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| Quikscribe: Making document production... faster and smarter |
Sales inquiries? Call (02) 6658 4820 |
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Digital Dictation / Transcription And Workflow Software |
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Click here for a printable version of the following information |
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Overview |
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Why is digital dictation better than analogue (tape) recording? |
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Analogue Audio Tapes are physical. As a result, they can be lost, misplaced, chewed or broken. From a management perspective, they are hard to identify and it is impossible to estimate the total number of files or audio duration
Digital audio files do not require that the audio blocks exist in a sequential order which means additional audio can be inserted within an audio file. Additionally, they can be instantly sent across a network or e-mailed around the world. They are easy to identify, the audio duration is known for every file and they are not easily lost or misplaced.
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Warranties, Upgrades, Ongoing Support? |
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Hardware - 12 months replacement warranty on SpeechMikes and Foot Switches. Manufacture's warranty on portable recorders and headsets.
Software upgrades / maintenance - 15% P.A. (payable in advance) or 25% P.A. accumulative if paid later. Support - 30 days software technical support however not inclusive for underlying environment issues.
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What are the unique / core advantages of Quikscribe? |
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Quikscribe is currently able provide 10 unique benefits (detailed below) which no other transcription company in the world is currently able to offer. Quikscribe has been achieve this because it designed and developed a new audio format specifically designed to provide advanced dictation and transcription abilities called IAF (Intelligent Audio File). As a result it can provide the following unique benefits.
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Ability to instantly Undo and Redo (unlimited) audio edits.... |
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Ability to instantly Undo and Redo (unlimited) audio edits. Never again do you need to rewind within an audio file when you make a mistake. Simply press the Undo Icon or the Undo button on the Hand Control and remove your last audio edit (or multiple edits) instantly. Likewise, if you ever accidentally record over a section, simply press the Undo Icon or Redo button on the Hand Control and your original audio will still be intact.
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Each file has a built-in database, which keeps track of the file's history.... |
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Each file has a built-in database, which keeps track of the file's history. As a result, the Quikscribe Manager can interrogate any file, at any time and find out its current status. Or, it can interrogate an entire queue or multiple queues and give you status of every file plus the total backlog down to the last second.
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No single Point of Failure.... |
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No single Point of Failure - Unlike other Enterprise Transcription solutions, Quikscribe is not dependant on a central server to operate. Therefore, it is basically impossible to stop Quikscribe from working, whereas if a server centric solution fails the entire enterprise can be brought to a halt.
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Flexible and Scalable.... |
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Flexible and Scalable - It is possible to install just one Quikscribe Recorder and Player or you can install ten thousand units across 50 cities in 10 countries and Quikscribe still functions effectively and efficiently.
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Full Enterprise Application Integration.... |
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Full Enterprise Application Integration - The IAF (Intelligent Audio File) used in conjunction with the supporting interfacing documentation, makes it possible (for the first time) for organisations to fully integrate their dictation / transcription system with all of their other enterprise systems so as to optimise their current business processes.
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Lastly Quikscribe is a software / hardware development company that is focussed on providing dictation and transcription solutions specifically for the legal market. As a result, we are 100% market driven. We sell through re-sellers and we also sell direct.
As a result we listen to our clients and we are continually adding new features and functions based on the feedback we gain. Our aim is not to sell a product as such, but rather we aim to provide a total solution.
For example, when TAFE NSW decided that Quikscribe was the best digital transcription product for their needs, we were also able to save them a considerable sum of money by designing and manufacturing a special interface cable, to interface 1,440 existing foot switches to work with Quikscribe on a PC. We also co-ordinated, recorded and edited all of their new digital audio curriculum and designed a special training mode, so students could not delete files.
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Desktop Recording |
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How do you record using the Quikscribe Recorder? |
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The Quikscribe Recorder uses the Quikscribe Hand Control to record and edit. This hand control has a built-in microphone. However if you wish, you can also use 3rd party microphones in conjunction with Quikscribe, such as a Sound Grabber II (Ideal for recording meetings and interviews), or a Plantronics (SR1) Noise Cancelling Microphone (Ideal for recording in noisy environments) or an Electrodata Phone Logger for recording telephone conversations. For more information about associated hardware that is compatible with Quikscribe, visit www.quikscribe.com/links.htm
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What naming convention is used when creating new audio files? |
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When the Quikscribe Recorder is installed, the author is required to enter a unique user name. Once this has been done, each new audio file created thereafter automatically begins with this user name as its prefix. e.g. Bill_Smith001, Bill_Smith002 etc.
