Accentance Transcription Services

Transcription costs and turnaround time have dramatically decreased, thanks to digital recording. Instead of using a tape recorder, you can now record using your computer or a digital recorder. This way, you can upload the audio file (MP3, WAV, etc.) to us instantaneously. And there are additional benefits of digital:

Because digital recorders contain no moving parts that can produce background noise, such devices typically produce superior sound quality to that of cassette recorders.
With digital there is continuous recording; by contrast, you have to flip tapes periodically, in which case you could miss crucial things being said.
It is easy to make multiple backup copies of digital recordings; whereas with tapes you only have one copy. If you need to send your tapes to be transcribed and they get lost in the mail, you're out of luck.

Recording With Your Computer

The best way to record is to simply use your computer equipped with a good, external microphone; this achieves the highest sound quality. Of course, if you're in the field, it will need to be a laptop. While your computer probably already comes equipped with recording software, we recommend Polderbits software for in-person recordings. (Save the file in MP3 format, since this takes up much less space than regular WAV format.)

Important Note: To ensure against minor and inevitable disasters, always use two recording devices simultaneously - one principal and one backup. For example, in addition to recording directly to your computer, record with an external digital recorder (see below), or at least with a traditional cassette recorder.

Recording Phone Calls

To record phone calls, we recommend running your phone line through your modem and using CallCorder software, which achieves superior sound quality. Use an external digital recorder (or a traditional tape recorder) as a backup. Note that CallCorder is not compatible with all modems, so make sure yours is compatible before you buy.

Note: Always inform the other party that you are recording. Even if recording without the other party's consent is legal in your state, get their consent anyway as a courtesy. For legal information, click here.

Using an External Digital Recorder

Another simple way to record digitally is to purchase an external digital recorder that allows you to upload your audio files to your PC. If you do not have a laptop, this is the next best option while in the field. For enhanced sound quality, we recommend using an external microphone rather than the device's built-in one. And be sure to place it as close as possible to the principal speaker.

Olympus (along with many other electronics manufacturers) makes several digital recorders; the DS2200 is said to produce the highest sound quality. A significantly less-expensive device is the DS330. The VN-480PC, meanwhile, is available at Radio Shack for about $100-$120; if you buy it, be sure to get the VN-480PC and not the VN-480.

To record phone calls with an external digital recorder, you will need a recorder control. But as mentioned above, use CallCorder software (see above) as your primary recorder, while using the external recorder as a backup, since the sound quality of the former is superior.

Once your recording is complete, consider changing the name of the file to something that easily identifies the recording (such as "john.MP3"), and upload it to our site via the above link.

Non-Uploadable Digital Recorders

If you have an external digital recorder that does not allow you to directly upload files to your PC, you can transfer the audio recording to your computer using the audio cable method described below. While your recorder is connected to your computer via an audio cable (plugging one end of the cable into the recorder's earpiece input jack and the other end into the computer's sound card), you'll need to play the length of the recording in order to do the transfer.

Converting a Cassette Recording to Digital

If you do not yet have a digital recorder, another option is to record with a normal cassette tape recorder and then transfer it to digital. (To record phone calls using a tape recorder, you will need a recorder control - see above.) If you choose this route, after completing the recording, connect your tape recorder to your computer's sound card with an audio cable (with a 1/8'' plug on both ends). One end of the cable should be plugged into your tape recorder's earpiece or headphone input jack and the other end into your computer's "line-in" input jack on the sound card.

To transfer it to digital, open Polderbits. Simply play the length of the tape recording while running Polderbits, using the "line-in" option (or if that doesn't work, try the "microphone" option). Save it as "FM radio quality," and as an MP3 file (since MP3 files take up much less space than WAV files) at 48 kb/sec.

We don't recommend playing the length of your tape recording into your computer's microphone (as opposed to using an audio cable), since the audio quality of the newly created digital file likely will be poor.

Or, you can simply send the cassette to us via regular mail.

Consolidating/Zipping Together Multiple Files

If you have many audio files - especially if you have dozens of small files - before uploading them to our server, we recommend zipping them together by using a program such as WinZip. That way you don't have to upload them one by one. Or, simply use our alternative batch upload site.

Technical Assistance

If you would like technical assistance, or if you simply would like more information, call us toll-free at 866-805-2425.

To contact us by e-mail, click here.