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As organizations in various industries realize the value of converting spoken words into written text, the demand for transcription services has skyrocketed. Whether for medical, legal, or law enforcement purposes, transcription services have become invaluable in streamlining communication and improving accessibility. But as the market becomes saturated with myriad service providers, selecting the best fit for your needs becomes increasingly challenging.
Here are six mistakes to avoid during this selection process.
- Opting for AI Over Human Transcriptionists
Artificial Intelligence has made strides in many fields, and transcription services are no exception. When precision is paramount for your organization, there may be better choices than relying solely on AI. Human transcriptionists understand nuances, context, and technical jargon, producing more accurate transcripts. AI can falter with overlapping dialogues, diverse accents, and low audio quality.
- Ignoring the Company’s Location
The rise of globalization has made it easy to outsource services to any part of the world. However, when it comes to transcription services, the company’s location and the origin of its workforce could have significant implications. For example, offshore transcription services seem cost-effective, but the cost savings could be overshadowed by the time and resources spent rectifying language-related errors. These errors could have serious consequences, particularly in legal, medical, or law enforcement industries, where accuracy can make a significant difference.
In the words of Ben Walker, CEO of Ditto Transcripts, “There’s a delicate balance between cost-effectiveness and accuracy in transcription services. Offshore options might seem attractive, but if the service’s language proficiency isn’t up to par, the resulting errors could cost more than the service itself.”
- Overlooking Data Security Measures
In a world where data breaches have become all too common, the security measures of your chosen transcription service must be a key consideration, mainly when the information being transcribed is sensitive and confidential. Failure to account for this could lead to significant financial repercussions and severe reputational damage.
A crucial aspect of data security involves considering the geographical location of the transcription service and its workforce. Overseas companies and workers pose a higher risk, as their data protection regulations do not always align with those in the United States. Once your data is sent overseas, it can be exposed to various vulnerabilities, potentially leading to unauthorized access and dissemination. Imagine the results if the data involved a minor or undercover informant.
Furthermore, for organizations dealing with health and criminal justice information, adhering to regulations like HIPAA (Health Insurance Portability and Accountability Act) and CJIS (Criminal Justice Information Services) is non-negotiable. These regulations have strict security standards to protect sensitive information, and your transcription service must meet these requirements. Hence, confirming that the company is a legitimate US-based entity becomes crucial to uphold these standards.
- Neglecting to Verify the Service’s Expertise
Every industry has unique jargon and terminologies, so selecting a transcription service familiar with your field is important. Ensure you verify the transcription service provider’s expertise in your industry to ensure accuracy in your transcriptions, which could impact your operations negatively if they aren’t familiar with your industry.
- Failing to Review Customer Service Quality
Good customer service can make a significant difference in your overall experience. Failing to consider the quality of the transcription company’s customer service can lead to frustrations and potential issues not being resolved promptly. Check their Google reviews and verify who they have worked with in your industry.
- Ignoring Turnaround Time
While accuracy is crucial, so is the time to receive your completed transcripts back. Ignoring the service’s turnaround time can lead to workflow delays, impacting efficiency.
Avoiding these six common mistakes can help you select a transcription service that meets your needs and offers value for your investment.
