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Client FAQs

Client FAQs

If you have a question, we hope we’ve answered it below, but if not, please call our friendly team on 01366 348088

What equipment do I need?

A digital sound recorder with PC access or a SmartPhone with OutSec’s FREE APP which is available for both Android and iOS is all that is needed!

What audio file formats can you process?

For digital audio files we can accept the following; wav, dss, wma, mp3, mp4, dvf, ds2, amr, dct, 3gp, m4a, m4v, wmv, mts, mov, opus.

We can also facilitate uploading templates and/or documents alongside your sound files in the following formats: pdf, rtf, doc, docm, ppt, pptx, xls, dot, xcl, xml, docx, xlxs.

Please note however that in order to upload a template and/or document with your audio file, the two files must be named EXACTLY the same. If you have any difficulties, please speak to your departmental Senior Manager.

Is typing quality assured?

OutSec have a global reach of transcriptionists available – only those of superior standard are chosen to work with the team. The standard expected by clients is of ‘similar or better than existing full time staff’. With dedicated OutSec transcriptionists working in a peaceful environment with no interruptions or distractions [unlike an office environment] the quality is assured every time.

I haven't dictated before, is this a problem?

OutSec recruit the creme de la creme of transcriptionists who not only type but also edit and perfect dictation. This is what gives OutSec the edge over other providers. Your OutSec transcriptionist is proactive in completing the work and typing additional helpful notes if you yourself are new to the art. Don’t worry, this is part and parcel of the OutSec service – you are in safe hands!

Do you type directly into Case Management Systems?

Yes, we work with the majority of case management systems and have typists familiar with their work. For further information call Head Office on 01366 348088 and ask for the appropriate Senior Manager.

What software do I need?

No additional software is required to use OutSec FileManager other than a web browser.

Can you work with Apple Macs?

Yes, all software works on Apple Mac.

Why are OutSec Market Leaders?

A question we are asked many times! It is a combination of things that make the OutSec difference – 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 company. OutSec becomes a natural extension of your existing office.

For further information, see Why Use 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 charges on a per-minute of audio basis, calculated on the length of dictation. It is a true pay-as-you-go service with complete flexibility.

How do I know my dictation has been received?

An automatic email notification is generated as soon as dictation is uploaded to FileManager with a second confirmation email when work is ready for collection from the same secure password-protected area. 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 a digital recorder or smartphone then your account can be set up in less than 10 minutes. You will be issued with a login name and password to your own secure password-protected area of FileManager. This area incorporates a view of all files uploaded and returned, current invoice status and a Master Account facility for larger companies who need an overview of workflow from all internal dictators. Comprehensive stats are clearly visible for management requirement.

Click here to set up your account and get started.

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.


Do I have to repeat addresses every time I dictate something?

Templates store information and are amended as required. OutSec replicates all your office in-house formatting as well as integrating with workflow and case management systems. Repetition of standard addresses, phrases, and key words is avoided with add-in programs, custom dictionaries, postcode search systems, autotext and autocorrect all added to client templates to ensure consistency.

My work is seasonal - is this a problem?

No. The beauty of outsourcing is that it is a facility that you use when needed. However the more you use OutSec, the better your transcriptionist will become at understanding your special requirements.

How do you charge and how can I pay?

OutSec charges on a recorded per-minute basis: £1.20 per minute of dictation or put another way, a 10 minute dictated audio file will cost £12+VAT. Check out our QuickQuote.

Payment is quickest and easiest as an online transfer or alternatively, PayPal, credit card or cheque, we also offer a direct debit facility.

How do you invoice?

At month end; fully detailed by per-line entry for each sound file received and the time taken for transcription. Terms are net 30 days.

Where will my typing be done and by whom?

OutSec comprises 80% of staff based in the UK. Additional teams of British transcriptionists work in North America, Europe and Australasia to take advantage of urgently required ‘overnight’ work being. Dedicated transcriptionists with 7 years’ sector experience ensure familiarity is established quickly.

A global database ensures work deadlines are always attainable subject to client requirements.

What is your ethical stance?

OutSec does not use any typing facilities in the Indian sub-continent, nor is it the intention to do so. We are emphatically a British company operating under British law. All OutSec transcriptionists 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.

Where are you based and what does your name mean?

We are 100% British and a UK registered limited company with full UK VAT status. Our head office is based in Norfolk, England with a division in the States. 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?

OutSec was started by Vanessa French who has had 18 years in the business.  During that time Vanessa was a finalist in both the British Female Inventor and Innovators of the Year Awards 2006 as well as the European Women of Achievement Awards in the same year.  Her experience in the industry has ensured that the company is known for its top quality transcription along with hi-tech products available to clients.

How do you handle confidential work?

All our transcriptionists are bound by a Confidentiality Agreement. Sensitive work is processed in-house at Head Office on non-networked PCs by prior arrangement.

OutSec Limited complies with The Data Protection Act. Both original and completed files are automatically deleted from the FileManager server 40 days after work completion.

The FileManager page is protected by Thawte. Thawte is trusted by millions of people worldwide. An SSL certificate is issued and shown on the login page. Rigorous authentication methods and a global infrastructure to support real-time certificate look-ups ensure that you are safe when logging in to OutSec FileManager. For more information please visit Additional levels of security are available – please contact the technical department for more information.

What is your Green Policy?

OutSec has a strong commitment to the vitally important issue of climate change. See our Green Policy Statement for more details.

What are your Terms and Conditions?

Available on our Terms and Conditions page.

What is your Privacy Policy?

See our Privacy Policy page.

Are you GDPR compliant

OutSec is fully compliant with GDPR.  If you have specific concerns please do not hesitate to contact our Data Protection Officer, Vanessa French e: or m: 07776 241552.

Clients Include:

Here are just a few of our valued clients:

Translate Media University of Salford Strutt & Parker Allied Surveyors & Valuers Carter Jonas Yorkshire Surveyors Bidwells Innes Associates Gregorys Tesson Consulting Beechlands Accountancy Services Consil Surveying Birley Steels Lightfoot Arnolds Keys Croyland Building Surveyors Ward Howard Chartered Surveyors BP2 Property Feather Smailes Scales Devonshire Partnership Rettie & Co Wright Consulting