typing and transcription services by read shepley

transcription services

 

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transcription services

use our transcription services to convert all your standard digital audio files onto your chosen template or our standard templates in three easy steps:

  • send the file with your instructions and contact information via our drop site or if a file under 10mb, email it to us.
  • we will sample check the file, confirm receipt and estimated time of return.
  • we will return your work with our invoice.

standard templates

digital dictation

all our digital dictation services include time stamping – this means that if we cannot make out what is being said, we will put the time of the recording in red font at the relevant place within the transcript. you can then find this place in the recording quickly and easily.

all standard digital dictation formats are acceptable without conversion, for example, DSS, WAV, WMA, MP3, MP4 for use with our transcription software. other formats are acceptable, however, we have to convert using specific software programmes.

we have the capability to transcribe from files produced from non-standard voice recording devices and analogue dictation methods. we will confirm the charge for this at the time of quote.

digital files can be sent to us via our drop site or can be sent to us by email.

copy typing

we will produce your document directly onto your template or just produce a plain text copy for you to paste onto your preferred template later. our expert team can add graphics, tables, insert photographs, pictures, spreadsheets and much more. just let us know what you need and we will aim to produce the finish you require.

proof reading and editing
includes editing of all text to improve grammar, tense and word flow, keeping the accuracy of intention and ensuring consistency of the document layout and look. in addition, we offer proof reading and editing.

data entry

special items of administration such as:

  • directories
  • inventories
  • customer records
  • spreadsheets
  • catalogues
  • mail merge

presentation material and other structured formats
using standard or existing templates:

  • slides
  • forms
  • charts
  • tables
  • curriculum vitaes and resumes
  • brochures
  • booklets

  • leaflets
  • tenders
  • proposals
  • additional services – proof reading, supplier management
  • planning workshops -preparation, facilitation and write-up

meeting management

business meetings and conference: slide development; agenda production; compiling handouts; managing minutes; flip chart transcription; pre and post-conference materials; conference recordings; podcasts.

sending materials to us
if you need to send any materials to us, please call us on 0333 003 0676 for details.  we will return all your source materials by courier or post, as requested; please note, we will charge for postage and packing.

other administration support work
in addition to our transcription services, we also welcome new challenges that don’t currently form part of our standard proposition.  we would be delighted to discuss any ideas or suggestions you may have.  read shepley is able to offer pricing programs that reflect high volume and/or long-term partnerships. we will also actively support the move to the digital medium by providing machines for commitment to certain levels of business per week.

confidentiality
confidentiality is at the heart of our typing and transcription services – we operate within the recommendations of data protection act and treat all supplied information, data and audio files in the highest sensitivity and discretion. we have our own confidentiality agreements with all our team members and are happy to sign standard confidentiality agreements supplied by you. for more information please see a copy of our standard terms and conditions below. we do not share any client information to third parties.

Registered with the Information Commissioners Office

data privacy policy

1. INTRODUCTION

1.1. Read Shepley Limited also trading as The Typing Services Company (“the Company”) holds personal data about job applicants, employees, clients, suppliers and other individuals for a variety of business purposes.
1.2. This policy sets out how the Company seeks to protect personal data and ensure staff understand the rules governing their use of personal data to which they have access in the course of their work.
1.3. In particular, this policy requires staff to ensure that the Director should be consulted before any significant new data processing activity is initiated to ensure that relevant compliance steps are addressed.
1.4. The Director is responsible for the monitoring and implementation of this policy. If you have any questions about the content of this policy or other comments you should contact the Director.

2. SCOPE

2.1. This policy applies to all staff, which for these purposes includes employees, temporary and agency workers, other contractors, interns and volunteers.
2.2. All staff must be familiar with this policy and comply with its terms.
2.3. This policy supplements the Company’s other policies relating to information security.
2.4. The Company may supplement or amend this policy by additional policies and guidelines from time to time. Any new or modified policy will be circulated to staff before being adopted.

3. DEFINITIONS

3.1 In this policy:
Business purposes: means the purposes for which personal data may be used by the Company, e.g., personnel, administrative, financial, regulatory, payroll and business development purposes:
Personal data: means information relating to identifiable individuals, such as job applicants, current and former employees, agency, contract and other staff, clients, suppliers and marketing contacts. This includes expression of opinion about the individual and any indication of someone else’s intentions towards the individual;
Sensitive personal data: means personal data about an individual’s racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership (or non-membership), physical or mental health or condition, sexual life, criminal offences, or related proceedings. Any use of sensitive personal data must be strictly controlled in accordance with this policy;
Processing data: means obtaining, recording, holding or doing anything with data, such as organising, using, altering, retrieving, disclosing or deleting it.

4. GENERAL PRINCIPLES

4.1. The Company’s policy is to process personal data in accordance with the applicable data protection laws and rights of individuals as set out below. All employees have personal responsibility for the practical application of the Company’s data protection policy.
4.2. The Company will observe the following principles in respect of the processing of personal data:
4.2.1 to process personal data fairly and lawfully in line with individuals’ rights;
4.2.2 to make sure that any personal data processed for a specific purpose are adequate, relevant and not excessive for that purpose;
4.2.3 to keep personal data accurate and up to date;
4.2.4 to keep personal data for no longer than is necessary;
4.2.5 to keep personal data secure against loss or misuse;
4.2.6 not to transfer personal data outside the EEA (which includes the EU countries, Norway, Iceland and Liechtenstein) without adequate protection.

