Transcription Services

Our Process

More Info On:

Choosing a Transcription Recording Device

If you have already recorded your audio, see our section on duplicating your tapes.

If you are going to be recording audio for transcription, it is important to acquire the best sound possible for transcription accuracy. Please consider recording on one of the following devices listed in order of preference.

1. DAT professional format or HardDisc based professional recorder. (Please dub DATs to CD for transcription)
2. Portable Digital recorders
3. MiniDisc
4. Digital Video Camera with an external microphone (not the built in one) (just record sound, not picture)
5. Standard Size Audio cassette (like the ones you can play in your car stereo)

We recommend investing in either a WMA recorder or a MiniDisc recorder and a decent microphone.

Portable Recording Devices for Digital Transcription

We recommend two different sets of devices; the Olympus WS-3xx Series and the Zoom H4.

The Zoom H4 is better quality and a more professional device, but more expensive. The Olympus is cheaper but doesn't provide all the features of the H4.

WMA Transcription Recording Devices / Digital Dictation Devices

Currently we recommend only the Olympus WS-100, WS-200S, WS-300M, WS-310M, or WS-320M. This set of devices when used with our recommended settings have the potential of recording 'Type-1' audio for interview transcription. Purchase the WS-300M or purchase the WS-310M. The difference in models is primarily one of capacity. The WS-300M will record 8.75 hours of audio at our recommended setting, the WS-310M will record 17.5 hours. Both the WS-310 and WS-300M were less than $100 as of 11/8/2006.

We do NOT recommend any device that records in the DSS or DVF format. They sound horrible and will NOT qualify for Type-1 billing. The Olympus records in the much higher quality WMA format.

Recommended Setting for Olympus WS-100 thru WS-320M :

You will need to read the manual with regards to using the menu settings. Assuming you've done that navigate to the following menus and set them as indicated below: Recording Modes (MOdE) The device comes default in "HQ" mode. The possible choices are (ST) HQ, HQ, SP, & LP. Use "HQ" mode only. On the WS-100 this will provide 4 hours of record time. On the WS-200s it will provide about 9 hours of record time. The (ST) HQ mode is only available on the WS-200S and should not be used. Microphone Sensitivity (MIC) We recommend using an external microphone. If you must use the built in one, set it to 'HI' sensitivity.

Olympus WS-100 for Transcription Recording

Attach an external microphone to the 'Mic' IN port on the top of the device. Using an external microphone such as the Sony ECM-MS907 will greatly improve your audio quality. The built in microphones on most of these small devices are pretty crummy.

Use External Mic for better quality transcripts.

Downloading Files from WS-100 or WS-200s The WS-100 pulls apart in the middle to reveal a USB connector. Plug this into your computer, Windows or Macintosh and it is recognized as a 'drive'. Drag the files from the 'drive' and place them onto your computer's desktop. Follow upload directions to get the files to us. Be sure to back up your files before erasing them from the device!!

USB Port for accessing transcription audio.   Connected to you computer via USB cable.

MP3 Transcription Recorders / Zoom H4

This product category is just starting to develop so details change from day to day. We think this category has great potential in that you can directly upload the recorded audio in MP3 format straight to our servers without having to duplicate or change the audio.

Currently we recommend the Zoom H4. It records in MP3, has decent microphones build in, can use professional quality external microphones, and has expandable memory. It retails for about $300.00 as of 2/17/2007.

Zoom H4 - Handy Recorder

Zoom H4 - XLR Microphone Inputs

iRiver, Marantz, make MP3 recording devices. The Pogo Ripflash Trio we used to recommend is no longer being manufactured.

The Marantz devices is more 'professional'. We have not used either the iRiver or Marantz (MAR-PMD670) so can not give specific advice.

Pogo RipFlash Trio (Legacy Info - Device not available for purchase anymore as of 1/5/2005)

The Pogo RipFlash Trio 128MB MP3 Recorder will allow you to record up to 9 hours of audio to it built in memory. Please see our menu settings below to get the best results.

This product comes with a lapel microphone which we recommend that you use when recording interviews. Attach the lapel microphone to the collar of the person you are interviewing. It is also possible to place the lapel microphone on the table in front of the person speaking, but we recommend attaching it to your subject's shirt collar.

Recommended Setting for Pogo Product (Legacy info):

You will need to read the manual with regards to using the menu settings:

Once you are in the 'Voice Record' mode enter the menu and adjust the setting to reflect these changes:

Contact us to set up an FTP account for use in uploading your MP3 audio for transcription. The device can save the files to your Windows computer. Each file will be called "VOICE0xx.MP3". This file can then be sent to us via FTP, thus eliminating your shipping costs and decreasing your turnaround time.

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MiniDisc Transcription

Given that professional DAT recorders can be quite expensive (approx. $800-$1500), we recommend MiniDisc for recording sound that will eventually be transcribed. The audio quality is quite good and the price is approximately $150-$350 for the MiniDisc recorder plus $1-$2 per MiniDisc cartridge.

We recommend the following products:

Sony NET MD MZ-NF810

This is the successor to the MZ-N707 and is a bit more expensive, but is a current Sony Product and widely available.

Sony NET MD MZ-N707

This product works great and is cheaper than the NF810, but seems to have been discontinued by Sony.

Both of these devices require an external microphone and we recommend the Sony ECM-MS907.

If you choose to buy a different MiniDisc recorder, be sure to check that it can accept an external microphone. Many MiniDisc 'recorders' do not and can only record from a computer which will not do you any good. Here is a list of the many different MiniDisc products available.

Recording Using MiniDisc:

When recording please do not use any of the 'extended' or 'long' play options. Instead, record in Mono. This will give you approximately 160 minutes per disc. Recording in stereo will yield 80 minutes per cartridge. We recommend that you not record more than 1 hour per cartridge. It is faster for us to transcribe 3 one-hour cartridges than it is to transcribe 1 three-hour cartridge. Divide and conquer.

Note: Any audio submitted that is longer than 2 hours per tape/disc/file is billed an additional $15 per half-hour above the 2 hour mark. Thus, submitting 3 one-hour discs/files/tapes is cheaper than submitting 1 three-hour disc/file/tape

Addition MiniDisc Info

The Canadian Broadcasting Corporation has some great recommendations for capturing good audio and using MiniDisc.

There are several web sites dedicated to the MiniDisc format including www.minidisc.org, which is a good place to start learning more about this format.

When submitting your MiniDisc cartridges for transcription, please remember to enable the 'Record Prohibit' tab on the cartridge.

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Digital Video Camera

All of the current DV cameras can double as portable sound recording devices. Set your audio to '16 bit' and you have a format that is equivalent to a DAT player. ('16 bit' mode on DV cameras record at 48hz, '12 bit' records at 32 khz). Simply plug in a decent microphone and hit record. Try to avoid using the built in microphone if possible. You can monitor the sound quality with headphones. See the manual that came with your DV camera for how to change the audio settings as we have no idea how your particular camera works.

While some people you record might be wary of being recorded on video, it is not necessary to shoot picture while recording sound. Just leave the lens cap on and, if need be, point it away from the subject. Make sure to keep whatever microphone is recording the audio pointed at the person talking!

What you'll end up with is a video tape that has audio and 'black' picture. For transcription, dub the DV tape to VHS and send it in. Alternatively you can also create a DVD and send that. See our notes on VHS duplication.

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Courage without conscience is a wild beast.
--Robert G. Ingersoll (1833-1899)