Equipments we use - 2 (Software- 1)

The transcription process, as mentioned in our previous section, begins with the audio/video recording to the finalizing of the transcribed text.  In this section, the software aspect of the process will be touched upon.


1.  Recording of the audio/video (Dictaphone, microphones)  Good audio recording is critical to transcription process.  It is very important to invest in a good quality microphone.  There are two kind of microphones; omni-directional (sound recorded from all sides) and uni-directional (sound recorded from one side).  When choosing a microphone, it is best to go with a unidirectional microphone.  This is great for recording narration as it only picks up the sound coming from the narrator, so a lot of ambient noise is eliminated.  Omni-directional microphones are used in group recordings.

 2.  Transfer of audio/video recording (via Internet using secure FTP softwares/share servers).  Once the recorded audio or video is finalized, it is sent to the transcription company for transcription.  We use HTTP servers hosted by ShareFile (http://www.sharefile.com/) for transfer of the recording source. Investing in a fast and reliable internet connection is very crucial, as transfer of large files require faster bandwidth and connection speed, which reduces download and upload time of files.

3.  Processing the audio/video format (sound format converter, sound file extraction from a video, background sound elimination).

a) Format conversion:  Today, since there are so many formats of sounds available (mp3, mp4, mp2, wav, wma), we need to process audio formats that are incompatible with our audio player software.  Depending on the requirement, we process the audio or video source accordingly.  For instance, softwares like Goldwave, Switch, Wavepad , OJOsoft are mainly used to change the format of any file to an Mp3 or wav format as both these formats are compatible with all audio players.

Goldwave interface

b) Sound extraction: While transcribing a video which is very large in size, extracting the sound from the video and then transcribing the audio can also be done.  Larger videos take a longer time to get loaded onto the transcription software player; hence we use softwares such as ‘OJOsoft’ for extracting the audio from a video source.

c) Sound amplification/background noise removal: Generally, all transcription software that we use has a background noise elimination feature, but as our experience has proven, it is always helpful that we eliminate background noise manually rather than automatically given by the software. A software named ‘Audacity’ can also be used for background noise elimination.  Please note that when the audio is really bad, it is not always possible to eliminate backgrounds noises.  A word of caution—when using softwares for background noise removal, there can be loss of original sound.  It is imperative to have some practical experience while using softwares for eliminating background noise.

Equilizer interface

USEFUL TIP:  A very helpful feature is the Sound Manager Feature of your motherboard.  The Sound Manager is a link to the equalizer of your computer system.  This is a very important feature because you can amplify low sounds, remove background sounds, etcetera.  In your equalizer, the Bass feature generally enhances speaker volume, and the Treble option takes out the background sound and clarifies the main speaker voice.  Use of the Sound Manager has become an important practice at Cripton as we can process audios without any loss of sound quality.  This feature is available for most computer motherboards available in the market, and is a must-have for all transcribers.

 A combination of the amplifier speakers (mentioned in the previous blog) and use of the Sound Manager feature gives you the most optimum output of sound to your headphones.

In our next blog (in later January), we will show you different softwares used in transcription, various reference softwares, players, and some useful tips and tricks.

Equipments we use - 1 (Hardware)

In this serial topic, we explain about the equipments which enable/enhance transcription work. Today, we cover hardware (and software in the next post).

The transcription process involves

Cripton editors' room

1.  Recording of the audio/Video.
2.  Transfer of audio/video recording.
3.  Processing the audio/video format.
4.  Transcribing to a text document.
5.  Proof reading, editing, and finalizing the transcribed document.
6.  Delivering the finalized document to the client on the stipulated deadline.

This article will run you through the hardware required in each aspect of the process.

1.  Personal Computer/Laptop
It is very important to invest in a higher configuration PC/laptop.  Having a higher configuration means your PC must have a good processor (Intel or AMD).  Now, the latest processors have faster and efficient processing ability.  Having a higher Random Access Memory (RAM) helps in faster processing (opening and closing documents, saving, copy-pasting large data around).  The computer should also have sufficient storage space.  Since general transcription involves large audio/video data files, you should have sufficient storage space to handle and store data on a daily basis.  Hard drives with large storage capacity are available easily.  In terms of portability, a laptop is a good investment.  To type comfortably on a laptop, you can also attach a separate USB keyboard or mouse.

2.  Internet Connection
Having a good internet connection is a must.  Investing in a good internet connection will decrease your download and upload time, hence you will be able to accept and deliver data faster.  You should also have a backup internet connection in case one goes down.