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Is is possible to save the authors details within a file? |
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YES - If an Author enters their contact details into the Authors Details Tab under the Settings Icon, the Quikscribe Recorder will automatically save these details within every new IAF (Intelligent Audio File) created.
The major benefit being that the file can now be easily be identified at anytime by any user. Additionally it provides the Quikscribe Manager with extra search and reporting criteria.
Note: Management data stored within any IAF (Intelligent Audio File) normally takes up less than 1K. Or put another way, within a 5 minute audio file, less than one tenth of one percent of file size is taken up by management data.
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Can I enter other file details? |
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YES - When a new audio file is created, the author has the opportunity to enter, the following file details or select from customisable drop down lists.
- Subject
- Matter No
- Doc Name
- Doc Type
Note: If an author does not need enter file details as illustrated above, it is possible to disable the above dialogue from appearing when the New Audio Icon is selected. This is done by selecting 'Just create new audio file' option under the File Management Tab under the Settings Icon.
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Does Quikscribe support Roaming Profiles? |
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YES - Quikscribe supports Roaming Profiles (WinNT4.0, 2000 and XP). The benefit being if a user logs onto another PC, Quikscribe will automatically load their personal profile.
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Can I stop recording and pick up the file later? In the meantime will it be backed up in case of system failure? |
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YES - If you need to work on another recording, you can simply close your current file (which will be saved in your Drafts directory). When you are ready to recommence recording, you can open this file and recommence recording.
Note: When you do reopen the file to recommence recording, the Quikscribe Recorder will automatically open the file up at the exact position you left off at, plus retain all of your previous audio edits, which means you still have the ability to Undo&Redo audio edits.
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How do you send a file to be transcribed? |
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Sending a file to be transcribed is easy. When the the Send Audio Icon is selected, the Send dialogue box appears.
From here the author has the choice to Send the file via LAN or e-mail.
The author also has the option to add instructions to the file. These instructions determine priority of the file and what is to be done by the typist once the file is completed.
Note: If an author does not need the ability to select a typist or add instructions as illustrated above, it is possible to disable the above dialogue from appearing when the Send Audio Icon is selected. This is done by selecting 'Just send the current audio file' option under the File Management Tab under the Settings Icon.
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Is it possible to recall a file once it has been sent for transcription? |
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YES - It is possible, providing no typist has actually started working on the file. Otherwise it is not possible as the file is now open, hence it can not be moved. However since the details about who has the file (such as telephone number, e-mail) is within the file, it is possible to contact the typist who is working on the file with additional instructions and/or have them close and release the file.
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What are the alternatives or contingencies for dictation if the network is down? |
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One of the unique advantages of the Quikscribe Transcription System is that it is NOT network or server dependant. Therefore if the network is down for some reason, files can still be manually moved around on floppy disks (similar to how tapes are moved now). On a standard floppy disk we can store up to 14.5 minutes of audio. Additionally, while the network is down, no management or historical data will be lost, as each IAF (Intelligent Audio File) has it's own internal database which keeps track of everything that happens to the file, similar to a black box recorder in a plane. As soon as the network is back up, all of the management data from each file can be instantly recovered.
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Is it possible to INSERT text into a voice file? |
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YES - The Quikscribe Recorder can insert text within an IAF (Intelligent Audio File). This is a great time saving feature for both authors and typists. Author can now cut and paste reference text or precedents directly within the audio file and typist can paste this text directly into their document when the embedded text is found within the file.
Note: This is an exclusive feature to Quikscribe, as no other dictation application offers this feature.
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Is it possible to INSERT images or screen shots into a voice file? |
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YES - The Quikscribe Recorder is also able insert images and screen shots within an IAF (Intelligent Audio File). This is a great feature if you want to create technical documentation or manuals. Alternatively you can create web-ready C.B.T. (Computer Based Training) content in real-time.
Note: This is an exclusive feature to Quikscribe, as no other dictation application offers this feature.
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Is it possible to INSERT other documents or files within a voice file? |
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YES - The Quikscribe Recorder is also able insert documents or other files within an IAF (Intelligent Audio File). This is a great feature if you have an existing document that you want modified or updated, as you can insert the original document that needs the changes and then record dictate changes. As a result, the typist receives a single file that contains everything they need to complete the task.
