What Is Legal Transcription Software?
In the legal profession, accurate documentation is imperative. Legal transcription software is a valuable tool designed specifically for legal professionals to help convert their audio and video recordings into text format. This software can transcribe dictations, testimonies, depositions, hearings, client meetings and more. By implementing such software, legal professionals can save valuable time that could otherwise be spent on typing or reviewing transcripts, which allows them to use their time more efficiently and effectively.
The purpose of legal transcription software is to convert audio recordings into a readable format. It does so by employing speech recognition technology to analyze the audio inputs and translate them into the written word, keeping up with the ever-increasing amount of data that legal documentation can generate . With its ability to quickly and accurately convert information into text documents, legal transcription software can be an additional support system to basic word processing applications.
From providing instant access to digital text files to ensuring consistency in terminology and formatting, legal transcription software can also help to maintain records of consultations, case proceedings and trial preparations. The use of transcription software can allow easier distribution of documentation between legal parties, aid in the organization of records and help in the review of the legal material for research or trial preparations.
Top Features
When it comes to selecting legal transcription software, there are a few essential features that will enhance your legal practice and increase workflow. First and foremost, the accuracy of the transcription should be top-notch. With many legal transcription services, accuracy rates can be as high as 99%. Depending on which industry you are in, speed may also be a factor. If you require a "just in time" turnaround time for your transcription files, select a software that provides immediate results. Compatibility is another major component of the ideal legal transcription software. This feature includes compatibility with other types of software used by legal professionals. This should also include compatibility with various file formats such as PDF or Microsoft Word. Depending on your practice, you may also require secure and HIPAA compliant legal transcription software. If you require a transcription service for your sensitive legal documents, be sure that the provider of your choice adheres to very strict standards.
Advantages Of Legal Transcription Software
The call for impeccable accuracy and efficiency in every aspect of any business translates to a great degree of stress for law firms. That is the very reason why transcription software has been in use at FMU since we started out in the legal business. The features that come with this form of technology are not just luxury items but essentials that prevent law firms from losing time and profitability. Here we discuss some of the important advantages of legal transcription software.
Efficiency
Law firms are required to adhere to strict deadlines. That can be a legitimate threat to a firm’s efficiency. Legal transcription software can help firms work more productively, as it offers a faster alternative to manual transcription. Infrastructure which supports the software can also be purchased by firms to save time in preparing documents. Cloud computing is one advancement that makes this possible. Further, legal transcription software allows for greater control over work in progress. Any extra time can be delivered to or diverted from the appropriate area by using document sharing, editing, and commenting functionality within the software.
Cost savings
The cost of transcription has always been an important aspect of law firm profitability. Manual transcription is not efficient and can thus cause a lot of wastefulness. Further, behind every transcription task is a team of notarial staff. This not only requires regular salary payments, but also entails provision of an office space and purchase of other office supplies. Additionally, the use of legal transcription software can help to avoid the purchase of expensive dictation equipment. So, transcription software helps in cutting down costs in various ways.
Greater accuracy
Legal transcription is an extremely skilled job requiring several years of experience. While working on audio files in a manual transcription job, some sections of audio files may require to be repeated time and again until clear understanding is achieved and an accurate result is produced. If this exhausts the transcriber’s time and concentration, then he or she may miss out on critical words from the file during the next round of transcription. A single word ignored in legal transcription can lead to many problems. Transcription software can prevent such minor lapses of focus, as it provides playback and recording features that can be controlled efficiently with any hand-operated device. Greater accuracy can be achieved effectively when manual transcription is supplemented with the use of transcription software.
Time management
According to lawyers, their greatest asset while working is time. Since there are never enough hours in a day, transcription duties need to be completed in a time-efficient manner. The best way to get this done is to use technology and let the computers do the laborious tasks of dictation and transcription. This way, typists can earn more revenue in less time and leave more time to lawyers to exercise their creativity.
Best Legal Transcription Software Providers
Numerous companies provide software solutions to legal transcriptionists and legal professionals looking to streamline their work processes. The leading legal transcription software programs currently on the market include the following:
Odette, The MDI Group
Odette clarifies audio recordings and offers basic word processing features at an affordable price. Transcriptionists can download the software immediately after purchase without any additional shipping costs. This one-time only fee of $119 is significantly lower than other products currently on the market.
