Is pricing negotiable and competitive?
Yes. Pricing at Tracey’s Transcription Services, Inc. (TTS) is highly negotiable, and lower rates are granted on a case-by-case basis for those who are under strict budget constraints. From 2001 through 2018, rates were comparable and, in most cases, less than its competitors. However, with the advent of speech recognition software, hundreds of Freelancer platforms and pop-up transcription companies, millions advertise transcription services at extremely low costs. The quality of those modalities is low as well with substandard punctuation, grammar, formatting and overall word processing knowledge and skills, validating the popular saying that “You get what you pay for.” TTS, Inc. does not outsource any of its work, does not use speech recognition software, and simply uses old-fashioned human hard work, great care and attention to every project to ensure the highest quality outcome. Clients are always pleased with our services, and understand that transcription, when done correctly, takes an extraordinary amount of time and concentration, and should be compensated accordingly. Pricing for other TTS services (i.e., Administrative Assistance and Transportation) is negotiable and competitive as well.
How secure are the file transmission and storage sites used?
Websites used for file transmission and storage are safe, secure, IRB-approved, and boast that they use the same security methods that would be in place for online banking. Please visit these sites to review terms of security: https://www.dropbox.com, https://www.box.com, https://www.hightail.com, and https://www.google.com/drive. Clients also have the option of granting TTS permission to access their own secure servers.
In what format should files be transmitted?
Your digital files should be clear and may be transmitted as AVI, DSS, DVD, DVF, MOV, MP2, MP3, MP4, MSV, WAV, WMA, and WMV. Additional formats are acceptable because file conversion software is used when applicable. Documents may be transmitted in any Microsoft Office (Word, Excel, PowerPoint, etc.), WordPerfect, Rich Text Format (RTF) and Adobe (pdf) formats.
Please be advised that TTS, Inc. reserves the right to and must decline transcription of audio containing significantly strident sounds [i.e., loud background noise (music, coffee shop machines, waiting rooms, etc.), low sound/low speaking, very rapid speaking, heavy accents, simultaneous speaking] on a case-by-case basis that hinders efficiency and timeliness of returns and, more importantly, risk of hearing loss due to ringing of the ears (tinnitus). We ask that, if at all possible, interviews and focus groups are conducted in quiet environments to avoid declined transcription.
How and in what format are transcripts and documents returned?
All transcripts are sent as Microsoft Word files directly to your designated email address, unless alternative formats or server postings are requested.
What is the turnaround time after you have received audio files?
Normal turnaround time is one to three business days per transcript after receipt of audio files and conclusion of contracting processes, except during holidays, vacations, and unforeseen sickness.
Do you perform true verbatim (ums, uhs, um hmms, false starts, stutters, slang, repeated statements, frequency of saying “you know,” “you know what I mean,” “okay”) transcription?
The goal of TTS is to return transcripts and documents that are as accurate and close as possible (word-by-word) to the original recordings and material, making minimally necessary changes. Each speaker’s choice of words, including speech patterns and grammar, are transcribed as represented. Therefore, clear recordings are extremely important. Verbatim transcription of incorrect grammar, pronunciations and slang is left to the discretion and decision of the client and is performed upon request. Otherwise, clean transcripts with minimally-corrected grammar and pronunciations, and deleted/ignored repeated statements, are returned to clients.
True verbatim (every word, sound, action, false starts, stutters, speaker interruptions, etc.) transcription is very challenging, requires exorbitant amounts of time, and is very costly. TTS, Inc. no longer performs true verbatim transcription, does not accept projects that require it, and strongly advises clients to seek larger transcription companies that may be better able to accommodate these requests.
Do you provide quotes for grant submission and future projects?
Yes. Written estimates are provided to individuals who would like them for purposes of determining budgets for grant submissions and for planning future projects. These written quotes will also be used to determine the down payment amount (one-third of the total estimate) required for those wishing to contract for services.
What is the procedure for contracting for services?
Potential clients who would like to contract for services should first contact their Administrator or Finance/Accounting/Procurement departments and inquire about the specific procedures that should be followed to set up a new vendor (TTS) for transcription services. This usually includes completing Independent Contractor and/or Vendor Registration forms, requesting a quote from TTS, and obtaining an approved Purchase Order (PO) Number for the funds that will be used to pay for the services. TTS must receive the PO number as soon as it is assigned. Self-payers should contact TTS directly and request an Agreement for Services. This Agreement, which has to be fully executed by both parties, will outline details of your project request, the services TTS will provide, a confidentiality clause and payment arrangement. Please be prepared to provide TTS the title, approximate number of recordings or files (with approximate lengths of each), and anticipated starting date and ending date of your project so that this information may be included in your Agreement. All clients will receive a down payment invoice in the sum of one-third of the total quote/estimate. Payment of this deposit (under PO number, or by self-payers) is required before any work will begin. Thereafter, detailed invoicing for projects will be sent on a weekly or biweekly basis directly to you (self-payers), or to your Procurement/Accounts Payable Department, with copies to your Administrator and you. Towards the end of the project’s period, clients may exercise the option of either spending down the amount of the deposit to close out the project, or have the deposit refunded in its entirety at the final close of the service and once payment of the last invoice has been received by TTS, Inc. (Total prepayment is required for institutions and clients with delinquent payment histories and Net 30 payment terms, and those sending paper checks via U.S. Mail.) Electronic payments via ACH Direct Deposit, Paymode-X, or Single Use Account (SUA) programs are preferred. All major credit cards are accepted for payment and may be called in securely to TTS, Inc. at (216) 347-7139. MBE and WBE payment terms are Net 7, 10, 14 and 15. Assigned POs and signed Agreements acknowledge full acceptance of and adherence to the terms described herein.