Note: This is an exclusive feature to Quikscribe, as no other dictation application offers this feature.
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Is it possible to UNDO or REDO audio edits? |
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YES - The Quikscribe Recorder can Undo and Redo unlimited audio edits. What this means is if you make a mistake e.g. Insert audio at the wrong position or accidentally overwrite a section of your audio, you can press Undo and remove your last edit. Alternatively you can press Redo which will replace the audio edit you just removed.
Note: This is an exclusive feature to Quikscribe, as no other dictation application offers this feature.
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Portable Recording |
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What are all of the portable options available to me? What are the physical characteristics of each option? |
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There is a great range of portable digital recorders that are currently available, however rather than attempt to discuss all of them, we have provided below detailed information on the solution that we believe is best.
It is our current opinion that the Olympus DS-2000 and DS-3000 provide the best functionality and quality. Both of these portable digital recorders use a proprietary audio format call DSS (Digital Speech Standard) and they can also export a .wav format and both these formats are compatible with Quikscribe.
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What alternatives are available to me if I don't have or use a computer? |
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If you do not have a PC, but your audio has been recorded and stored on an Olympus Digital Recorder, what you can do is remove the SmartMedia Card from your Olympus Digital Recorder and provide this to your typist (as you would normally do with an audio tape). Your typist can then use an Olympus MAUSB-2 SmartMedia Card Reader&Writer to download and transcribe from.
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Transcription Features |
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Is it possible to measure average transcription time per job? |
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The first time an audio file is opened by a typist, Quikscribe automatically saves the typist detail's within the file plus the date and time the file was opened. When the file is closed, Quikscribe automatically saves the date and time the file was closed. In addition to this, while ever the file is open, Quikscribe has a "Smart Clock" on, this clock monitors the activity and position in the file. In doing so, Quikscribe is able to measure the true actual typing time performed.
For example, let's assume a typist has opened a file and has been transcribing for 5 minutes and then the typist becomes distracted by another task and leaves the file open. After 30 minutes the typist returns and completes the file within another 10 minutes. Therefore, the actual typing time is only 15 minutes not 45 minutes. Below is an example of some of the data that is stored or can be calculated from the data file from within an .iaf.
- Date&Time Opened
- Date&Time Closed
- Turn Around Time (Date&Time Closed - Date&Time Opened)
- Actual Typing Time
- Typing Ratio (Actual Typing Time / Audio Duration)
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Is it possible to measure average typing time per operator? |
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YES - This is a simple calculation. However so that you have a better understanding how this information is gathered and presented, below is an overview of what happens to a file when it is transcribed.
Whenever a file is finished (Completed) by the Quikscribe Player, it moves the file from its current "Working" directory to a "Completed" directory. At the same time, Quikscribe exports the internal database (which contains the full history of the file) within the IAF (Intelligent Audio File) to a Reports directory in the form of a text file. It is from this location that the Quikscribe Manager can produce almost any type of report required. All reports that are created use industry standard Crystal Reports. Additional reports can be created by anyone, which means you have total control of how and what you want presented.
To view a report based on typing time per operator, you simply select the report called "Typist Summary" from within the Quikscribe Manager. You will be required to enter a Start and End Date for the Report. Once this has been done, Crystal Report will create a report, presenting the following information for every typist.
- Typist Transcription Ratio
- Total Audio Transcribed
- Total Transcription Time
- Number of Files Transcribed
- Average Size per File.
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Is it possible to measure average typing time per author? |
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YES - If you select a "Author Summary" report from with the Quikscribe Manager, the following information is provided.
- Average File Duration
- Average Recording Time
- Recording Ratio (Recording Time / File Duration)
- Average "Requested By" time
- Total Files Sent for Transcription
- Total Recording Time.
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User friendliness |
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How do I start, stop, pause, rewind, fast forward and so on? |
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With the Quikscribe Recorder, you can use the Quikscribe Hand Control or the on screen GUI (Graphical User Interface) With the Quikscribe Player, you can use the Foot Switch to Start, Stop, Rewind&Fast Forward or you can use the GUI or the Global Hot-keys.
