Academic Transcription: Considerations and Recommendations on outsourcing to internet-based transcription services
Presented at QRWEBA2011 conference in Macau SAR
Considerations and Recommendations on outsourcing to internet-based transcription services - Garry Tan
1. QRWEB Asia 2011
1st Asia-Pacific conference on Qualitative Research in Web 2.0
University of Macau, 22 & 23 Feb Macau, China
Academic Transcription:
Considerations and Recommendations on
outsourcing to internet-based transcription
services
Garry Tan
MEd. Mgt. with Dist. (UWA), BTech. ID (Monash) & Dip.Arch.Tech. (Singapore Polytechnic)
Doctoral Candidate, Doctor in Education (EdD)
Graduate School of Education (GSE), University of Western Australia (UWA), Australia.
Senior Lecturer
School of Design (SDN), Nanyang Polytechnic (NYP), Singapore.
2. Key Takeaways
"Singaporeans are the most culinary homesick people in the world." - Calvin Trillin
1. More research on transcription as
part of methodology needed (1c)
2. Impact of transcription on
qualitative research (2e)
3. Justification of internet-based
transcription services (4f)
COVER QUESTIONS & ANSWERS
5. 1a. Globalization
Globalization & Impact of Technology
Multifaceted, liberal, and liberating process
Shift from international to transnational
networks of trade, investment & finance
Easy access to information, technology and
entertainment,
Creates a level competitive level playing field in
the global marketplace.
Creates cultural corridors…
OVERVIEW 1. INTRODUCTION
6. 1b. Singapore
Singapore’s Developmental Approach
1960s: Independence & Economic Uncertainty
1970s: Skills Intensive Industries
1980s: Information Technology & High Tech. Indus.
1990s: Technology and Service Industries
2000s: Innovation, Knowledge & R&D
Need for Talents in Higher Education
Focus on R&D, Need for all kinds of Talents
Internationalization of Higher Education
2nd Most “Cool” (Geek) Nation on Earth
Straits Times, 23rd Jan 2011
OVERVIEW 1. INTRODUCTION
7. 1c. Problems
In general, researchers point out that not enough
research is done on transcription and its influence
as part of the qualitative research paradigm
(Brooks, 2010; Lapadat, 1998; Oliver, 2005;
Tilley, 2002)
According to Tilley 2002: Transcribers
Have little knowledge about transcription
(experience),
Researchers often don’t communicate with them
(communication),
Face many challenges in completing their work
(resources), and
They had to make “on-the-spot” decisions about
transcribing (Value-added).
OVERVIEW Key Takeaway 1. INTRODUCTION
8. 1d. Research Context
Part of Doctoral Study
Paradigm: Qualitative
Focus: Design Leadership &
Management
Industry: Creative, Applied Arts
Stream, Product Design Specialisation
Method: Case study, Interviews
Triangulation: Focus group
OVERVIEW 1. INTRODUCTION
9. 1e. Research Scope
Limited to transcriptions in the context of:
Denaturalised/ Generic/ Academic Transcription
“speech to text” and not “on conversion to phonetic
or phonemic symbols”
Doctoral Research, Qualitative Paradigm
Mostly In-depth Interviews (one to one) and Focus
group interviews (many)
Unsponsored Graduate Student (Value-for-money,
money is a limitation) in Singapore
Already has resources, such as computers,
broadband service with wireless network and digital
recording devices
Willing to verify data after transcription process
OVERVIEW 1. INTRODUCTION
10. 1f. Benefits
People most likely to benefit
Postgraduates/scholars currently in
doctoral programs
Postgraduates/scholars who will or are
currently conducting research in the
qualitative paradigm
Researchers/scholars who are interested
in current trends in academic
transcription and its services
OVERVIEW 1. INTRODUCTION
11. 2. LITERATURE REVIEW
a)Keywords & Definitions:
“Out-sourcing” & “Web-based Services”
b)Keywords & Definitions:
“Denaturalised Transcription”
c) Transcription Categories
d)Impact of Transcription
12. 2a. Definitions
According to Wikipedia & Dictionary.com:
Out-Sourcing
“Outsourcing is often viewed as involving the contracting
out of a business function - commonly one previously
performed in-house - to an external provider”
“to subcontract out (jobs, services, etc)”
Internet-based Companies/ Web-based Services
“A dot-com company, or simply a dot-com, is a company
that does most of its business on the Internet, usually
through a website that uses the popular top-level domain,
".com" (in turn derived from the word "commercial")”
“of, relating to, or using the world wide web: web-based
applications”
OVERVIEW 2. LITERATURE REVIEW
13. 2b. “Denaturalised”
According to Wikipedia & Dictionary.com
Transcription/ Transcribing
“the process of converting speech into written or electronic
text documents”
“to make a written copy, especially a typewritten copy (of
dictated material, notes taken during a lecture, or other
spoken materials)”
Denaturalised Transcription (Oliver, 2005)
Transcription practices…two modes: naturalism, in which
every utterance is transcribed in as much detail as possible,
and
Denaturalism, in which idiosyncratic elements of speech
(eg. Stutters, pauses, nonverbals, involuntary vocalisations)
are removed. Denaturalised transcripts suggest that within
speech are meanings and perceptions that construct reality
(Cameron, 2001).
OVERVIEW 2. LITERATURE REVIEW
14. 2c. Transcription Types
Review of Transcription Service Types
Generic/ Academic
Speeches, Presentations, Lectures, Seminars, Conferences,
Interviews & Dissertation research (one-to-one)
Focus-groups and Panel Discussions (many)
Business & Finance
Dictation, Phone calls, Correspondences and Reports (one-to-one)
Conference calls, Meetings, Market research (many)
Audio-Visual Media
Digital Podcasts, Streamed Sermons, Television Programmes, Media
(audio) productions, Documentaries, Televised Interviews
Medical
Forensic, Medical
Legal
Legal deposition and judicial (may include translations too)
OVERVIEW 2. LITERATURE REVIEW
15. 2d. Transcription Impact
Transcription and its impact on
Qualitative Research.
Transcription is not data, it
Is a methodological process
Is “first level” interpretation
Influenced by Transcribers' abilities &
skills, orientation, perception &
interpretation, and
Influences researchers’ view on data.
OVERVIEW 2. LITERATURE REVIEW
17. 3a. Survey Process
Wed, 28 Jul 2010 to Fri, 18 Jun 2010
1: Information Search (Concurrent)
Keyword Searches
Good Practices
Digital Recording
2: Email Invitation to Quote (EITQ)
3: Compile Costing & Criteria
4: Repeat (Saturation or Timed-out)
OVERVIEW 3. METHODOLOGY
18. 3b. Keywords Used
Keyword Search with Google Search
First Set: Transcription related
“Transcription Services”, “Academic Transcription”,
“Freelance Transcription”, “Doctoral Transcription”,
“Transcriptionist Singapore”
Second Set: Practice related
“Good practices in Transcription”, “Transcription practices”,
“How to do a proper transcription for interviews”
Third Set: Recording device related
“Selecting the best recording device for interviews”, “digital
recording devices for interviews”, “recording interviews”,
“recording devices for transcription”
OVERVIEW 3. METHODOLOGY
19. 3c. Email ITQ (Format)
Email Invitation to Quote (EITQ)
Standard email format used for all
quotation.
Contacted the following:
3 Freelance (SG, Non-Professional)
6 SG Companies (Professional)
2 Global Companies (Professional)
4 Internet Companies (Mixed)
1 Web-based Company (Mixed)*
Respond between 24 hrs to 14 days
Responses consolidated in Yahoo! Mail.
*www.freelancer.com
OVERVIEW 3. METHODOLOGY
20. 3d. Email ITQ – (Specs.)
Specifications:
One Case (5 segments) approx 180 mins.