In addition to speech recognition, Odette also features a large selection of dictation software options. Transcriptionists can use the software to transcribe dictation to Microsoft Word, Office 365 or use the software with any compatible word processor. The software can also be used to convert WMA and WAV file formats to MP3 or MP4. While this package does not include any online transcription features, the platform enables automatic overwrites to eliminate unnecessary busywork.
Transcriptionists can also use the software to boost productivity by managing multiple projects, tracking time spent on each transcript and creating invoices based on time spent. The unlimited updates and major version releases are also included in the purchase price.
Fuji Xerox, DDICT
The Fuj Xerox DDICT transcription software includes some of the same benefits as Odette; however, it lacks some of the productivity features. The purchase price is similar ($119). Users receive online support for one year, and it’s possible to have up to 10 users per license. After purchasing , you’ll receive an email to download the software within 72 hours.
The DDICT software does have a built-in FTP client, allowing you to upload and download your dictation files more easily. The transcription software supports WAV, MP3, DSS and DSS Pro file formats. You can read files from CD, DVD or a flash drive. The software also allows you to dictionary or save multiple phrases in a single click. Also, the keyboard shortcut reference chart is conveniently located in the footer. The software’s technology was developed by NEC Corporation ACE, one of the leading authorities in the field of speech recognition.
Nuance, Dragon Professional
Included in the Nuance Dragon Professional package are Dragon Naturally Speaking and Dragon Dictate. The packages cost between $250 and $599, depending on the specific features included. The upgrade edition is also available for existing customers and costs $199. Dragon Professional does not include the productivity features compared to MDI Group and Fuji Xerox DDICT but does have the basics you’d expect from a dictation software product. It supports audio and video file formats and can auto-save files to your hard drive or network. Dragon Professional is compatible with all modern versions of Windows as well as Mac OS X.
According to the Nuance website, the package supports all word processors, business apps like Skype, PowerPoint and Gmail, all email clients for Microsoft Outlook and PowerPoint, CRM systems and web apps such as SharePoint and Twitter, making it a unique choice among transcription software.
Using Transcription Software In Your Firm
The steps required to implement legal transcription software in a law firm or legal department will vary depending on the size and technical requirements of the organization. However, there are some basic measures that should be taken to ensure a successful outcome.
The first step is to get the software. Talk to your IT department about installing the software on your workstation as well as the network infrastructure of your organization. Be sure to verify which digital recorder models are supported by the software; this information may be found in the user manual, under the Supported Players section (if the section is not located in the manual, check the FAQ page of the software developer’s web site). You can also check with the manufacturer of your digital recorder to see if the legal transcription software is compatible. Lastly, you must ensure that the new transcription tool is compatible with any existing business applications your office uses.
Once the software installation is complete, setting up user accounts must be completed with care. The administrator of the software will be the person that has access to all user accounts. A master password may also be required to allow authorization of every request for new accounts or modification of account permissions. Care must be taken when assigning permissions to new account users.
Once the software is installed, user permissions assigned, and everyone is trained, it’s time to use the tool. Continue to monitor the software use closely during the first few months of its implementation. This includes confirming proper usage of digital recorders, verifying correct software settings, ensuring that storage space is being utilized effectively, and checking for proper functionality. Check your software’s documentation for information on how to run reports that will highlight usage and probable areas of concern. If you are uncertain about exactly what to look for, ask the software developer for assistance.
Common Issues
Transcription software, though user-friendly, can still encounter issues. Some common challenges include:
Accuracy Errors
Despite the accuracy of most software, you may still deal with a few inaccuracies or missing words in the transcription process. This doesn’t happen when you master the software, though; it can happen with any recording.
For example, if you have a recording done in a noisy city office or a courtroom with a lot of background chatter and noise, the software will have a hard time picking up all the words being said.
You can mitigate this problem by using good quality audio and recording when you have the least background noise. You can also run a spell check before submitting the final product.
Carelessness
Sometimes , users of dictation software get careless and forget to add a name here or insert a date there. Dictation software doesn’t help you here. When you dictate, just be sure to mention the name, date or anything you would normally forget.
Audio Quality
If you are working with an external mic, then your attorney-dictated recordings should be of high quality, but there are some exceptions. For example, if you are recording in a courtroom, the recorder may pick up unwanted sound when someone knocks over their cup of coffee. Be aware of this issue.