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How does the foot pedal operate? |
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The Foot Switch works identical to a traditional Foot Switch. The Play button is held down to Play the file and released to Stop the file. Note: Whenever the Play button is pressed, the audio will jump back a small amount in time (depending on Backspace Setting selected) and recommence Playing. The Fast Forward and Rewind buttons on the Foot Switch Rewind or Fast Forward as long as you hold them down and stop as soon as you release them.
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Work Flow Impact and Management |
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Are we able to give an estimated time of document delivery? |
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YES - As a file is being transcribed by a typist, the Quikscribe Player continually updates the file with it's current position (percentage completed). To provide an E.C.T. (Estimated completion time), the Quikscribe Manager needs to know the rate (speed) the file is being transcribed. It does this by interrogating every file within every queue once per minute, to determine its current position within the file. It then compares this value to where the file was one minute ago. The total distance travelled within the last minute, is the files current rate. Once the files rate (speed) is known, Quikscribe is able to calculate how long it will take to complete the file, by dividing the rate into the remainder of the file duration. This value is then added to the current time, to provide a WP Supervisor with a very accurate E.C.T.
Note: If a file is open by a typist but has not moved within the last minute, Quikscribe is not able to calculate the current E.T.C. as the rate (speed) for the last minute has been zero. As a result Quikscribe Manager display "Not Known" in the E.C.T field. However what is known is the current size of the file (HH:MM:SS), the current Percentage Completed and the details of the typist. As soon as the typist recommences transcribing and the Quikscribe Manager does it's next update, the E.C.T will resume. If a WP Supervisor ever wants to know the exact current status of a file, they can double click on the file which will automatically interrogate that specific file or they can invoke a manual update by pressing the "Refresh" button in the Quikscribe Manager.
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Can we promote and demote jobs in the queue? |
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YES - It is possible for a WP Supervisor to Promote and Demote Jobs. Simply select the file that you want to Promote/Demote (providing the file has not been started) and select the "Change Priority" button in the Quikscribe Manager. Next change the priority (date or time) you would like the file completed by and select OK. As a result, the Quikscribe Manager will rename the file, which will automatically reposition the file within the queue.
Below is a brief overview of how the files within the queue work.
When a file is created by an Author (e.g. Bill Smith) files will be created and named BillSmith001, BillSmnith002, BillSmith003 etc.
When the author (Bill Smith) decides to send a file for transcription, he has the option to select a "Required by" time (default is 4 hours). Assuming that the time that Bill Smith sends the file is 12.15 PM, the Quikscribe Recorder renames the file when it sends it to 020126_1615_BillSmith001.
The number added to the file (prefix) is the Date and Time the file is required. At first glance, this may seem a bit confusing, but as you will soon see in the explanation below, this naming convention is very simple and powerful.
- The first two digits 02 represent the year 020126_1615_BillSmith001
- The next two digits 01 represent the month 020126_1615_BillSmith001
- The next two digits 26 represent the day 020126_1615_BillSmith001
- The next two digits 16 represent the hour 020126_1615_BillSmith001
- The next two digits 15 represent the minutes 020126_1615_BillSmith001
Now when these files arrive in queue with possibly hundreds or even thousands of other files, it will automatically position itself in the correct order based on priority.
For example, if another author (e.g. Joe Black) sent a file to be transcribed 15 minutes later (e.g. 12.30 PM) but required the file to be returned in one hour the file files would look like this.
- 020126_1330_JoeBlack001 (Time Sent plus 1 hour)
- 020126_1615_BillSmith001 (Time Sent plus 4 hours).
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Can non dictation work be integrated into the queue e.g. Word Processing work etc.? |
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YES - As mentioned previously, an IAF (Intelligent Audio File) can contain any type or number of other files within it. Which means, Quikscribe can be used as an integrated workflow management system. What's more, you can do this in-house as everything you need to know regarding communication with the IAF is provided in the "Interfacing Documentation for the .iaf".
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Are WP Supervisors able to see clearly how a job has progressed? |
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YES - At anytime you can see the position in the queue and if the file is in progress you can see the typist details, the percentage completed and estimated completion time. If you double click on the file, you can view the file's complete history to date.
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Is there clear visibility on the number and size of files in the queue? |
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YES - You can easily see every file within each queue, its position, size (HH:MM:SS) and current status. If a typist is currently working on the file, you can also see the typist's details the percentage (%) completed and E.C.T. (Estimated completion time). In addition the total backlog for the queue is visible.
