Transcription Q&A

How would we transfer files securely between our businesses?

To comply with the new General Data Protection Regulation [“GDPR”] that came into force on 25th May 2018 within the EU, I have taken steps to ensure maximum security of my Clients’ personal data.

The Client is asked to set up a shared folder and provide access to the data they wish me to work on.  This keeps the Client (the “Data Controller”) fully in control since they can edit or rescind rights.  It is not appropriate for me (the “Data Processor”) to set up the folder and share with the Controller since the Controller then has no control.

I send and receive files via a couple of preferred methods, but please ask for further information if you think this is going to cause you any problems:

Are new documents you create on my behalf, stored in your own system?

Not necessarily.  If a Client has given me access to a shared drive, I tend to create the documents in that drive, so they maintain control.  If there is a need for me to create documents in my own system, these are in One Drive as they are in the EU, and the document is password protected for an additional layer of security.

Where do you listen to my audio?

Whilst the Client will enable me access to audio files via a shared area, I must download them to my Olympus AS-7000 Management System software to listen to.  However, they are removed immediately as I have no purpose for them once transcribed.

Are you registered for Data Protection?

I have taken important steps towards becoming GDPR complaint within my own business, to maintain high standards of security when handling and maintaining my Clients’ sensitive data.

I am registered with the ICO.  Registration No.  ZA216179.

You can find a copy of my Data Privacy Policy here.

If there are 3-6 people in a meeting, how will you recognise who is who in the meeting?

My transcription service is for 1-6 people in attendance at a meeting, whether this is an interview, a grievance hearing or otherwise.

I would ask each attendee to introduce themselves to familiarise myself with their voices.

On those rare occasions the voices become confused when transcribing the audio, the minutes would reflect e.g. [“inaudible 00:30:27”] enabling the Chairperson to listen back to the recording.

It is especially useful if the Chairperson leads the meeting, with tricks such as “that’s great Nick, do you have anything else to add?” and “Over to you, Sarah”.

How do you charge for Digital Transcription?

I offer a sliding scale depending upon turnaround timescales, audio length (in minutes), and how many voices are in the recording.  When a Client can answer these questions, I can provide an immediate quote via email.  Please see my website for current prices and scroll down for ‘Digital Transcription’.

What additional protection does Virtual Office Box use against anti-virus and data risk?

  • I use Avast Internet Security on my laptop full-time.
  • Also, Avast Secureline VPN Multi-device on all business devices I own, such as laptop, mobile phone, and iPad. VPN avoids putting private data at risk by automatically encrypting unsecured Wi-Fi connections when working remotely or even in the home office.
  • Access to my Virtual Office Box workspace is restricted and password protected with no other individual having access. I use Windows 10 Pro, with Bitlocker encryption enabled.
  • My laptop has a professional privacy filter screen which has a 2-way lateral privacy 60° vision angle without worrying about prying eyes, but I tend to work from my home office the most.

Would you help find me a Supplier for my new equipment, I don’t know what to use? 

Yes of course.  The Supplier known to me was referred by a colleague who were very impressed by them.  I have found their advice invaluable, initially during a quick call.  Their email responses are also very thorough.

If you are unavailable, who can transcribe my audio?

If I am on holiday or at full capacity with Client support, I will be pleased to refer you to other professional Associate transcriptionists who support my business, who I am sure can help.

Please do not hesitate to get in touch if you require further information.


Some of The Tools I Use

Asana, Adobe Pro DC, Buffer, Canva, Dropbox, Evernote, Gmail Calendar, Microsoft Office (Word, Powerpoint, Excel, OneDrive), Hootsuite

Invoicely, LastPass, Linkedin, Outlook, RecurPost, Twitter, Facebook, Lumen5, SmarterQueue, SurveyMonkey, Todoist, Toggl, Trello, WeTransfer.