Transcription Assistant - How Does Our Transcription Service For Academics Work?

I am a virtual assistant providing transcription as a speciality service as opposed to a transcription company. Consequently, the most effective way is working alongside a researcher transcribing their interviews shortly after they are recorded.  

Alternatively, all interviews are uploaded once they are all recorded. In this case, the researcher would need to wait potentially weeks for the transcription to be completed, rather than having a transcript within days of conducting an interview.  

A Case Study 

I started working with a researcher in early January this year and completed work on their project in September. During those 9 months I transcribed verbatim:  

• 60 single voice interviews varying in duration from 30 to 60 minutes.  
• A total of 2056.15 audio minutes (34.27 hours).  

This researcher had all their transcripts within 3 working days of recording the final interview.  

For comparison, a project with 12 multi-voice focus groups totalling 1155 audio minutes uploaded in one batch after the final recording took 4.5 weeks to transcribe.  

So, how DOES it work? 

• Transcription is charged for in terms of cost per audio minute (PAM).  
• A researcher periodically raises a PO for an agreed value of audio minutes e.g. 500 audio minutes. This allows me to invoice their institution once I have transcribed that agreed number of audio minutes.  
• Private individuals also agree a value of audio minutes. I keep a timesheet and invoice them directly at the agreed intervals.  
• Audio files are uploaded to a Microsoft Teams site hosted by the institution to which I am invited as a guest. (My domain is also a registered Microsoft tenancy).  
• Files are downloaded in order to run them through transcription software. Transcripts are produced locally and then uploaded to Teams. Researchers should back up their transcripts as Eraser will be run over the local copies to securely delete them.  
• Transcripts are returned in Word format.  
• The fee per audio minute is agreed at a flat rate however the turnaround time is not specified. Sometimes an individual file will be returned within 24 hours however at busier times it may be 3-4 working days. Clients are kept updated of progress.  
• Working days are Monday to Friday.  

What are the benefits? 

• Personal. All transcripts are completed personally by me. I believe this achieves greater consistency across the project than when multiple transcribers work on your interviews, no matter how good the proofing process.  
• Integrity. All transcripts are professionally presented and completed. You will not need to “Fill the gaps,” as there are no gaps to fill.  
• Impartial. You might not be aware of it but sometimes we want to hear what we want to hear. If you try to analyse without a transcript or from a transcript you have produced yourself it may be less reflective of what was actually said. As an outsider I am impartial and only type what is said, how it is said.  
• Customised. As your transcription assistant you can advise me of your preferences of formating, redaction, spellings, font, etc.  
• Secure and confidential. Your files are only held in cloud storage for which your institution control the settings and which will be hosted on a UK-based server.  
• Cost-efficient. Whilst I have overheads just like any other small business, as I do not subcontract these are lower than those a larger transcription company may have.  
• Quality. I deliver value to my clients in terms of quality of work, security and confidentiality of your material and value for money.  
• Ethical. Procurement issues around Modern Human Slavery and Carbon Efficiency are negligible.   

Who is it for?  

• Academic researchers associated with an institution or private individuals undertaking Masters/PhD projects involving interviews or focus groups requiring transcription.  
• Due to my background (BSc (Hons) 2.1 Biology, Pitman Medical Secretary Diploma (Distinction), AMSPAR Level 2 Certificate in Medical Terminology (Distinction)) much of the academic transcription work I undertake is clinical or scientific however I can work outside these subject areas.  
• The transcription process and cost should be factored in at an early stage of your project design to ensure you factor this into your budget. Advance notice of when your project is starting allows me to plan my own time and respond to your upload in the best time possible.  

What do people say?