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Can the queue calculate how much dictation work there is to be done? |
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YES - The queue not only displays the individual size of each file but it also calculates the true total backlog for the entire queue. For example, if a queue has 10 audio files within it and each file is one hour in duration. The total amount of audio is 10 hours. However let's assume that there are also five typists currently working from the queue and each typist has completed 50% of each file they are working on. Therefore the total amount of audio in the queue is only 7.5 hours ((5 x 1) + (5 x 50%)) and this is the value that is displayed for the backlog in the QS Manager.
Note: The Quikscribe Manager by default updates (interrogates) all of the active queues once per minute. This information is then graphed to the Backlog and Overdue graphs under the Workload Monitor. As a result a WP Supervisor can instantly see the queues backlog and overdue history for the day and can even spot or predict future problems in the near future based on the trend of the queue.
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What type of information is present from file within the queue? Is it possible custom design our own queue view? |
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The following information is available in the queue view and YES, you can custom design your own view. Queue name and position within Queue
- Current status e.g. Waiting, In progress, Urgent or Overdue
- Filename and authors name
- File details e.g. Matter No, Subject, Doc Type, Doc Name
- Time Sent (HH:MM:SS), Time Opened (HH:MM:SS)
- File duration (HH:MM:SS)
- Typist's name and percentage (%) completed
- E.C.T. (Estimated Completion Time - HH:MM:SS)
- Total backlog for queue (HH:MM:SS).
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What is the disaster recovery plan? What will prevent files from being lost? |
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File redundancy is a built-in feature of the Quikscribe Transcription System. Whenever the Quikscribe Recorder sends a file for transcription, it makes and sends a copy of the file and it keeps the original file. Similar to how e-mail works. The copy that is kept, is moved into a "Sent" directory, where it remains for 14-days (default) before being deleted. The file that has been sent for transcription, remains in the queue until it is transcribed. Once the file has been transcribed, the file is moved into a "Completed" directory, where it remains for 14-days (default) before being deleted.
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Can we send an unfinished transcription and voice file to a new typist? i.e. during shift change, and will the voice file pick up where it was stopped? |
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YES - Whenever a file is closed, Quikscribe automatically records the file's last position within the file, so when the file is opened up again by the next typist, it will automatically open up at the exact last position.
Note: In addition to this, the previous typist has the option to leave a comment for the next typist, detailing what has been done so far and what needs to be on completion. This comment is then automatically displayed when the file is reopened. The comment dialogue also displays the complete history of all typists, the time they opened and closed the file, and typist's comments for this file. Lastly, the previous typist also has the option to embed a copy of the current document within the IAF, so when the next typist opens the file, the actual document that needs to be completed is already within the file.
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Remote Access |
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How quickly could the file be transferred to the typist's home? |
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Download duration is directly determined by the three factors listed below
Note: For remote transcription purposes, it is suggested that the 8 kHz sample rate is used. As a result, for every 1 minute of audio recorded, a total of 98 KB disk space will be used. For every hour of audio, 5.76 Mbytes of disk space will be used. Note typist connection bandwidth will determine how fast the file will be transferred.
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Sound Quality |
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Is there an ability to minimise or reduce background noise? |
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The easiest way to minimise noise is to make sure that the microphone level is set up correctly and the author speaks directly into the microphone. That way the signal to noise ratio is kept to a maximum. If however the recording environment is always very noisy, a Noise Cancelling microphone is recommended. Plantronics make a very good PC based Noise Cancelling Microphone and it comes with a very long cord (3Metres).
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Technical Features and Requirements |
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Does Quikscribe use .wav or a .dss file? Technical Features and Requirements |
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The .wav format is the Windows standard for audio, which can be either uncompressed or compressed. When compressed, they are very small. The .dss (Digital Speech Standard) format is a propriety audio format used by Olympus and they can produce files that are slightly more compressed than .wav files.
Note: Both the Quikscribe Recorder and the Quikscribe Player can use .wav or .dss audio files. However the downside with both of these formats is that they can only contain audio content. This is why Quikscribe developed it's own IAF (Intelligent Audio File) format, which can not only record and edit compressed audio but it can have text attachments, screen shots and other files within it, while maintaining an internal database that keeps track of the files history. Therefore whenever the Quikscribe Recorder or Player imports a .wav or .dss audio file, it converts it to a IAF (Intelligent Audio File), which automatically give the imported file access to advanced transcription features.
