FAQs
1. How do you charge?
2. What equipment do I need to record sound files and how much does it cost?
3. What software do I need?
4. Why not use voice recognition?
5. Why should I use Document Direct?
6. What is the minimum charge for using your services?
7. How do I know you have received the work I sent and when it is ready?
8. How long does it take to get set up?
9. Do you provide training?
10. We print out on headed notepaper here - is that a problem?
11. My work is seasonal - I may not use you for several months a year. Is this a problem?
12. When do you invoice?
13. Where will my typing be done and by whom?
14. Where are you based?
15. How do you handle confidential work?
1. How do you charge?
As a starting point, Document Direct charge on a per-minute of recording basis. Our charges are based on a formula relating to the length of dictation and the service required. Depending on the nature and the quality of sound, speech and number of voices, the length of time to type clearly spoken dictation should be between 3 and 4 times the length of the recording. For example, a single clearly-spoken voice of 15-20 minutes should take approximately one hour to transcribe into a standard Word document. Or put another way, a 10 minute dictated report should cost £13+VAT. However, we are totally flexible regarding charging, and will work with you to reach the best charging structure for your own business and it’s particular needs. It may be that, for example a fixed price per standard letter is more appropriate, or a monthly retainer to help budget costs. As you will find, just discuss the point with us, and between us we will reach an answer that suits us both.
Back to Questions | Return to Home Page
________________________________________
2. What equipment do I need to record sound files and how much does it cost?
You will require a digital sound recorder. This is the only hardware you will need. Document Direct can recommend a variety of devices which give excellent quality at a reasonable price. Do not be fooled by cheap digital recorders- they are practically useless for transcription purposes. The prices of recorders vary but they have come down in price over the last few years. You should be able to obtain a device for £150 now and get next-day delivery. A USB socket is best for file transfer from a digital recorder and a good fast internet connection, ideally Broadband, will help enormously for transfer to Document Direct’s server.
Back to Questions | Return to Home Page
________________________________________
3. What software do I need?
If you work from a permanent location (ie your office desk) then a simple download and configuration can be installed to optimize efficiency. If you would want to work from any PC anywhere in the world then NO additional software is required at all, just internet access.
Back to Questions | Return to Home Page
________________________________________
4. Why not use voice recognition?
Speech recognition works for those people with a high degree of computer literacy who are not reliant on secretarial support. It requires a large amount of patience and processor power to train the voice recognition program. For example, a glass of wine can alter speech patterns dramatically, as can a cold or cough, even though we are not suggesting you are afflicted by either. Typing skills are still essential for proofing the work and only basic templates can be used. If your own time is not better utilised elsewhere then it may be for you. If you have other priorities then Document Direct is your solution.
Back to Questions | Return to Home Page
________________________________________
5. Why should I use Document Direct?
We stand by our mission statement - “We are committed to working closely with our customers in order to help them achieve their goals by offering them the best typing and document production service”. We do not outsource your dictation to foreign countries and all of our typists have local knowledge, experience and qualifications. We personally build our relationship with you to provide the best service for your needs - to help you achieve your goals. We not only offer a digital dictation outsource but other additional document production services such as designing Microsoft PowerPoint and desk top publishing templates to enhance your business image and branding.
Back to Questions | Return to Home Page
________________________________________
6. What is the minimum charge for using your services?
Document Direct has no minimum charge. There are no contracts, no fees, no monthly charges; unless they suit your business. Document Direct will typically charge on a per-minute basis, calculated on length of dictation. It is a true pay-as-you-go service with complete flexibility. The pricing model is usually based on length of time spoken. Imagine it just like a mobile phone bill. And just like a mobile phone, once you’ve tried pay-as-you-go, you may feel it more beneficial to have a monthly contract and pay a set fee each month. The choice is yours.
Back to Questions | Return to Home Page
________________________________________
7. How do I know you have received the work I sent and when it is ready?
Log onto a secure web page, details of which will have been given to you and view your jobs list and status. We aim to complete your work within your agreed timescales. If you require a notification we can send an email to your specified email address or we can even send you a text message to your mobile phone. You then simply go to an internet page, login and download your work from there. Your work can be collected from anywhere by yourself or your secretary. We do not believe in filling up people’s mail boxes with messages each time a letter is typed, but, if requested, we can notify you, for either all documents, or ones which may be of a particular urgent nature to you.
Back to Questions | Return to Home Page
________________________________________
8. How long does it take to get set up?
If you already have the digital recorder then your account can be set up in less than 10 minutes. You will be issued with a log-in name and password to your own secure area. You may then transfer dictated sound files to Document Direct.
Back to Questions | Return to Home Page
________________________________________
9. Do you provide training?
Document Direct recommends training for all projects before we commence offering you our service. We are confident that digital transcription from Document Direct will become a vital part of your workflow management and it is crucial that implementation is as smooth as possible. Document Direct will tailor a programme to suit the way you work and the type of work generated. This may take the form of on-site or remote learning or a combination of both.
Back to Questions | Return to Home Page
________________________________________
10. We print out on headed notepaper here - is that a problem?
Not at all. You can provide templates which will be stored by us and amended as required. Document Direct can replicate all the formatting in your office. We train each of our typists to your specific needs and provide them with a Knowledge Base to refer to. Functions such as autotext and autocorrect can all be added to client templates to maintain consistency.
Back to Questions | Return to Home Page
________________________________________
11. My work is seasonal - I may not use you for several months a year. Is this a problem?
No. The beauty of outsourcing is that it is a facility that you use when you need it, and subject to our agreed terms, we will only charge you when you use our service.
Back to Questions | Return to Home Page
________________________________________
12. When do you invoice?
We normally send invoices fornightly. They can be as fully detailed as you require with a per-line entry for each sound file received, however, more often our clients require a simple summary detailing the sum of the dictation received by each author. Payment is due on receipt for the first three months and then net 30 days subject to our terms.
Back to Questions | Return to Home Page
________________________________________
13. Where will my typing be done and by whom?
Your documents will be typed in the UK and typically by UK trained typists. They are experienced and qualified secretaries who are hand picked by Document Direct to provide the best service for you. All of our typists will be personally known to us, and will have undertaken rigorous assessment and screening. We do not believe in sending your dictation to another country to be typed - a lot can be said for local knowledge and expertise.
Back to Questions | Return to Home Page
________________________________________
14. Where are you based?
We are a 100% British business and a UK registered limited company with full UK VAT status. The head office is based in Liverpool, England. To contact us please write to Document Direct Limited, The Plaza, 100 Old Hall Street, Liverpool L3 9QJ, or telephone 0151 227 9150, or of course email us at info@documentdirect.co.uk
Back to Questions | Return to Home Page
________________________________________
15. How do you handle confidential work?
We treat all of our work as confidential. All our secretaries are bound by a Confidentiality Agreement drafted and approved by our legal advisers. Our secretaries do not have the ability to save your work on their own computer or even to print any documents. All of your work is transferred, encrypted and stored on our secure server. No data is held and all files are deleted 30 days after work is completed, or after an agreed timescale.
Back to Questions | Return to Home Page
________________________________________
If you would like more information then email your question including phone number to info@documentdirect.co.uk and one of our staff will call or email you back as soon as possible.
