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Monthly Archives: June 2012

Home / 2012 / June

Law Enforcement Transcription

Transcription services are not limited to creating transcripts based only on focus group interviews, group discussions or medical data. In fact, certain transcripts also have a very important place in a court of law or are used in various legal proceedings as well. While legal transcription includes audio files based on dictated notes, testimony given by witnesses, live court proceedings etc, law enforcement transcription often involves audio data that has been recorded live at a crime or police scene with the use of hidden microphones.


Although, the microphone may be placed somewhere near the speaker’s mouth, there is a good chance that it may also be hidden under multiple layers of clothing, especially in ‘hot’ cases where the cops are trying to get some important information from the other person. This may actually help the operation to be a success, but it can also make transcribing the audio file a challenge for the transcriptionist who has to create an error-free transcript as well. Besides the possible concern of inaudible speech, there may also be plenty of background noise which makes filtering the actual words spoken difficult. Thirdly, deciphering the words spoken also depends largely on the accent that the speaker is speaking in. On the other hand, a legal enforcement transcript is treated as a very important official document which plays a crucial role in the related police case as well.


If you are keen to become a legal enforcement transcriptionist, you may also have to transcribe other audio files such as:

  1.  Any interrogations conducted.
  2. Interviews
  3.  Recorded statements
  4. Recorded Police reports
  5. In-car video camera recordings
  6. Voice Messages and any other type of audio surveillance


Remember that in order to create transcripts that are error free, it also requires plenty of practice on your part. One of the best ways to get a hang of such transcripts is to work on not more than one transcript a day, till you are confident of handling more on your own without any guidance. Although, there is always a time factor that needs to be considered when working on such transcripts, the satisfaction that you get on knowing that your transcript could make all the difference to a case, is also incomparable.

Why Do You Need Voice Recognition Software

Imagine talking to your computer exactly like it was a dear old friend and watching it seamlessly complete one task after another. Your fingers aren’t touching the keyboard and you’re munching on a slice of pizza at the same time, relaxed and smiling. Does this sound too good to be true? Actually, it’s not. Voice recognition software can be such a blessing in disguise for a number of reasons.


Transcriptionists often have to work with large amounts of data and sitting in front of a computer for hours on end working on a transcript can be really tiring. That’s why it makes sense to invest in good voice recognition software which can take a huge load off your hands. But be warned- just because the software types whatever you say out loud, it does not remove the need for further editing and proof-reading. What do you need to look for while choosing voice recognition software?


  1. Look closely at the software features. Go for software which also includes a voice training program so that the software can ‘learn’ to identify your voice and your speech patterns.
  2. Take a look at the commands that are used to operate the software, considering that you will be using them to open and close other programs.
  3. The most important function of such software is to check how well it understands what you dictate. Most software directly type any spoken word into a text editor such as MS word so accuracy is the key here.


Remember, before you can get the most out of your voice recognition software, you need to work with it to help it understand you! No voice recognition software is 100% accurate and you need to be completely certain about what you want to say as the software cannot think for itself. You also need to make sure that any background noise is eliminated while using the software and be warned that such software also take up huge hard disk space as well.


On the other hand, voice recognition software can also help cut down the amount of time you spend transcribing a document and also give your tired fingers some much needed rest. Don’t forget to do a bit of reading on the best voice recognition software available before making an actual purchase.

Transcription Tips For Newbies

Eager to jet-start your career in the transcription industry and become an ace transcriptionist? As a reputed transcription services provider that has a dedicated team of qualified transcriptionists who work around the clock for clients all across the country, here are a few tips on how to make the best use of your talent and time:


  1. Practice typing- in the transcription industry, speed means everything. A little bit of typing practice every day, will help you become faster and more skilled at your work. Take a few tests, keep a clock near you and try to improve your record one day at a time. Remember, that sharp typing skills also mean more work opportunities.
  2. Read more- Ever tried reading a novel cover to cover only to realise that you did not understand anything? While that may be a novel which you were reading for leisure, listening to audio tapes which you do not understand increases the chance of errors while transcribing and also makes the job itself boring. Have some knowledge about the client you are working for and more importantly, about the material that you are transcribing.
  3. Invest in books– If you plan to become a specialist in a niche segment, for example medical transcription; make sure you have all the relevant literature which can help you when you get stuck with a particular term, phrase, abbreviation or sentence. This helps to eliminate the chance of errors while transcribing and enhances your reputation besides enabling the client to have a professionally transcribed document in his hands.
  4. Ask the right questions– Remember that transcribing is a service that if offered to the client. It is advisable to ask the client beforehand if there are any specific instructions or guidelines to adhere to and when in doubt with regard to the material on the audio file, do not hesitate to ask for a clarification. It will also help you build a better relationship with the client as well.
  5. Choose the right ‘office’- Just as a cubicle is sacred to an employee, your workspace should be a sacred place for you as well. Make sure that you work in a quiet room with minimal allowance for both internal and external noise. A place that is well-illuminated reduces the strain on your eyes allowing you to work at a pace that is comfortable for you.
  6. Decide your working hours- As a transcriptionist; you get to decide how many hours you want to work for. In the beginning, it makes sense to take up only a few assignments which you are sure you can do justice to. Once you establish your credibility, rest assured that the clients will follow as well!

