Digital dictation
Encyclopedia
Digital dictation is a method of recording and editing the spoken word in real-time for transcription and maximum intelligibility in a digital audio
format. 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.
Digital dictation offers several advantages over traditional cassette tape based dictation:
Dictation audio can be recorded in various audio file format
s. 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 a digital transcription software, typically controlled by a foot switch which allows the transcriber to PLAY, STOP, REWIND, and BACKSPACE.
and transcription machine
are nearly behind. For years, digital dictation has been slowly and steadily replacing old and worn out tape machines.
In early 2000, Large manufacturing companies that have been making tape machines. So from this last decade, they just aren’t making them anymore. The cost to build the machine, retool factories for modern product safety standards, plus distribution and support costs makes it economically difficult for these companies to build a quality machine and offer it at a fair price. With big investments by these companies, they could continue to offer the products, but why? Popularity has been decreasing for cassettes and lower cost more efficient options are available now like digital dictation.
and those jobs will be displayed in your work list. From there, you can sort the jobs by author, job priority or other demographic data.
With the transcriber, you can transcribe the files with crystal clear audio, full foot pedal support, tone, volume and speed controls along with a powerful work list and a gorgeous user interface. If you have others transcribing along with you, don’t fret. It has a work group mode to keep you and the other transcriptionists from working on the same job.
Recordings can be made over the telephone, on a computer or via a hand held dictation device that is "dock
ed" to a computer.
Digital audio
Digital audio is sound reproduction using pulse-code modulation and digital signals. Digital audio systems include analog-to-digital conversion , digital-to-analog conversion , digital storage, processing and transmission components...
format. In some cases speech is recorded where sound quality is paramount and transcription unnecessary, e.g., for broadcasting
Broadcasting
Broadcasting is the distribution of audio and video content to a dispersed audience via any audio visual medium. Receiving parties may include the general public or a relatively large subset of thereof...
a theatre play; such recording uses techniques closer to high-fidelity music recording, rather than those discussed here.
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 accessRandom accessIn computer science, random access is the ability to access an element at an arbitrary position in a sequence in equal time, independent of sequence size. The position is arbitrary in the sense that it is unpredictable, thus the use of the term "random" in "random access"...
ability of digital audioDigital audioDigital audio is sound reproduction using pulse-code modulation and digital signals. Digital audio systems include analog-to-digital conversion , digital-to-analog conversion , digital storage, processing and transmission components...
allows inserting audio at any point without overwriting the following text. - Dictation produces a file which can be transferredFile transferFile transfer is a generic term for the act of transmitting files over a computer network or the Internet. There are numerous ways and protocols to transfer files over a network. Computers which provide a file transfer service are often called file servers. Depending on the client's perspective the...
electronicallyElectronicsElectronics is the branch of science, engineering and technology that deals with electrical circuits involving active electrical components such as vacuum tubes, transistors, diodes and integrated circuits, and associated passive interconnection technologies...
, e.g. via WANWide area networkA wide area network is a telecommunication network that covers a broad area . Business and government entities utilize WANs to relay data among employees, clients, buyers, and suppliers from various geographical locations...
, LANLocal area networkA local area network is a computer network that interconnects computers in a limited area such as a home, school, computer laboratory, or office building...
, USBUniversal Serial BusUSB is an industry standard developed in the mid-1990s that defines the cables, connectors and protocols used in a bus for connection, communication and power supply between computers and electronic devices....
, e-mailE-mailElectronic mail, commonly known as email or e-mail, is a method of exchanging digital messages from an author to one or more recipients. Modern email operates across the Internet or other computer networks. Some early email systems required that the author and the recipient both be online at the...
, telephonyTelephonyIn telecommunications, telephony encompasses the general use of equipment to provide communication over distances, specifically by connecting telephones to each other....
, BlackBerryBlackBerryBlackBerry is a line of mobile email and smartphone devices developed and designed by Canadian company Research In Motion since 1999.BlackBerry devices are smartphones, designed to function as personal digital assistants, portable media players, internet browsers, gaming devices, and much more...
, FTPFile Transfer ProtocolFile Transfer Protocol is a standard network protocol used to transfer files from one host to another host over a TCP-based network, such as the Internet. FTP is built on a client-server architecture and utilizes separate control and data connections between the client and server...
, etc. - Large dictation files can be shared with multiple typists.
- Sound may be CD quality and can improve transcription accuracy and speed.