Note: For compatibility reasons, a compressed .wav file can be extracted from an IAF at anytime. Additionally the IAF can be easily interrogated or managed by 3rd party applications as the DLL and relating documentation that is responsible for communicating to the IAF is available.
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To what extent does the voice file compress, explain the compression precisely? |
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| Sample Rate Compression |
| 8 kHz (16 Bit) 98 KB/Min |
| 11 kHz (16 Bit) 135KB/Min |
| 22 kHz (16 Bit) 270KB/Min |
Both compressed .wav and .dss audio files use a form of 'Perceptual Compression'. This means the audio file is compressed by removing actual audio content in such a way that the resultant file produced does not sound any different from the original file. In doing so, files can be significantly reduced in size (approx. 10:1).
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At what stage does the file compress? |
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The Quikscribe Recorder is able to record, edit and compress all at the same time, which means the moment the audio file is finished, it can be sent.
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To what extent can your Quikscribe be customised to suit special requirements? |
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Unlimited - The core functionality of the Quikscribe Management System is controlled by a single DLL. This DLL is responsible for reading and writing all information contained in the .iaf (Intelligent Audio File). The DLL and supporting documentation is available on request by any client who wishes to modify the management system for their own purposes. Which means, if you can think it, you can do it using Quikscribe.
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Scenarios |
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Scenario 3 - We have several WP Operators on sick and annual leave in our Brisbane office, and they would like to send their dictation work to be done in Sydney. How can this be done. |
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A WP Supervisor using the Quikscribe Manager can handle this situation in one of two ways. The WP Supervisor can decide and select which files need to be sent, and use the Move Files function to move the files from Brisbane to Sydney via either V.P.N. (Virtual Private Network) or FTP (File Transfer Protocol). Alternatively, the WP Supervisor can automate the process by setting Backlog limits on the queues. If at any stage a queue exceeds this predefined limit, the Quikscribe Manager will automatically move all excess files to Sydney.
Note: Every time Quikscribe performs a task, it records the event. Which means, although the files are no longer in the Brisbane queue, there is a complete history of what happened to the files e.g. What files were sent, where they were sent to, why they were sent and the date and time they were sent. The files that arrive in Sydney (from Brisbane) will automatically position themselves within the Sydney queues based on their priority. Because the file that has been sent is an IAF(Intelligent Audio File), everything about the file is stored within the file. Which means when a typist opens the file, they will see that the file has been sent from Brisbane, the date&time sent and the reason why e.g. Backlog Overload. Therefore the Sydney typist simply transcribes the file as per normal and will follow any instructions as per usual.
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Scenario 5 - We have a lawyer working out of the office, and they send their voice file to their secretary who is away on sick leave. How does the Supervisor know that the file is there, and how do they retrieve it? |
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If the lawyer sends work in from home via FTP, the file will automatically arrive in the typists queue. Providing the WP Supervisor knows that the typist is sick, the WP supervisor can set a Backlog limit for the typist queue, to zero. If the WP supervisor wants notification, an audible alarm can also be set, which will notify the WP supervisor when a file has arrived. The WP Supervisor can then determine who to delegate the work to.
Alternatively, the WP Supervisor can fully automate the process by setting up the typists queue to automatically move any files to another queue should they arrive. Thus Quikscribe provides management the ability to set and forget.
Note: Should any files arrive and get moved by the Quikscribe Manager, log file is created, which means the WP Supervisor will have a record of what happened, when and why. Additionally within the IAF a record is made.
Note: The above strategy is based on the assumption that the WP Supervisor knows that the typist is sick or unavailable. Below is a strategy that automates the process when the WP Supervisor does not know.
In addition to having a Backlog Manager for every queue enabled, the Quikscribe Manager also has an Overdue Monitor for every queue. If this is set to a value (lets say 3 hours) then it is possible for the Quikscribe Manager to monitor each queue for late files and automatically move these files if they become overdue. Additionally, because these files are overdue, when they get moved to a new directory, they will automatically position themselves up the top of the queue because they are already overdue.
Note: Overdue or urgent files appear in the Quikscribe Manager with a red icon beside them and within the Quikscribe Player, overdue and urgent files are displayed in red text.
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