Digital dictation

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Digital dictation is a method of recording and editing the spoken word in real-time within a digital audio format.

Digital dictation offers several advantages over traditional cassette tape based dictation:

• The user can instantly rewind or fast forward to any point within the dictation file to review or edit.
• The random access ability of digital audio allows to insert audio at any point without overwriting the following text.
• Dictation files can be transmitted electronically, e.g. via WAN, LAN, e-mail, telephony or FTP.
• Large dictation files can be shared with multiple typists.
• Digital dictation provides the ability to prioritize work.
• Sound is CD quality and can improve transcription accuracy and speed.
• Digital dictation provides the ability to report on the volume or type of dictation and transcription outstanding or completed within an organization.

The interchange format for digital audio is WAV. However most digital diction systems use a lossy form of audio compression to minimize hard disk space and optimize network utilization as files are transferred between users.

Digital dictation is different from Speech Recognition where audio is analyzed by a computer using speech algorithms in an attempt to transcribe the document. With digital dictation the process of converting digital audio to text is done via a typist using a digital transcription software application and is normally controlled via a foot switch which allows the typists to PLAY, STOP, REWIND and BACKSPACE.

There are two types of digital dictation:

1) Standalone digital dictation software - Basic software whereby the audio is played by a typist using a digital transcription software application and is normally controlled via a foot switch which allows the typists to PLAY, STOP, REWIND and BACKSPACE. Standalone systems are designed for individuals or a very small number of users, as they do not offer a network efficient way of transfering the audio files other than email, they also do not encrypt or password protect the audio file (it normally remains in a standard .wav or .dss format) or offer file management, management reporting or integration features.

2) Digital dictation workflow software - Advanced software for commercial organizations where audio is still played by a typist but the audio file can be securely and efficiently transferred over a LAN, WAN, Internet, Citrix, Terminal Services or Telephony. The workflow element of these advanced systems also allows users to share audio files instantly, create virtual teams, outsource transcription securely, and set up confidential send options or 'ethical walls'. Digital Dictation workflow software is normally Active Directory integrated and can be used in conjunction with Document, Practice or Case Management systems. Typical businesses using workflow software are law firms, healthcare organizations, accountancies, or surveying firms.