- 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 format
Audio file format
An audio file format is a file format for storing digital audio data on a computer system. This data can be stored uncompressed, or compressed to reduce the file size. It can be a raw bitstream, but it is usually a container format or an audio data format with defined storage layer.-Types of...
s. Most digital dictation systems use a lossy form of audio compression
Audio compression
Audio compression may refer to:*Audio compression , a type of lossy compression in which the amount of data in a recorded waveform is reduced for transmission with some loss of quality, used in CD and MP3 encoding, Internet radio, and the like...
based on modelling of the vocal tract to minimize hard disk
Hard disk
A hard disk drive is a non-volatile, random access digital magnetic data storage device. It features rotating rigid platters on a motor-driven spindle within a protective enclosure. Data is magnetically read from and written to the platter by read/write heads that float on a film of air above the...
space and optimize network utilization as files are transferred between users. (Note that WAV
WAV
Waveform Audio File Format , is a Microsoft and IBM audio file format standard for storing an audio bitstream on PCs...
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
Speech recognition
Speech recognition converts spoken words to text. The term "voice recognition" is sometimes used to refer to recognition systems that must be trained to a particular speaker—as is the case for most desktop recognition software...
where audio is analyzed by a computer using speech algorithms in an attempt to transcribe
Transcription (linguistics)
Transcription in the linguistic sense is the systematic representation of language in written form. The source can either be utterances or preexisting text in another writing system, although some linguists only consider the former as transcription.Transcription should not be confused with...
the document. With digital dictation the process of converting digital audio to text may be done using a digital transcription software, typically controlled by a foot switch which allows the transcriber to PLAY, STOP, REWIND, and BACKSPACE.
History
The days of cassette dictationDictation
Dictation can refer to:*Dictation , when one person speaks while another person transcribes what is spoken.*A dictation machine, a device used to record speech for transcription....
and transcription machine
Transcription machine
The transcription machine is a special purpose machine which is used for word or voice processing. This special device manages audio video recording to transcribe them into written or hard copy form...
are nearly behind. For years, digital dictation has been slowly and steadily replacing old and worn out tape machines.
In early 2000, Large manufacturing companies that have been making tape machines. So from this last decade, they just aren’t making them anymore. The cost to build the machine, retool factories for modern product safety standards, plus distribution and support costs makes it economically difficult for these companies to build a quality machine and offer it at a fair price. With big investments by these companies, they could continue to offer the products, but why? Popularity has been decreasing for cassettes and lower cost more efficient options are available now like digital dictation.
Where do I start
First the client should choose their desired dictation method. They can use PC based dictation software, call-in dictation using a system or for the author on the go, they can use a digital portable recorder.Complications
The client simply puts his or her recorder into a docking station or plugs in the USB cable and they walk away. The powerful work flow software called does the rest. It will offload the recorder, encrypt the files for HIPAA/HITECH compliance and send them via email or FTP to you. One can’t think of anything easier for the client…just drop it in the dock and go!How to make it easy
Actually, not very hard at all. Once work flow software is installed on your PC, it will reach out to the FTP, download the work and decrypt the files. One simply can open up the digital transcription softwareTranscription (software)
Transcription software is software which assists in the conversion of human speech into a text transcript. The primary meaning of the term "transcription software" has changed over time, with the introduction of new technologies such as natural language speech recognition. References also depend on...
and those jobs will be displayed in your work list. From there, you can sort the jobs by author, job priority or other demographic data.
With the transcriber, you can transcribe the files with crystal clear audio, full foot pedal support, tone, volume and speed controls along with a powerful work list and a gorgeous user interface. If you have others transcribing along with you, don’t fret. It has a work group mode to keep you and the other transcriptionists from working on the same job.
Types of software
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 workflowWorkflowA workflow consists of a sequence of connected steps. It is a depiction of a sequence of operations, declared as work of a person, a group of persons, an organization of staff, or one or more simple or complex mechanisms. Workflow may be seen as any abstraction of real work...
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 DirectoryActive DirectoryActive Directory is a directory service created by Microsoft for Windows domain networks. It is included in most Windows Server operating systems. Server computers on which Active Directory is running are called domain controllers....
integrated and can be used in conjunction with documentDocument management systemA document management system is a computer system used to track and store electronic documents and/or images of paper documents. It is usually also capable of keeping track of the different versions created by different users . The term has some overlap with the concepts of content management...
, 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 "dock
Docking station
A Docking station or port replicator or dock provides a simplified way of “plugging-in” an electronic device such as a laptop computer to common peripherals...
ed" to a computer.