- How do you charge?
- What equipment do I need to record sound files, what formats do you accept, and how much does it cost?
- What software do I need?
- Can you work with Apple Macs?
- Why not use voice recognition?
- Why are OutSec the brand leaders in the field of digital transcription and why should I use them?
- What is the minimum charge for using your services?
- How do I know you have got the work I sent?
- How long does it take to get set up?
- Do you provide training?
- We print out on headed notepaper here - is that a problem? Do I have to repeat addresses every time I dictate something?
- My work is seasonal - I may not use you for several months a year. Is this a problem?
- When do you invoice?
- Where will my typing be done and by whom - and what is your ethical stance?
- Where are you based and what does your name mean?
- How long have you been operating?
- How do you handle confidential work?
- What are your terms and conditions?
- What is your privacy statement?
- Do you do translation work?
How do you charge?
OutSec charge on a per-minute basis. Work is costed out on a formula relating to the length of dictation and the service required. Depending on the nature and the quality of sound, speech and number of voices, the cost should be between 3 and 4 times the length of tape. For example, a single clearly-spoken voice of 15-20 minutes should take approximately one hour to transcribe into a standard Word document. Or put another way, a 10 minute dictated report should cost £9+VAT.
For further information, follow our quicklinks to:
Cost Calculator and Rates and services
What equipment do I need to record sound files, what formats do you accept, and how much does it cost?
You will require a digital sound recorder. This is the only hardware you will need and it should create files in a .dss, .wav, .mp3 or .wma format. OutSec recommends the Olympus DS2300 model which gives excellent quality at a reasonable price. Do not be fooled by cheap digital recorders - they are practically useless for transcription purposes. Other manufacturers of good quality sound recorders include Sanyo and Philips. OutSec can give additional advice and we recommend suppliers who are familiar with OutSec FileManager - visit our Digital Explained Page for more details of digital dictation specialists. The prices of recorders vary but they have come down in price over the last few years. You should be able to obtain a DS2300 for under £150 now and get next-day delivery. Installation is simple, being similar to that of digital cameras and can be done by anyone competent in the use of a PC. A USB socket is best for file transfer from a digital recorder and a good fast internet connection will help enormously for transfer to FileManager.
For further information, follow our quicklink to:
Digital explained
What software do I need? Can you work with Apple Macs?
No additional software is required to use OutSec FileManager other than a JavaScript program that will run as a one-time install on your local PC. This should not conflict with any other programs on your PC and should not clash with any anti-virus or firewall programs. Those users on a network may need to get permission from their administrator before installing and may need to set up OutSec as a trusted site. Access to your secure area on FileManager is by a browser such as Internet Explorer 7, Mozilla FireFox or Opera. You do need internet connection, and an email account is useful for file receipt confirmations but not essential. OutSec produces completed work in Word2002 but we can make work backwards-compatible if you have an older version installed. Contact the Technical Support Department on 0870 243 0295 ext 28 for further information.
Why not use voice recognition?
Speech recognition works for those people with a high degree of computer literacy who are not reliant on secretarial support. It requires a large amount of patience and processor power to train the voice recognition programme. A glass of wine can alter speech patterns dramatically, as can a cold or cough. Typing skills are still essential for proofing the work and only basic templates can be used. If your own time is not better utilised elsewhere then it may be for you. If you suffer from Time-Poverty then OutSec is your solution.
Why are OutSec the brand leaders in the field of digital transcription and why should I use them?
A question we are asked many times! It is a combination of things that make the OutSec service unique - a personal relationship between dictator and typist, the passion for excellence and eye for detail, investment in the very best technology and a warm human element all go together to make the OutSec experience a polite, professional and pleasant one. Our care enables a real relationship to develop between client and secretary. OutSec becomes a natural extension of your existing office.
For further information, follow our quicklink to:
Why OutSec?
What is the minimum charge for using your services?
OutSec has no minimum charge. There are no contracts, no fees, no monthly charges. OutSec charge on a per-minute basis, calculated on length of dictation. It is a true pay-as-you-go service with complete flexibility. The pricing model is based on length of time spoken. Imagine it just like a mobile phone bill.
For further information, follow our quicklink to:
Rates and Services
How do I know you have got the work I sent?
