Digital dictation is a method of recording and editing the spoken word in real-time. The recording is done by the use of a digital recorder. Digital recorders are lighter, have a longer battery life and are able to record for a lot longer utilizing the same media, as compared to analog tape based dictation machines. The files generated with digital recorders vary in size, depending on the manufacturer and the format the user chooses. The most common file formats that digital recorders generate have one of the extensions WAV, WMA or MP3. True dictation machines record in the DSS and DS2 format.
The DSS and DS2 file formats compress audio allowing for greater portability. In some cases, speech is recorded where sound quality is paramount and transcription unnecessary, e.g. for broadcasting a theatre play; such recording uses techniques closer to high-fidelity music recording, rather than those discussed here.
Hardware and software for digital dictation, voice recognition and scanning are below. Details of transcription, translation and document management services are here. Accuro are digital dictation experts specialising in legal transcription outsourcing. Accuro’s policy to only work with the best UK based legal secretaries ensures the highest standards of legal transcription. Dragon Professional With & Without Digital Voice Dictation. Organized below is a flowchart outlining the use of Dragon Professional speech recognition in the office, or outside of the office with a digital voice recorder or Smartphone. Some lawyers will wish to control some or all aspects of email and document generation.
Digital dictation offers several advantages over traditional cassette tape based dictation:
- The user can instantly rewind or fast forward to any point within the dictation file to review or edit.
- The random access ability of digital audio allows inserting audio at any point without overwriting the following text.
- Dictation produces a file which can be transferredelectronically, e.g. via WAN, LAN, USB, e-mail, telephony, BlackBerry, FTP, etc.
- Large dictation files can be shared with multiple typists.
- Sound may be CD quality and can improve transcription accuracy and speed[citation needed].
- Digital dictation provides the ability to report on the volume or type of dictation and transcription outstanding or completed within an organization.
Dictation audio can be recorded in various audio file formats. Most digital dictation systems use a lossy form of audio compression based on modelling of the vocal tract to minimize hard disk space and optimize network utilization as files are transferred between users. (Note that WAV is not an audio encoding format, but a file format and has little or no bearing on the encoding rate (kbit/s), size or audio quality of the resulting file.)
Digital dictation is different from speech recognition where audio is analyzed by a computer using speech algorithms in an attempt to transcribe the document. With digital dictation the process of converting digital audio to text may be done using digital transcription software, typically controlled by a foot switch which allows the transcriber to PLAY, STOP, REWIND, and BACKSPACE.
![Digital dictation equipment for lawyers Digital dictation equipment for lawyers](https://i0.wp.com/www.attorneyatwork.com/wp-content/uploads/2017/06/Digital-Dictation-and-Transcription.jpg?resize=770%2C495&ssl=1)
These days there are Digital Transcription Kits that allow integration with Speech Recognition Software. This gives the typist the option to either type a document manually, or send a document to be converted to text by Software such as Dragon NaturallySpeaking.
Methods[edit]
Portable Recorder
Portable, hand held, digital recorders are the modern replacement for analog handhelds. Digital portables allow transfer of recordings by docking or plugging into a computer. Digital recorders eliminate the need for cassette tapes. Professional digital hand held recorders are available with slide switch, push button, fingerprint locking, and barcode scanning options.
Computer
Another common way to record digital dictation is with a computer dictation microphone. There are several different types of computer dictation microphones available, but each one has similar features and operation. Olympus Direct Rec, Philips SpeechMike, and Dictaphone Powermic are all digital computer dictation microphones that also feature push button control for operating dictation or speech recognition software. The dictation microphone operates through a USB port on the computer it is used with.
Call-in Dictation System
Call in dictation systems allow one to record their dictations over the phone. With call in dictation systems, the author dials a phone number, enters a PIN and starts dictating. Touch tone controls allow for start, pause, playback, and sending of dictation audio file. The call in dictation systems usually feature a Pod that can be plugged into a phone line. The pod can then be plugged into a computer to store dictation audio recording in compatible transcription or management software.
Mobile Phone
Currently there are several digital dictation applications available for mobile phones. With mobile dictation apps, one can record, edit, and send dictation files over networks. Wireless transfer of dictation files decreases turnaround time. Mobile dictation applications allow users to stay connected to dictation workflows through a network, such as the Internet.
Types of software[edit]
There are two types of digital dictation software:
- Standalone digital sound recording software: Basic software whereby the audio is recorded as a simple file. Most digital sound recording applications are designed for individuals or a very small number of users, as they do not offer a network efficient way of transferring the audio files other than email, they also do not encrypt or password protect the audio file
- Digital dictation workflow software: Advanced software for commercial organizations where audio is still played by a typist but the audio file can be securely and efficiently transferred. The workflow element of these advanced systems also allows users to share audio files instantly, create virtual teams, outsource transcription securely, and set up confidential send options or 'ethical walls'. Digital Dictation workflow software is normally Active Directory integrated and can be used in conjunction with document, practice or case management systems. Typical businesses using workflow software are law firms, healthcare organizations, accountancies, or surveying firms.
