According to Dictaphone®, in 1952 recorded dictation itself was established as “a time saver over handwriting and shorthand among lawyers, physicians, and other professionals.” In fact, it was in 1973 that the first mini cassette recorder was released, making analog dictation the technological equivalent of listening to music on an 8-track tape.

There are several options for capturing dictation files, once you have decided to upgrade. They include:

I. PHONE OR DIAL IN DICTATION

A toll-free number is dialed, an access code is entered, and the job is dictated into a standard telephone receiver or speaker, using the keypad to control recording functions (play, rewind, insert, etc.). After the call is over, the created digital file is sent over the Internet to a secretary, virtual assistant, or transcription company.

Markup in dictation has many benefits, including:

no capital expenditures for equipment or software;

no learning curve for portable recorder or dictation software;

24 hour service availability;

ability to dictate from anywhere there is a phone, even while traveling;

it works just as well for individual professionals as it does for large corporations.

II. PORTABLE RECORDERS

Portable digital recorders can be located in any electronics or office supply store, catalog, or website. They range in price from $ 50.00 to $ 500.00 and up. Along with the recorder, software is provided for transferring the digital file created by the unit to a computer, usually via a USB cable or cradle. The user guide and software included with the recorder usually contain instructions and a tutorial.

Dictating is fairly straightforward and quite similar to an analog (tape) recorder. When purchasing a unit, consider the size, shape, and location of the button. Make sure the unit is not so small or the button locations are so awkward that it is uncomfortable to use. Also make sure that the recorder has all the necessary functions. Some less expensive models, for example, do not have the ability to insert, that fast rewind to go over what you just said to put it better. Please research all the functions of the model before purchasing!

Once a digital file is created and uploaded to a PC, it is ready to be sent over a company network, direct upload to a transcription service provider, or over the Internet to a virtual assistant. Many portable software units require the purchase of separate transcription software and equipment, such as a foot pedal.

III. DIGITAL DICTATION SOFTWARE

As with many types of software, digital dictation application development ranges from basic to extremely comprehensive and industry specific. Most dictation software has a free trial period (usually thirty days) and can be downloaded directly from a developer’s website. Simply put, digital dictation software turns a computer’s microphone, speakers, mouse, and monitor into a dictation machine. As with a portable drive, when the file is complete, you are ready to transfer it over your company network or over the Internet to your transcription provider.

Should you invest in a portable recorder, PC software, or use a transcription service and a toll-free number? Each situation is unique and requires consideration of many factors, including the needs, size, workload, and comfort level of your company’s technology.