Transcription Tips – Part 2

In the second part to last week’s article, let’s take a look at some more helpful tips for budding transcriptionists:


  1. Invest in quality equipment– As a transcriptionist; you need to have a keen eye for technology that can help make a difference to your daily workload. There are plenty of quality equipment available online which are necessary for your line of work and investing in branded technology is always a plus point. Before purchasing transcription equipment like foot pedals, handsets, headsets or even a computer, do a spot of research on the Internet first. Make it a point to read what people who have used certain brands have to say about the product. Also, invest in a good ergonomic chair as long hours of sitting in front of the computer screen could cause backache and neck pains.
  1. Take help from software- Using software packages doesn’t mean that you are a bad transcriptionist- it only means that you are a smart one! So, if you feel that your English grammar skills are not up to the mark, invest in the appropriate software which can help you make that error free transcript all clients love, a reality. Consider which niche you are serious about specialising in and invest in the relevant software as well. For instance, if legal transcripts appeal to you, you’ll need a good software package with details such as legal terms, abbreviations, word meanings, synonyms etc.
  1. Use your social networking skills- So, you’ve been trying to perfect your typing speed rate and your transcribing skills have improved considerably. Then why is it so hard to get the right clients? Social networking is here to stay in a big way and it’s time you looked beyond your Facebook or Twitter page as a means to stay in touch with school friends. They can be fantastic marketing tools as well and with a bit of thought and polish, you can have an attractive profile ready within minutes. After all, clients like to know a little bit more about the people they hire too!
  1. Stay updated- Transcription has come such a long way since the mid sixties and it’s only going to get bigger and better with each year. It pays to stay in touch with new transcription styles, formats and any other tid-bits that could give you an edge over the competition. Stay tuned to good transcription blogs (like this one!) and read as much as you can about your chosen field. You can translate your newly gained knowledge into fine-tuning the way you work and get more clients hopefully too.
  1. Maintain relationships- The audio transcription industry is a service based one and the way in which you approach a client, deliver the results and maintain the relationship is a huge key factor in getting more work down the road. Once you are attuned to a client’s working style and preferences, you will be in a much better position to serve him and make your mark. But remember; never disclose your client details to anybody, not even to another client.

Career in Legal Transcription

Do you enjoy typing at a fast pace and do you have basic knowledge of legal terms that are used by attorneys and courts? If yes, then becoming a legal transcriptionist may be the right career path for you. Legal transcriptions are now becoming quite popular among attorneys as outsourcing not only lowers overall manpower costs involved but also reassures a client that he will receive the typed transcript faster too.


Legal transcriptions involve listening to a dictation (which is usually in the form of a digital audio file), made by an attorney and then typing them into a word document. Legal transcriptions are often used in courts and transcriptionists may be required to listen to witness testimonies, interrogations, court hearings, pleadings or even a petition as dictated by a lawyer, which then need to be transcribed into a legal record. The document then needs to be proof-read for mistakes and edited according to the clients preferred style.


Although, one does not actually require formal training in order to become a legal transcriptionist, a basic knowledge of legal terminology, good grammatical skills as well as the ability to proof read a document thoroughly are all valuable skills. In addition, since it is a legal document that is being transcribed, using information correctly from the appendix, roots, prefix and suffix sections from legal reference texts is also very important. One must remember that since the transcript itself is likely to be used in a court of law, every word that is written and in particular every legal term that is mentioned needs to be accurate. Producing 100% error free transcripts requires plenty of patience, time and experience besides the ability to comprehend what is being said irrespective of the speaker’s tone and pronunciation.


EQ Trans has just the solution today for all your transcription needs. Get in touch with us to find out how we can help you save money and time today!

How to Reduce Distractions at Home While Transcribing (For Mums)

Working as a home based transcriptionist for a transcription services provider from home is a highly rewarding career in itself. Besides enabling you to be your own boss, remain independent and earn well, it also makes an attractive addition to your resume. On the other hand, since you are not physically present at your office and will most likely be required to juggle housework and other duties along with your transcription work, it is also important to think about what you can do to reduce at-home distractions while you are transcribing.


