From Talk to Type
Workflow management is an essential
part of running a business of any size.
Firms need to make sure they keep
their documents secure and up-to-
date through effective document
management, whilst streamlining
workflow processes to improve
productivity. For many businesses, this
includes not only text files but also
audio recordings.
Dictation devices have always been
popular as a means of taking notes and
keeping records of conversations and
meetings, even with the flaws of tape-
based systems: tape has a tendency to
deteriorate after excessive use; small
cassettes can easily be lost; and a lack
of information about the tapes, such as
their length, topic or importance, slows
down workflow.
In recent years, dictation technology
has been brought up-to-date with fully
digital systems that overcome these
drawbacks:
n
Digital recordings don’t deteriorate
and are easy to copy and back-up to
prevent data loss;
n
Digital data can be sent back and
forth securely via e-mail or through the
cloud, with information reaching the other
side of the world instantly;
n
Information about recordings can be
viewed immediately.
On top of the inherent benefits of a
digital recording medium, digital dictation
makes it much easier to incorporate
How SMEs can use digital dictation and the cloud to speed up document workflow
recordings into business processes. Philips,
a company that has been at the cutting
edge of dictation for over 60 years, boasts
a number of tools that combine traditional
dictation with modern technology in order
to aid workflow. These include:
n
SpeechLive, which enables users to
upload dictation files to the cloud so that
they can be accessed from anywhere, with
the ability to prioritise dictations according
to their urgency and backup and restore
files to ensure no data is lost; and
n
the new SpeechScribe system, which
enables users to send off their dictations
(again, through the cloud) and have
transcriptions completed remotely by
professional audio typists and then returned.
Security is a key issue for any company
that uses the cloud to hold business
documents, which is why SpeechScribe
always uses the latest and most secure
versions of HTTPS security connection
protocols and automatically encrypts
stored data in real time. Files can be
encrypted multiple times, including
as they are being recorded, to ensure
confidentiality isn’t breached.
The cloud has played a key part in
the development of dictation technology
– transcription services being a perfect
example – as it enables users to upload
files directly from their digital dictation
device or even the Philips smart phone
app for access by typists based anywhere
in the world. Complete transcriptions
can be returned in the same way. For
Dictation
magazine
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companies that don’t have the ability to
transcribe files in house, such services are
both cost- and time-effective.
Digital dictation in practice
The key question, of course, is how all this
new technology applies to the modern SME.
One company making good use of it
is Allsop property consultants. Founded in
1906, and with more than 160 fee-earners,
it has made the transition from traditional
dictation tapes to wireless digital dictation
devices to speed up administration.
The use of Philips SpeechMike Premium
devices and the SpeechLive system, which
saves encrypted dictation securely in the
cloud, gives Allsop employees much more
flexibility.When working from home or
visiting different properties, they can now
file reports straight away, which staff in
the office can immediately access and
start typing up.
The software also tracks the status of
work, meaning that those who are out of
the office can see how the transcription
of files is going and keep a close eye on
progress for increased productivity.
Allsop partner Richard Bouchier said:
“What is great, is that when I am out on
inspections, I can dictate my report, send
it straight up to the secretary and it’s done
by the time I’m back in the office.”
The Philips range of digital dictation
products is widely available, with more
information available from
com/dictation
and
.
Security is a
key issue for
any company
that uses
the cloud to
hold business
documents...