Foot pedal

3.  Foot Pedal
A foot pedal helps you to playback audio (play, forward, rewind) simultaneously as you are transcribing.  Foot pedals are mainly of two kinds depending on your PC configuration; older ones come with a serial port (game port) and latest ones with a USB port.  This is however optional, as many transcribers use hot-keys on their computers for playback.  Having a foot pedal is an optional requirement if you have a good typing speed.

Speakers on both sides of PC monitor

4.  Headphones and speakers

This, I must say, is the crux of your whole setup.  Invest in good quality headphones.  When buying a headphone, check for voice clarity and comfort, as both go a long way.  Sound amplification has been a major concern amongst transcribers.  In general transcription, our audios can be of varying quality.  This is where amplifier speakers (with 3.5 mm port) come into the picture.  All transcribers must invest in these amplifier speakers, as you can increase or decrease the volume of your audios with just a twist of a button.  One can only realize the importance of these speakers when the volume of the audio is really low, and you can get instantaneous amplification in sound.

All in all, investing in a good computer setup and having the right accessories will go a long way to help you transcribe audios/videos faster and efficiently.

Member profile 2: Amit

Today we are profiling Cripton’s Process Manager, Amit- the almighty superman and Mr. Cool. Despite his crucial role and responsibility, the presence of Process Manager is not recognized much as compared to other functions (such as transcribers or customer care). We discover in this topic what his role in Cripton is, how he processes client job, and whatever he feels at this work.

Amit

Snapshot
He’s one of the most dedicated and reliable members in Cripton team. Call him asking for help, and he comes and solves your problem without fail. People call him Mr. Cool, as he never ever gets upset in any tight situation and amid other member’s panic. He’s also well-known for multitask-taker; from medical transcription, computer-related task solving to agile communication with vendors/freelancers all over the world.

Here’s the interview detail….
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1. We Criptonites all know that you are multi-tasker. List down what you do in this role, just to name a few.


It all starts with getting a job enquiry. The complicated ones/special requests come to me at enquiry stage. Once client has uploaded to our server (or any other third party server) I get it downloaded. The duration mailer sent to Customer Service. Then job gets confirmed with a fixed TAT. Now, here I allocate it to a transcriber who can complete it on time with quality. Once the transcript is ready, I inform the Editor PM and then Editor PM does the editing allocation and delivers it to the Customer Service.

We accept all kinds of audio/video format. Usually, we convert them to mp3. Now, we have software, which plays the video files smoothly. Sometimes we are required to record from online streaming when it’s impossible to download. I always recommend uploading to our server because the audio quality goes down with recording online videos/audios. At times, our clients upload to a Japanese server where we get stuck and ask Customer Service (Japanese) to help us out understanding the Japanese text on the Japanese third-party server.

Now, Merwyn (Process Coordinator) takes care of the job uploading/transcript downloading and since last month he has also started generating freelancers’ invoices and sending them out. Earlier I was the only contact point. I am still involved in decision making and freelancer queries.

Apart from this role, I also coordinate Narration jobs. Wherein, I accept the job from Customer Service. I allocate to client’s preferred narrator. Receive the audio from the narrator. Check it with the client’s script. Finally upload it our server and provide link to Customer Service.

Service development is another area where I am required to contribute.

2. That’s quite a lot. Also I know that you are a major communication nodal point in our team, even though you are not known to our Japanese clients. How do you handle it and any difficulties in it ?

There are difficulties when I am not able to pass on the correct message. There is a high risk of confusing the person at the other end. So, I provide only required information without making it fancy. Regarding different time zones, yes it’s difficult to remember more than one time zone but now I am quite familiar with JST (Japan Standard Time).

3. Who are the person (or the role) you closely work within our team?

I closely work with Customer Service (Satomi) & Editor PM (Chandru) & Process Coordinator (Merwyn).

4. How can you manage so many multi tasks at a hand? Any trick on it?

There is no trick. I try to close tasks as fast as possible and move to the next one. I still have a long way to become a very good multi-tasker. There are many different ways but it ultimately depends upon the urgency on your mind. Of course, I try to be as accurate as possible given the timeframe.

5. When you think about most memorable events/happenings during your stint in Cripton, what comes 1st in your mind?

I really liked the recent activity where we decorated our Cripton Bay. The best part was the teamwork. Everyone from the team was actively involved in it.

6. You’ve got a new SONY laptop recently. Has it changed your life so far?


To certain extent, yes. I am quite excited and want to contribute more and more towards my work. New technology fascinates me!

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(Interview-end)