Language: English (Singapore)
Accent: Singaporean/ Neutral (English as first
language)
Format: Clear Digital Recording, MP3 Upload
Transcription Type: Generic/ Academic
No time coding required
Turn Around Time (TAT): Standard 3-5 days
Quotation for:
1) Per Project (All 30 interviews, 1 interview=90 mins)
2) Per Audio Minute (PAM)
Interpolation for:
Case Study of 5 segments (1 case = 180 minutes)
OVERVIEW 3. METHODOLOGY
21. 3e. Email ITQ (Info.)
Additional Information requested
of companies regarding:
Assurance on Confidentiality for Project
Training & Experience of Transcriptionist
Data Upload & Backup Charges (if any)
Preferred working process (if any)
Unstated or additional charges
Discounts for Graduate Students
OVERVIEW 3. METHODOLOGY
22. 4. FINDINGS/DISCUSSION
a) General Practice
b) Service Quality: Skills &
Confidentiality
c) Service Quality: Reliability & Value
d) Costing Factors
e) Info Consolidation
f) Justification for Internet-based
Transcription Services (IBTS)
OVERVIEW 5. SUMMARY & CONCLUSION
23. 4a. General Practice
General Practice/ Expectations:
Client responsible for Checking/ Proofing transcripts
Quotation does not include Time stamping or using
Structured transcription formats, additional costs applies
Transcriptionist (at their discretion) will “drop” segments
which they consider irrelevant (habits of speech,
grammatical errors, announcements and end remarks etc.),
irreverent (the use of strong language like swearing etc.) or
inaudible (background noise, two person talking at once,
mumbling etc).
The definition of “poor recording” can be arbitrary (can be
defined as anything from accent, background noise, and
interruptions)
OVERVIEW 4. FINDINGS & DISUCSSION
24. 4b. Skills/ Confidentiality
Service Quality defined as:
Skills of Transcriptionist (experience)
Adequately trained (with certification)
Comprehend different accents (Singlish?)
Adapt to different layout & transcription styles
Accuracy of Transcripts (is it really 99%?)
Confidentiality & Ethics (communication)
Written/ published guarantee of confidentiality
Database Backup and 128-bit Encryption
Ethical Standards (HIPPA)
OVERVIEW 4. FINDINGS & DISCUSSION
25. 4c. Reliability/ Value
Service Quality defined as:
Service Reliability (Resources for Transcribers)
24-7/365 service or as little down time as possible,
similarly company protocol don’t get in the way
Flexible Turn-around-time (TAT)
Accept different audio-video files
Easy Web-based File upload, preferably free as part of
the overall service experience
Service Value (Transcriber’s value)
Easy project costing & payment, no complex fee
structure and payment methods or schedules
Friendly/ Can negotiate/ Adaptable (no barriers)
Based in Singapore, preferably
Bonus: Allow service trials, Group discounts, Graduate
student price
OVERVIEW 4. FINDINGS & DISCUSSION
26. 4d. Costing Factors
Factors that increases transcription costs – not in
any order:
Accent: Neutral accent preferred
Difficulty/ Effort: Quality of Recording,
Amount of background noise
Format: Specialized layout
Format: Wave (Expensive), MP3 (Cheaper)
Time Code: Time Stamping
Turn-Around-Time: Less is more!