Stay at home working mums may expect that their employer show them some leniency in terms of deadlines or work perfection because after all, they are working from home. However, that is not a fair presumption to make because every client looks forward to an error free transcript and overall value, irrespective of whether the transcriptionist works from home or not. Here are a few tips on how to produce A rated transcripts from home itself:

  1. Time Management- Begin your day with an idea of how you will spend the day. Keep a fixed time for doing household chores, being with the kids if you have any, buying groceries etc. It is best to work on transcripts when you are mentally calm, when you can concentrate fully without worrying about other things and of course, when you are not mentally or physically tired. Fix a specific time slot for your professional work and stick to it every day.
  1. Work in Silence- If you were working in an office, you would take care to ensure that your surrounding environment was a quiet one. Make sure that when you work, you are alone in a room with just the equipment you need for transcribing and without any other external distractions such as doors banging, loud music playing, the TV switched on, etc. A quiet working environment helps you concentrate better and deal with the work faster too.
  1. Be honest– Stay at home working mums often stretch themselves to the limit in order to make extra cash or to keep up with 9- 5 transcriptionists. It’s best to be honest with your employer about how many transcripts you can complete in a single day/week as well as if you are unable to take up any extra workload for whatever reason. Keep an open mind about re-doing transcripts if there are many errors in your first submission and take your employer’s feedback about your work on a regular basis.
  1. Get support– Just as working women need support from their families, you do too! Managing a home and being the perfect wife/mother and working hard to have a career too is no small feat. And it’s a task you may not be able to complete all by yourself every day. Don’t shy away from asking help from family members when needed or making small changes to the daily household routine, if it helps you work more efficiently.


How to go about Copy Typing

Copy typing a document is not merely about typing what one sees. It is also about proof-reading the document, placing it in the correct format according to a client’s specifications and ensuring that the typed document makes complete sense on first glance.


For many years, copy typing was just one of the many responsibilities that a secretary had to undertake but these days many organizations all over the country prefer to outsource such an important responsibility to external agencies. Besides, lowering overall expenses, outsourcing to an external agency assures a client that the job will be well-executed and most importantly; delivered on time. In fact, many organizations in industries like agriculture, medicine, publishing houses, education, retail and accountancy hire the services of a copy typing agency regularly.


A few copy typing requirements that organizations may have include:


  1.  Official documents.
  2. Reports and any other business documentation.
  3. Manuscripts, books, novels.
  4.  Handwritten official or personal notes.
  5. Digital files and faxed documents.
  6. Resumes.
  7.  Surveys and other analytic reports.
  8. Scripts.
  9. Essays, stories.

On the other hand, some organizations may also prefer to have a copy-typist near at hand during live presentations, meetings, board room meetings, conferences, video conferences and at other official events.


At EQ Trans, we’re here to address all your copy typing and transcription requirements. We have a team of professional and experienced copy typists who can deliver the kind of document you want in the format that you choose. Besides, proofreading and editing the typed document, we’re happy to follow any other guideline you may specify in terms of font, format or style. Our clients can send us any material they want typed in the original format itself, as a fax or even as a scanned copy. If you prefer, we can also send you the completed work as a digital text document or send you a hard copy as well. Get in touch with EQ Trans to find out more about how we can help you today.

How to Choose Right Transcription Services Provider

The transcription industry is no longer confined to serving just a handful of organizations anymore. These days, companies across sectors and across the country prefer to outsource their transcription needs to professional agencies instead of maintaining their own in house team. Why is choosing the right transcription services provider so important?


Outsourcing of work to your provider of choice should never be a decision that has been made based on costs alone. After all, when so much of effort has been put into making a good audio recording, it’s also important to have a transcript that contains the necessary subject matter but in a format that is easy to understand and most importantly, error free. Here are a few key factors to keep in mind while choosing a transcriptionist agency:


  1. Check the agency credentials.
  2. Ask for a few client references.
  3. Ask to see the agency portfolio.
  4. Check if the agency has an updated website.
  5. Speak with a few transcriptionists to gauge their language skills.
  6. Speak with the Manager in Charge to understand the work process followed.
  7. Using the ‘Contact Us’ information on the website, get in touch with the customer service centre directly or drop them an enquiry to gauge their responsiveness.
  8. If possible, give the agency a trial transcript to work on and check if they are able to meet deadlines.


At EQ Trans, we believe in creating a mark for ourselves as an agency that lets its professionally done transcripts do all the talking. We are proud to have clients spread all over the UK and we also cater to organizations across different industry sectors. We also believe in cutting out lengthy processes and formalities which are not only unnecessary but which also waste time at both ends. All you need to do is upload your digital audio file on our website, leave us your specs if any, we get the transcript ready and its emailed back to you. It’s that simple! Need any more reasons to choose EQ Trans?