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What is digital recording and/or digital transcription?Copyright © 2003 Lynne BullenWithout getting too technical, below is some information offered as an introduction and insight into digital recording and transcription, which is fast becoming the preferred choice for both the client and the VA. It comes in two parts, the Digital Recorder and the Digital Transcription Kit. The recording equipment can be used in 'dictation' mode or 'conference' mode, depending on your needs. Digital transcription certainly leaves taped transcription "for dead". It's light years ahead. One could liken it to the difference between using a computer to a typewriter. The keyboard is similar, but that's where the similarity starts and ends. Digital recording/transcription devices currently on the market can use both .wav or .dss files and several other formats. The .dss file is a compressed file and therefore downloads more quickly than the .wav file. The .dss format is the preferred choice of most who use this technology for spoken word recording, such as dictation, conferences, forums, interviews, etc. The client needs the recording device and special software loaded onto his computer The recording device is used in the same way the mini- or micro-cassette recorder is used. The client records his material, downloads it into his computer, usually via the USB port and then emails it as an attachment to his VA. Your (VA) Virtual Assistant (Secretary) has the transcription kit, which has a software component as well as hardware, which consists of the foot pedal and headphones. When the audio file is received by your VA, it is opened and transcribed, then saved (usually as a Word document). The completed document is then attached to an email and sent off to the client for review, printing, copying, etc. NOTE: Many VAs have both ends, which means that if you don't have or do not intend to have the recording device and software, your VA may come to you to record your event, take it to her office, download it into the computer and transcribe the recording. What are the advantages of using Digital recording and transcription technology?The size: Smaller and lighter than a micro- or mini-cassette recorder, it won't take up any more space in a handbag than a compact and lipstick, and the guys can 'wear' it comfortably in the breast pocket of a business shirt or jacket. Recording time: Depending on the make and model of the digital recorder and the settings used, many can devices can hold up to 18 hours of recording. Most mini-and micro-cassette tape recorders take only a 60-minute tape, each side recording just 30 minutes. The technology for the digital recorder is the micro-chip. This facility alone makes the Digital Recorder very attractive to the busy executive. No need to carry several tapes (“Did I bring enough tapes?”) No need to remember to turn the tape over in 30 minutes' time. No need to remember to change the tape when the first one is full. No tapes to get damaged. No tapes to get lost. Time saver: Neither the VA nor the client ever need pick up and deliver tapes again, or pay couriers to do the same. Sending your voice files via email makes the process of getting them from one place to another almost instantaneous. Some VAs have an upload facility on their websites, which can be used as an alternative to attaching and sending recording via email. When recordings are lengthy, rather than send them as email attachments, if your VA has the facility, you can upload to his/her website with your own User ID and Password. Dispute negator: What the client sends to his VA is still on his/her own computer. When the finished product is emailed back to the client, there can be no dispute over what was or was not said. The recorded proof is available for checking at both ends! If you feel that you would like to embrace this new technology, check around to see where the distributors in your area are located, and remember to ask for a demonstration at your business site. Is digital transcription/recording equipment and software expensive?Pricing will depend on each distributor's profit margins. Be sure that the distributor you choose will give you on-going support by phone or in person for at least 12 months without extra charge. (This one can sometimes be tricky to pin down ... but it's worth posing the question). Keep in mind that this SUPPORT is different from the WARRANTY (which should come with the package for at least 12 months). ~ Resource Box ~ |
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