A disciplinary hearing that is recorded in a quiet environment using suitable recording equipment and guided well by the chairperson is a breeze to transcribe. I am well aware that this ideal setting is not always achievable and I therefore work with audio quality that is sometimes extremely challenging. Transcripts produced from a suboptimal recording situation may not be perfect but can still be a helpful document that captures testimony and procedure.
Nevertheless, achieving an end product, namely a transcript, that is coherent, comprehensive and an accurate reflection of the proceedings is always the goal.
Recording the Disciplinary Procedure
Record the disciplinary session with the best possible digital recording device to ensure a quality of audio that allows for fluid and accurate transcription. Some of my current clients have had success using a laptop computer and recording software to record their disciplinary hearings.
Another option would be to use a meeting microphone that is placed in the centre of the table and records input from all directions. This microphone is then attached to a recording system or to a laptop that is equipped with the appropriate software. This set-up negates the need for repositioning the recording device numerous times during the disciplinary hearing. A meeting microphone will record all the participants’ voices with equal clarity.
No matter which recording solution you choose to use, ensure that the disciplinary enquiry is recorded in an uncompressed, high quality digital file format such as “.wav” or “.aiff”. Using compressed file formats such as “.mp3” or “.wma” will achieve a quality of audio that is more challenging to transcribe and will therefore take longer to complete. More about digital file formats can be accessed on the File Formats page.
Additionally, small tweaks to your recording environment and some instructions from the chairperson will assist you in producing the best possible recording quality. Some tips in this regard are provided on the Tips for Recording Disciplinary Procedures page.
Send the Audio Files to Etranscript for Transcription
Once your recordings are complete, send the recording of your disciplinary hearing to Etranscript for transcription. This can be done using one of the following methods:
A Dropbox file request can be sent to you to facilitate the convenient and secure upload of your files. This upload process is encrypted to ensure the protection of sensitive data.
Make use of a cloud service of your choice such as Google Drive or Microsoft OneDrive.
An HTTPS file transfer service of your own.
FTP – provide details for Etranscript to access your FTP facility to download your files.
Transcription of your Audio Files
Your audio files will be transcribed to a Microsoft Word document that is specifically formatted for disciplinary procedures. This transcript format is used for the transcription of all disciplinary procedures transcribed by Etranscript. More about transcript formats on the Transcript Types page.
The completion date of your transcription project will depend on the total number of hours and minutes received for transcription. More about the anticipated turnaround time is provided on the Turnaround Time page.
Completed Transcript is sent to you.
The typed document is then checked – this involves replaying the audio and checking for errors. Once the checking process is complete, the typed document will be emailed to you or transferred to you using Dropbox encrypted file transfer. The final checking and verification of the transcript is then performed by yourself, the client. Arrangements can be made for a verified transcript for CCMA and Labour Court Processes.