned above and have a decent repute from other customers, you are in good hands. We would also recommend that you work with some sample audio, see how the quality of the output is before signing them up for an annual or quarterly contract.