You will receive an email notification as soon as work is received by FileManager and another confirmation email when work is delivered back to the same secure password-protected area. Your work will always go to the same secretary for the sake of continuity. You can be notified at two different email addresses at the same time, for example at work and home.
How long does it take to get set up?
If you already have the digital recorder then your account can be set up in less than 10 minutes. You will be issued with a log-in name and password to your own secure area of FileManager. If necessary our IT department will help you configure your settings over the telephone. You may then upload dictated sound files to OutSec. To view the log-in page, click here.
Do you provide training?
OutSec recommends training for all pilot projects. Digital transcription from OutSec will become a vital part of your workflow management and it is crucial that implementation is as smooth as possible. OutSec will tailor a program to suit the way you work and the type of work generated. This may take the form of on-site or remote learning. At the end you will have access to your very own transcription service.
For further information, follow our quicklink to:
Corporate roll-out
We print out on headed notepaper here - is that a problem? Do I have to repeat addresses every time I dictate something?
No to both questions. You can provide templates which will be stored and amended as required. OutSec can replicate all the formatting in your office. We can also integrate with case management programmes. We can also on request store information within templates. This avoids repetition of standard addresses, phrases, key words etc. OutSec employs sophisticated add-in programmes such as custom dictionaries and online postcode search systems as well as autotext and autocorrect which can all be added to client templates.
My work is seasonal - I may not use you for several months a year. Is this a problem?
No. The beauty of outsourcing is that it is a facility that you use when you need it. Obviously the more you use OutSec, the better your secretary will become at understanding your special requirements.
When do you invoice?
We send invoices out at the end of the month. They are fully detailed with a per-line entry for each sound file received and the time taken for transcription. Terms are due on receipt for the first three months and then net 30 days
Where will my typing be done and by whom - what is your ethical stance?
OutSec has teams of British secretarial typists around the world, covering North America, Europe and Australasia. Head Office is in England and 60% of our staff are UK-based. You will be able to pick up a phone and speak during office hours to someone in England who handles your account. All our typists have English as their first language and are highly experienced and qualified former secretaries and PAs with at least 5 years experience in their chosen field. The ability to draw upon the whole world for potential secretaries means that OutSec can choose the very best.
OutSec does not use any typing facilities in the Indian sub-continent, nor is it the intention to do so at present. We are emphatically a British company operating under British law. OutSec secretaries will have first-hand experience of the British system, be it legal, medical, chartered surveying, estate agency or any other commercial sector. This invaluable knowledge and insight allows OutSec to maintain the high level of accuracy and quality of work required by our clients. A suitable financial compensation is paid to reward this experience. If you want cheap sweat-shop labour rates, try another website!
For further information, follow our quicklink to:
Our philosophy
Where are you based and what is the origin of your name?
We are 100% British and a UK registered limited company with full UK VAT status. The head office is based in Norfolk, England. To contact us please send to OutSec Limited, Oak Farmhouse Offices, Stradsett, King's Lynn, Norfolk PE33 9HH. There is also a department in America and France. The name comes from OUTsource SECretarial Services Limited which we felt was a little too long for the internet!
How long have you been operating?
Digital transcription is a new technology but OutSec has been there from the beginning. We started in 1999. OutSec was recognised in 2004 and 2005 for its innovative approach by the DTI and won an E-Commerce Award in each year for the use of teleworking. OutSec has won many other awards over the last few years including ones from Barclays and BT.
How do you handle confidential work?
A large number of clients use OutSec for sensitive work. All our secretaries are bound by a Confidentiality Agreement. Sensitive work is processed in-house at Head Office on non-networked PCs by prior arrangement. No data is held and all files are deleted 30 days after work is completed. Additional levels of security are available - please contact the technical department for more information.
Do you do translation work?
A number of clients use OutSec for translation work. All major and many minor languages are covered. Rates vary so please call to discuss with your head of department.
For further information, follow our quicklink to:
Translation
Contact Us
If you would like to talk in more detail and take advantage of the OutSec Free Consultation Service then complete the CallMeBack form and one of our
sales team will contact you as soon as possible.
If you already have digital dictation equipment then OutSec could be typing for you before you finish reading this website.
