Media Transcription Process

Technology and Quality

We offer this overview on the key points to help understand our service. We consider our Media transcriptionists as English language specialists who must possess a unique set of core competencies in order to convert voice to text. Like Sign Language interpreters, what goes into their ears must come out through their fingers. Below we have an overview of our technology and quality control. Please feel free to contact us with any additional questions

Technology

Methods of Dictation:

Digital dictation machines (Our preferred method): Reports are dictated on a digital recorder, which can be downloaded to a local computer that is connected to the internet. The files are then transferred over the internet to a secure server. These files are then downloaded by the transcribers who listen and transcribe. Once that is produced they will then upload the document back to the server which can then be downloaded to the client's computer and printed. All this is done using secure connections though passwords, etc. (Currently we support all Digital recorders)

Toll free number: The process is the same as above, except that the Dictator can use a telephone to do their dictation. The dictation is stored in the secure servers as the telephone numbers provided will enable direct dictation to the secure servers. Once it is done, the transcriptionist will log on to the servers and produce the transcribed documents. Once that is produced they will then upload the document back to the server which can then be downloaded to the client's computer and printed.

Personal Computer: We can provide you with the software necessary to record directly to your computer, which is then transferred the same as above.

Transferring of files

FTP (File transfer Protocol)

File transfer protocol creates a connection between your computer and our server and transfers the files to us and back. OSI will provide you with the software and any training necessary for this.

Browser based

All files are transferred by a secure 256 bit AES encryption over the internet using your browser (Internet Explorer, Netscape and so on). This is done via our website. The website uses a secure upload and downloading system. All files are transferred via our web page almost as easy as an e mail.

The Process:

We receive your voice files.
Open them and convert them to the format best suited for processing.
The directions necessary for each type of transcription is documented prior to starting the work.
Transcriptionist then starts transcribing. This could be by one or more people, depending on the turn around time required.
Following transcription, the document goes through three levels of Quality control; the final by an English Language specialist who will be the QA editor.
In addition to the three levels of checking, we also use the Stedman's Spell checker and the Webster's Dictionary for accuracy.
The document is then scanned by antivirus software.
The document is then backed up at multiple locations for safety.
The document is returned to you by browser, E-mail or FTP keeping in accordance with your turn around time needs.
For security purposes we prefer that all transmissions are encrypted.