Recordings can be made over the telephone, on a computer or via a hand held dictation device that is 'docked' to a computer.
See also[edit]
Notes[edit]
References[edit]
'Digital Voice Recorder Buyer's Guide'. Retrieved 2011-06-01.
'What is Digital Dictation?'. Retrieved 2013-01-07.
'Legal IT Apps: Dictation transcription on tap, thanks to new app'. Retrieved 2012-06-12.
'Digital Voice Recorders'. Retrieved 2014-10-29.
Digital Transcription Dictates Caution
Many lawyers dictate their thoughts into a recording device, then send the recording to an assistant for transcription. This is a great time-saver for the lawyer. But the human transcriptionist today is gradually giving way to computer versions.
When I say “gradually,” I mean that digital transcription doesn’t work well in all situations yet. Consider these uses for transcription (they’re listed from easiest to most difficult for computers to understand):
- Creating letters or emails
- Drafting full documents
- Transcribing interviews and other meetings
When you use a digital transcription, you may avoid the cost and delay of sending a recording to a transcriptionist, but you assume the tasks of correcting the digital tool’s mistakes (there will be mistakes in anything but the simplest messages) and properly formatting anything that goes into a formal document.
Modern Dictation Options
Gone are the days of transcribing cassettes, whether micro or regular size. Competitively priced digital voice recorders have been available for over a decade. Their lack of moving parts and production of sound files that can quickly be sent to transcriptionists the world over make them superior dictation tools.
Dictation and Transcription Using Mobile Devices
The use of dictation tools has, traditionally, implied the services of a human transcriptionist. However, many of today’s options cut out the need for a transcriptionist. These options go beyond specialized software like Dragon NaturallySpeaking.
Perhaps the most obvious alternative is the speech-to-text capability that ships with many modern smartphones. When vendors package the tool in something you’re already buying, it makes sense to try it out. Various third-party apps are also available via your device’s app store.
These tools are business-ready. Accuracy, which can fluctuate depending on the quality of the internet connection, is usually so good that it properly captures most, if not all, of what people want to say. These tools may trip over things like unusual person or place names and words in other languages, but senders can correct these mistakes before a message is sent. Cleanup is usually quick, if it’s even necessary, on short messages. (Note: I never forego revision of lengthy pieces of writing.)
Voice-to-text speeds depend on your Internet connection — at least for smartphone-based tools. They usually “package” a recording of what you said, send it to a server farm to unpack, interpret and write it on your screen.
One of my favorite features is the ability to switch languages on a mobile device. I speak four languages, so I have my touchscreen devices set up to toggle between keyboards for all four. I recognize the keyboard based on how the space bar is labeled. (In English, it’s “space,” in Spanish, it’s “espacio,” in French it’s “espace” and in Italian it’s “spazio,” and so on.)
Once the keyboard is set to a given language, the speech-to-text “ear” listens for words in that language (and understandably, misspells words spoken in other languages). This saves me a lot of time.
Dictation and Transcription Using Computers
Computer operating systems also offer speech-to-text technology. In other words, by simply buying a new computer equipped with a microphone, you can dictate to your computer without spending extra money on specialized software.
Experimentation using my aging MacBook Pro reveals a machine that matches the performance of my mobile devices. Windows 10 offers speech recognition as well. In both cases, these OS-based options are packaged with tools that let you interact with your computer using voice commands. If you have ever told your car to dial one of your contacts, you understand how this tool works on your computer. Now you just need to learn the many simple, natural commands you can use.
Shortcomings of Modern Transcription Systems
Digital transcription tools work well when there’s only one voice to transcribe. These same tools fail when recordings involve two or more voices. Results can be as bad as when each person speaks a different language. Different accents may as well be different languages. Have people speak “over” one another, and the software will miss whatever is said. This is when a human ear makes a difference.
Last year, I tried Trint, a newish entrant to the machine transcription marketplace. I uploaded files containing interviews and, without getting into detail, the results were laughably bad. I was also told that recordings of Skype calls were particularly problematic.
Trint offers a free trial, and it may have improved in the year since I tried it. (You can read my review here.)
Tip: Read It Back to Improve Your Writing
If you’re not sure about your piece of writing, have your computer dictate your work back to you. This handy feature also ships with today’s computers. The tool might not pronounce every word properly in English. (For instance, the word “content” sounds different depending on its meaning, and the Mac only knows one pronunciation.) That said, “listening” to your writing may help you catch issues you wouldn’t “hear” otherwise.
![Recording dictation software Recording dictation software](https://www.fairfaxstatic.com.au/content/dam/images/1/m/x/7/v/w/image.related.articleLeadwide.620x349.1mx7sb.png/1431905077351.jpg)
The Short and Long of It
Using technologies embedded in modern operating systems, you can forego transcription in favor of real-time voice dictation should you just want your own words quickly transformed into text. Transcription of meetings and other events is a tougher technological nut to crack.
If you have found a digital transcription tool that effectively handles such recordings, let us know in the comments below.
You might also like “Best Note-taking and Dictation Apps and Tactics“
Illustration ©iStockPhoto.com
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