Vocabulary: Technical or Medical
OVERVIEW 4. FINDINGS & DISCUSSION
27. 4e. Info. Consolidation
1. Local Freelance
No response even after survey period, mix group, whenever they are free,
confidentiality?, have to know them personally (i.e. via recommendations)
2. “Brick & Mortar” Singapore Companies
Most expensive (S$420 per transcript), professional skills, not 24/7,
confidentiality, managers may be transcribers themselves (many years of
working experience)
3. “Brick & Mortar” Global Companies
Competitive pricing (S$360 per transcript), professional skills, not 24/7,
confidentiality, professional qualifications/ certifications (typing, transcribing,
secretarial, etc)
4. Internet-based Companies
Value for money (S$120 per transcript), “internally trained transcribers”,
“Assured Confidentiality”, 24/7, “manager will relay message with
transcribers/researchers”
5. Internet-based Freelance
Prices can vary with experience (S$50 per transcript or US$10 per audio
hour), flexible arrangements, quality depends on individuals (training), may
not be able to contact transcribers freely
OVERVIEW 4. FINDINGS & DISCUSSION
28. 4f. Justification for IBTS
Contrasted with traditional transcription:
Experience (good)
Internally trained, experience sharing good
Communication (excellent)
responsive (reply within 6 hrs)
accommodating (only after a while)
open, questions gets answered
Resources (acceptable)
fast (3 to 4 days TAT)
Did not deliver on time (i.e. 5 days max)
Service Value (balance)
Reliable Transcripts with acceptable margins of error
(accent – Singlish, context or names of people, like Mr. Sim = Mr. Singh)
OVERVIEW 4. FINDINGS & DISCUSSION
30. 5a. Summary
Three Takeaways:
1. More research on transcription
as part of methodology needed
(1c)
2. Impact of transcription on
qualitative research (2e)
3. Justification of internet-based
transcription services (4f)
OVERVIEW 5. SUMMARY & CONCLUSION
31. 5b. Improvements
According to Tilley 2002 Area for Improvements
Have little knowledge about Shared “on-the-job
transcription (experience), experiences” contrasted
with professional
Researchers often don’t certifications
communicate with them Allows limited or indirect
(communication), communication with
transcribers
Face many challenges in Challenges remains,
completing their work
(resources), and transcriber’s resources are
not transparent
They had to make “on-the- Value-added work mostly
spot” decisions about accurate but checking by
transcribing (Value-added). researchers compulsory
OVERVIEW 5. SUMMARY & CONCLUSION
32. 5c. Conclusion
More Research: Although transcription is located within the
qualitative paradigm, approaches to transcription and its processes
may involves a paradigm that can influence the integrity of the
research.
Impact of Transcription: Researchers should incorporate reflection
into their research design by interrogating their transcription
decisions and the possible impact these decisions may have on
participants and research outcomes (Oliver, 2005).
Justification: Internet-based transcription services provides
researchers a reliable and a value-for-money service alternative if
they are going for denaturalised transcription that does not involve
sensitive topics. Transcripts are representations of the recording
and the actual interview. Verification with the audio recording and
any documentation taken during the interview will help with a
better understanding.
OVERVIEW 5. SUMMARY & CONCLUSION
33. References
BROOKS, C. (2010) Embodied Transcription: A creative method for
using voice-recognition software. The Qualitative Report, 15, 1227-
1241.
FORBAT, L. & HENDERSON, J. (2005) Theoretical and practical
reflections on sharing transcripts with participants. Qualitative
Health Research, 15, 1114-1128.
GIVEN, L. M. (2004) Mini-disc recorders: A new approach for qualitative
interviewing. International Journal of Qualitative Methods, 3.
LANE, V. (1996) Typist's influences on transcription: Aspects of feminist
nursing epistemic rigour. Nursing Inquiry, 3, 159-166.
LAPADAT, J. C. & LINDSAY, A. C. (1998) Examining Transcription: A
theory-laden methodology. American Educational Research
Association. San Diego, CA.
OLIVER, D. G., SEROVICH, J. M. & MASON, T. L. (2005) Constraints and
opportunities with interview transcription: Towards reflection in
qualitative research. Social Forces, 84, 1273-1289.
TILLEY, S. A. & POWICK, K. D. (2002) Distanced data: Transcribing
other people's research tapes. Canadian Journal of Education, 27,
291-310.
34. Question & Answer?
Garry Tan
MEd. Mgt. with Dist. (UWA), BTech. ID (Monash) & Dip.Arch.Tech. (Singapore Polytechnic)
Doctoral Candidate, Doctor in Education (EdD)
Graduate School of Education (GSE),
University of Western Australia (UWA)
Australia
School of Design (SDN),
Nanyang Polytechnic (NYP)
Singapore
garrytan@yahoo.com
65-81801367
COVER OVERVIEW
35. Presented at the Asia-Pacific conference on
Qualitative Research in Web 2.0
22 & 23 Feb 2011, Macau SAR
For more information
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