Turn recordings into text with suitable rules
An interview, meeting and research recording do not necessarily need the same text. Meaning, speaking style and intended use determine the rules. A clear engagement makes the work and result comparable.
Describe recordings and scope
State audio or video, total duration and readiness. An estimate is appropriate for recordings still planned. Relevant volume is the recording duration per delivery, rather than future page count.
Clarify whether to transcribe everything or selected passages. Recording organisation and translation are additional tasks if needed.
Choose the text style
Agree specific transcription rules. Terms such as verbatim and cleaned text vary between providers.
| Text | What to define |
|---|---|
| Readable | Repetitions and fillers to remove |
| Verbatim | Speech features to retain |
| Custom rules | Instructions and examples |
| Existing draft | Checking and corrections against recording |
Consider languages and speakers
State recording and output languages. Swiss German may be reproduced in dialect or standard language; agree the choice. Multilingual passages require coordination.
Speaker numbers, changes and overlapping speech affect the work. Neutral roles or a count are enough for a quote; real identities are unnecessary.
Assess clarity and terminology
Quiet voices, noise and overlapping speech can make passages unclear. Describe known difficulties. Complete error-free reconstruction cannot be promised for unclear recordings.
A short glossary may help later. Agree how uncertain terms and inaudible passages are marked and checked. Automatically generated drafts need suitable review.
Agree timestamps and output
Speaker labels and timestamps help locate passages. Define frequency and placement: regular intervals, speaker changes or specific points.
Editable text and synchronised subtitles are different outputs. Subtitles also need segmentation, lines and timing. An ordinary transcript does not replace that work.
Organise transfer and confidentiality
Before handover, clarify whether recordings may be processed for the intended purpose. Agree access, processing locations, involved services and retained copies.
Outsourced processing needs defined responsibilities. Transfer, corrections and deletion should match the content and engagement. Sensitive conversation details are unnecessary in the initial quote request.
Compare processing and delivery
Agree rules and output before transcription, review and queries. An approved sample can prevent misunderstandings for a large series. Compare equivalent duration and recording quality.
| Item | What to agree |
|---|---|
| Scope | Duration, language and text style |
| Difficulties | Dialect, terminology and overlap |
| Review | Audio comparison, queries and corrections |
| Output | Timestamps, format and extra work |
| Delivery | Batches, deadline and secure exchange |
Frequently asked questions
Can I enquire before recording?
Yes. Estimate duration and describe the project. Final volume is agreed later.
Is cleaned text a summary?
No. It improves readability under agreed rules; summarising is a different service.
How is Swiss German handled?
Agree dialect reproduction or transfer to standard language, with the required detail.
Are timestamps included?
Within agreed scope. Frequency and format should be clear before work starts.
Can an automatic draft be checked?
Yes. Agree comparison with the recording, rules and correction format.
Are inaudible passages filled in?
Uncertainty should be marked or clarified. Missing content must not be invented as certain statements.
