5 Ways Researchers can Transcribe from Audio to Text

If you are an academic researcher who records interviews, focus groups, oral histories, etc. regularly, then you’re probably looking for a way to transcribe those recordings from audio to text in an easy way. 

Transcription can be a time consuming process when done manually. It becomes all the more harder when you have a large number of recordings to transcribe. 

In this post we explore 5 ways you can transcribe from audio to text based on time, budget and complexity. 

Manual Transcription

Manual transcription involves transcribing audio content into text completely by hand. In this process you listen to the entire audio and type it out using a text editor.

Read: A Complete Guide to Interview Transcription

Pros:

– High accuracy, particularly for nuanced or specialized content.

– Customizable for specific research requirements.

Cons:

– Time-consuming, with an average transcription rate of 1 hour for every 15 minutes of audio.

– Labor-intensive, especially for lengthy or complex audio recordings.

For a 30-minute academic interview, manual transcription could take approximately 2 hours, depending on the clarity and complexity of the dialogue.

Read: How long does it take to transcribe a recording?

Automatic Speech Recognition (ASR) Technology

ASR technology utilizes machine learning algorithms to automatically transcribe spoken language into text. It’s a faster alternative to manual transcription.

Pros:

– Rapid transcription, significantly reducing time compared to manual methods.

– Cost-effective for large volumes of recordings.

Cons:

– Lower accuracy, especially with accented speech or technical terms.

– May require editing and correction for precise academic transcriptions.

Popular ASR tools include Google’s Speech-to-Text API, IBM Watson Speech to Text, and Microsoft Azure Speech.

Read: Best Audio to Text Converters in 2023 – Free and Paid

Hybrid Transcription Approaches

Hybrid transcription combines manual and automated methods to optimize accuracy and speed. It typically involves using automated tools and then editing the output manually for refinement.

Basically you do the first round of transcription using an audio-to-text converter and then proofread the output yourself, which is faster and ends in more accurate transcripts.

Pros:

– Improved efficiency compared to full manual transcription.

– Maintains a balance between accuracy and time savings.

Cons:

– Still requires manual effort for correction and refinement.

– Potential for errors from automated tools.

You can also opt to use an ASR tool for initial transcription and then have a human transcriber edit and refine the transcript.

Read: 5 Things your Transcriptionist would thank you for

Outsourcing Transcription Services

Outsourcing transcription involves hiring third-party services or freelance transcribers to handle the entire audio-to-text conversion process. This option can be beneficial for researchers with limited time or resources (albeit comparatively expensive).

Pros:

– Saves time and effort for researchers.

– Can handle large volumes of audio data efficiently.

Cons:

– Cost implications, especially for extensive projects.

– Quality may vary based on the expertise of the transcribing service.

Hiring a specialized transcription service is what most professional academic researchers opt for in the long run.

Read: How to Choose a Transcription Service

Specialized Transcription Software

Specialized transcription software provides a platform with features tailored to transcription needs, enhancing efficiency and accuracy.

You can use this software to improve the speed and quality of manual transcription.

Pros:

– Streamlines the transcription process with specific tools for playback control, timestamps, and formatting.

– Allows customization to suit individual research requirements.

Cons:

– Initial learning curve to maximize the software’s potential.

– May require a subscription or purchase fee.

Transcription software like Express Scribe, oTranscribe, or InqScribe that offer specialized features for efficient audio-to-text conversions.

Read: Easily Convert an Audio File to Text Using Transcription Software

Voice-to-Text Mobile Applications

Voice-to-text mobile applications allow you to transcribe from audio using your smartphone or tablet. This can be useful when you’re recording short conversations. 

Pros:

– Portability and convenience, enabling transcription anytime, anywhere.

– Ideal for quick, short audio clips.

Cons:

– Limited functionality compared to computer-based software.

– Accuracy may vary based on the application and audio quality.

Mobile apps like Otter.ai, Rev Voice Recorder, or Google Keep, which offer voice-to-text functionality for transcribing short audio clips.

Data Privacy and Security in Transcription

Maintaining data privacy and security during transcription is vital to safeguard sensitive information collected during research. 

Here are some ways you can protect your research and the privacy of research participants: 

• Secure File Storage: Store audio files in encrypted folders or cloud storage with strong access controls and encryption to prevent unauthorized access.
• Data Anonymization: Remove or anonymize any personally identifiable information (PII) from the audio before sharing it with transcribers.
• On-Premises ASR: Consider using on-premises ASR solutions to keep sensitive audio data within your organization’s network, minimizing the exposure to external entities.
• Data Encryption with ASR: Ensure the audio data is encrypted during transmission and while at rest within the ASR platform to maintain confidentiality.
• Selective Sharing: Share only specific segments of the audio with transcribers, rather than the entire file, to limit exposure to sensitive content.
• Redaction Tools: Use redaction tools within hybrid transcription platforms to automatically mask or redact sensitive information from the transcriptions.
• Non-Disclosure Agreements (NDAs): Require all transcribers or transcription service providers to sign NDAs to legally bind them to confidentiality and data protection.
• Vetted Transcribers: Work with reputable transcription services that employ trained, vetted transcribers to ensure data privacy and security.
• Local Installation: Choose specialized transcription software that allows you to install and operate locally, ensuring the data stays within your organization’s infrastructure.
• Secure Authentication: Implement multi-factor authentication (MFA) for the software to prevent unauthorized access to transcribed content.
• Permission Management: Regularly review and manage permissions for the mobile application to limit access to the audio files and transcriptions stored on the device.
• App Privacy Settings: Adjust privacy settings within the app to restrict access to the app and its data.
• Internal Transcription Teams: Consider establishing an in-house transcription team within your organization, enhancing control and oversight over data privacy.
• Audit Trails: Maintain detailed audit trails of all interactions with the transcription data to track who accessed or modified it.
• Regular Audits: Conduct periodic audits of transcription processes and providers to ensure compliance with data privacy regulations and security protocols.
• Data Residency Compliance: Choose transcription providers that comply with data residency requirements specific to your region to maintain legal and regulatory compliance.

By incorporating these data privacy and security measures into your transcription workflow, you can enhance confidentiality and ensure the protection of sensitive information throughout the transcription process.

However, you look at it, there’s no super-quick way to transcribe audio from text. However, you can make the process easier by using the methods prescribed in this post. The benefits more than compensate for the effort.

Happy transcribing!