Over the years that I’ve been providing transcription services to journalists and researchers, I’ve found that my clients haven’t always been as au fait as you would expect with recording, downloading and sending audio files of their interviews.
Here are some handy hints that I’ve developed to help my clients – any journalists or researchers who have to record and transcribe interviews should find this information useful.
Recording your interviews
You might be using a dedicated dictation machine or your Smartphone to record your interviews. Whichever you are using, here are some hints to get the best out of your recording:
Set and test the recording levels. You will probably be able to alter the volume, at very least, and maybe the graphic equaliser. If you’re going to be doing a lot of interviews, it’s worth doing a test session with a friend, and checking the quality of the recording. Then leave the levels set at that point.
- If the levels are too loud, when it’s played back, it will be distorted, even if the level is turned down on the machine that’s playing it back.
- If the levels are too quiet, when it’s played back it will be really quiet still. Your transcriber will strain to hear it. Even if they up the volume at your end, there’s only a certain amount they can do
- If the bass or treble are set too high, the recording will pick up and amplify all bass or treble noises, such as cars going past or cutlery rattling
You may have some pre-set recording levels in the menus on your recording device. Oddly enough, you need to choose one that reads something like “interview” or “one to one”, rather than “meeting” or “concert” or “outdoors”. This will ensure that the device picks up you and the interviewee, rather than the conversation at the next table or the inexorable whoosh of the cappuccino machine.
- If an inappropriate pre-set recording level is chosen, your transcriber may be bombarded with cutlery and glassware sounds and other people’s conversations, or just hear voices booming around like they’re in the bottom of a bucket.
Check each time that the recording level is correct – it is not unknown for the buttons on the recording device to get pressed in the journalist’s bag on the way to an interview, leading to a transcriber with ear-strain and a transcription full of gaps!
Transferring your audio files to your computer
Once you’ve saved your interview files, you’re going to need to get them off your recording device and onto your computer.
There are usually two ways to do this:
Option 1 – connect your recording device to your computer using a USB cable
Option 2 – send the file from your recording device to your computer via email
Option 1 is the easiest. If your recording device comes with a USB connection, plug it in to your computer. You will find that the computer treats it as an extra drive, like the C or D drive. Use the file navigator to find the file and copy it across to your computer, ready to send to your transcriber.
Option 2 is more tricky, as most phones will have a limit as to how long a file you can send. You may need to break it up into chunks, or zip the file on your phone / dictation machine first.
There is an Option 3 which you can use if your dictation machine is an analogue one, i.e. uses those little tiny tapes (or big ones!). Go into a silent room. Set a microphone up connected to your computer. SET THE RECORDING LEVELS very carefully and test them. Play the tape and record it digitally. Note: please don’t do this if you can help it. The tape quality will always be affected (think what the tapes were like that you recorded off the radio as a teenager. Exactly). Your Smartphone will have a voice memo app pre-loaded onto it, or you can download one. Do that: go digital. Your transcriber will thank you!
What to do when your iPhone voice memo is too big to email …
This is a topic in itself and one I’ve been asked about time and again.
If you need to transfer an iPhone voice memo to your computer to send to your transcriber, and you try to email it to yourself or them, you will probably get a message telling you that it’s too long to email. Don’t break it up into chunks, do this instead …
Turn on your phone, connect it via USB cable to your computer and open iTunes.
iTunes should have a tab called My iPhone. Click on the Sync button in this tab if it doesn’t do it automatically. It will then record it into your computer’s memory.
Under Playlists, click on Voice Memos. Find your recording (it will be labelled with its date, which should help you to find it), right-click and choose Get Info. This will tell you where the memo is saved on your computer. Copy it into the file where you want to keep it, and send it to your transcriber.
For other phones, I always recommend connecting the phone to the computer rather than trying to email it.
Sending your audio file to your transcriber
Most audio files are really big and won’t send easily as an email attachment.
The first thing to try is zipping it. Go to the file in your computer’s folders, and right-click. You should be given some kind of option to Zip the file. This makes it smaller, like putting a duvet in one of those vacuum pack bags. Your transcriber will unzip it at their end to work with it.
If this is still too big, there are lots of services online that will transfer your file for you. My two favourites are YouSendIt, now called Hightail, and Wetransfer. Both of these have free versions – you pay more to get more feedback and send larger files.
You can also use Dropbox, which acts as an extra, secure drive for your computer, living out there in the ‘Cloud’. Sign up (again, free) and copy your files into this folder. Then share it with your transcriber, or send the file so they can download it.
This article has hopefully helped to make technical matters clearer for journalists and researchers who want to record interviews and transcribe them themselves, or have them transcribed by a professional transcriber.
More on transcription and careers in transcription starting here.
Why you need a human being to do your transcription
My book: A Quick Guide to Transcription as a Career – buy from Amazon UK or visit the book’s web page for worldwide links and news.
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