5. FAIR AND LAWFUL PROCESSING

5.1. Staff should generally not process personal data unless:
5.1.1 the individual whose details are being processed has consented to this;
5.1.2 the processing is necessary to perform the Company’s legal obligations or exercise legal rights, or
5.1.3 the processing is otherwise in the Company’s legitimate interests and does not unduly prejudice the individual’s privacy.
5.2. When gathering personal data or establishing new data protection activities, staff should ensure that individuals whose data is being processed receive appropriate data protection notices to inform them how the data will be used. There are limited exceptions to this notice requirement. In any case of uncertainty as to whether a notification should be given, staff should contact the Director.
5.3. It will normally be necessary to have an individual’s explicit consent to process ‘sensitive personal data’, unless exceptional circumstances apply or the processing is necessary to comply with a legal requirement. The consent should be informed, which means it needs to identify the relevant data, why it is being processed and to whom it will be disclosed. Staff should contact the Director for more information on obtaining consent to process sensitive personal data.

6. ACCURACY, ADEQUACY, RELEVANCE AND PROPORTIONALITY

6.1. Staff should make sure data processed by them is accurate, adequate, relevant and proportionate for the purpose for which it was obtained. Personal data obtained for one purpose should generally not be used for unconnected purposes unless the individual has agreed to this or would otherwise reasonably expect the data to be used in this way.
6.2. Individuals may ask the Company to correct personal data relating to them which they consider to be inaccurate. If a member of staff receives such a request and does not agree that the personal data held is inaccurate, they should nevertheless record the fact that it is disputed and inform the Director.
6.3. Staff must ensure that personal data held by the Company relating to them is accurate and updated as required. If personal details or circumstances change, staff should inform the Director so the Company’s records can be updated.

7. SECURITY

7.1. Staff must keep personal data secure against loss or misuse in accordance with the Company’s information security policy. Where the Company uses external organisations to process personal data on its behalf, additional security arrangements need to be implemented in contracts with those organisations to safeguard the security of personal data. Staff should consult the Director to discuss the necessary steps to ensure compliance when setting up any new agreement or altering any existing agreement.

8. DATA RETENTION

8.1. Personal data should not be retained for any longer than necessary. The length of time over which data should be retained will depend upon the circumstances including the reasons why the personal data were obtained.

9. INTERNATIONAL TRANSFER

9.1. Staff should not transfer personal data outside the EEA without first consulting the Director. There are restrictions on international transfers of personal data from the UK to other countries because of the need to ensure adequate safeguards are in place to protect the personal data. Staff unsure of what arrangements have been or need to be put in place to address this requirement should contact the Director.

10. RIGHTS OF INDIVIDUALS

10.1. Individuals are entitled (subject to certain exceptions) to request access to information held about them. All such requests should be referred immediately to the Director. This is particularly important because the Company must respond to a valid request within the legally prescribed time limits.
10.2. Any member of staff who would like to correct or request information that the Company holds relating to them should contact the Director. It should be noted that there are certain restrictions on the information to which individuals are entitled under applicable law.
10.3. Staff should not send direct marketing material to someone electronically (e.g., by email) unless there is an existing business relationship with them in relation to the services being marketed. Staff should abide by any request from an individual not to use their personal data for direct marketing purposes. Staff should contact the Director for advice on direct marketing before starting any new direct marketing activity.

11. REPORTING BREACHES

11.1. Staff have an obligation to report actual or potential data protection compliance failures to the Director. This allows the Company to:

11.1.1 investigate the failure and take remedial steps if necessary; and
11.1.2 make any applicable notifications.

12. CONSEQUENCES OF FAILING TO COMPLY

12.1. The Company takes compliance with this policy very seriously. Failure to comply puts both staff and the Company at risk. The importance of this policy means that failure to comply with any requirement may lead to disciplinary action, which may result in dismissal.
12.2. Staff with any questions or concerns about anything in this policy should not hesitate to discuss these with the Director.

file security
all files are destroyed after 30 days unless we agree to store the files for longer or shorter periods. we do send all file back via standard email, non-encrypted. However, we can embed encryption into the documents if required.

quotes
quotes for our transcription services are valid until 5pm on the date of issue and subject to survey of the audio files if applicable. we reserve the right to cancel orders if recording quality is poor or if other information comes to light that was not previously known that impacts the rates quoted.

verbatim options

  • standard style: as dictated but excluding the repetitions and redundancies e.g. ums and errs, you know, sort of, like, incomplete sentence starts and similar. the rates quoted on this website are based upon this standard transcription style.
  • grammar and tense editing: will change inconsistent tenses and grammar to improve word flow and text quality particularly useful for court documents or formal reports and letters etc.  please ask for a quote for this style via quick quote form
  • comprehensive transcription: transcription completed word-for-word, including repetitions and redundancies and typed as spoken; particularly useful for research interviews, marketing focus groups and similar. we can include interruptions such as the phone ringing, expressive linguistics, for example, laughing, overtalking, pauses. please ask for a quote for this style via our quick quote form.

do you need a service not described in the overview of our transcription services? call us on 0333 003 0676 to discuss.