Part II: Using Digital Dictation in Professional Situations

In this installation, we'll discuss the method of Network Sharing of digital dictation files.

In offices where the author and the transcriptionist are on the same network, the sharing of digital dictation files is quite easy to configure. In either of the leading professional systems - Olympus and Philips - the author's software can be configured to download the voice files directly to a shared folder on a network server, or on the transcriptionist's computer.

From that share point, the transcriptionist can instantly access the voice file and transcribe it on his/her computer. Much quicker, safer and more reliable than using tapes.

Managing Workflow

Unless you're ready to pony up thousands of dollars for high-end transcription management systems, you might consult with someone knowledgeable about how either the Olympus or Philips dictation systems might accommodate your practice. We've set up large and small operations quite well simply by understanding how to configure the software that comes with professional digital recorders. The software is not necessarily intuitive, so professional help is generally recommended.

The distribution of dictation voice files from the author to the transcription generally falls within one of these categories:

• One-to-One.
  The author's dictation is handled exclusively by one transcriptionist. In this case, either the Olympus or the Philips systems will do quite well.
• One-to-Many.
  Each author's dictation can be handled by more than one transcriptionist. We see this most often where an author wants one type of dictation to go to one typist, while another type goes to another typist. To create an automated distribution of work based on "work type," the Philips software is the only one that will accommodate this type of workflow.
• Many-to-Many.
  Many authors send their dictation to a transcription "pool." In some law offices, we have seen where several attorneys' work will be typed by any one of a number of transcriptionists on a "first-come, first-served" basis. Either system - Olympus or Philips - works well in this regard.

(NOTE: there are many other reasons to consider one system instead of another, and ultimately it boils down to a case of priorities. See a digital dictation expert for more help.)

There are two important points to make when discussing Network Sharing of digital dictation:

• It's easier to configure, maintain and adjust than using e-mail or FTP to transfer files. Even over VPN connections, network sharing is a preferred methodology for many reasons, not the least of which is security.
• The versatility of the software that comes with today's digital voice recorders (professional units!) means that most small to medium sized business needs can be handled if configured correctly.

Next: Part III - Internet Distribution