Transcription companies for business are a dime a dozen, and knowing which ones to trust can be tricky. Accuracy, quality, confidentiality, pricing, and turnaround time are the most common metrics to measure if a provider is up to snuff. Yet, you can only take their word for it, and lying on the internet is so easy. That’s why it’s important to learn how to identify unreliable transcription companies—and that’s exactly what we’ll be talking about today.
In this article, you’ll learn how:
- Reliable services openly share their pricing, transcription methods, and accuracy guarantees. In contrast, companies should avoid hiding or offering vague pricing and overpromising results.
- While AI transcription tools offer speed, they cannot match the accuracy and nuance that professional human transcriptionists provide. Human transcription remains the gold standard, especially for complex projects with multiple speakers or technical jargon.
- Trustworthy providers implement robust security protocols, such as encryption and NDAs, and comply with industry-specific regulations (e.g., HIPAA for healthcare). A service provider that neglects these safeguards can expose sensitive information to risk.
The Process of Transcription
Let’s first lay out the transcription process so we can better understand how to identify unreliable transcription companies.
| Step | Description |
| 1. Client Submission | Client submits an audio or video recording via email or the provider’s secure platform. |
| 2. Assignment | The transcription provider assigns the recording to a skilled transcriber with relevant experience. |
| 3. Transcription | – Verbatim Transcription: Transcriber records all utterances, including filler words.- Cleaned-up Transcription: Light grammar corrections, removal of filler words, and slight edits for readability. |
| 4. Proofreading | The transcript is reviewed by a proofreader to ensure high accuracy and consistency. |
| 5. Delivery | The completed transcript is returned to the client through the agreed-upon channel. |
Transcription Methods
There are two main transcription methods. The first is pure human transcription, where a transcriptionist manually listens to your audio recording and transcribes what they hear, word for word. It’s slower than an automated solution, yet it’s the best method when ensuring accurate and reliable transcription results.
The second is automated transcription, done through AI or speech recognition services. These can get through audio files faster, though they’re not known to provide accurate transcripts.
Red Flags For Transcription Service Providers
Now, let’s discover what you need to know to identify unreliable transcription service providers.
Opaque Prices And Pricing Structures
Here’s an unwritten rule on the internet: if you sell something, you must advertise the price. There’s nothing more annoying than going on a treasure hunt to find out exactly how much you need to pay for something you want or, God forbid, contact the seller for even the idea of how much you might pay.
And that is why one of the easiest ways to identify unreliable transcription companies is their lack of pricing. Some transcription services hide their pricing and payment structures behind contact forms, while others provide vague details with ludicrous price ranges that tell clients absolutely nothing. Sometimes, they don’t even say they have contracts or minimum orders—and their clients find out way too late.
I have only one thing to say about those: avoid them at all costs!
Reputable transcription services will have no issues laying out their prices and then opening lines of communication if a customer wants clarification or exact pricing for their specific needs.
For example, here’s a snapshot of our rates, which can be found on a whole page dedicated to clearing up our pricing structure.
That’s how you do it.
Poor Reviews
If a transcription service provider is known for shoddy quality, extended turnaround times, and works with the accuracy of stormtroopers, would you even consider working with them? Of course not. That’s the power of customer reviews.
Reviews are often found on a transcription service’s website, though those are curated so that they might reflect them in the best possible light. Alternatively, you can check independent review platforms like Trustpilot, Google Reviews, or G2 for authentic feedback. Or, better yet, you can ask their previous customers directly. That way, you get the full picture.
Unclear Transcription Method
“How do they get their transcripts?” is a question you, the client, should always ask about a transcription service provider. Usually, you don’t need to—most reputable companies immediately tell you how they do their work on their websites or platforms.
So, what if you don’t see anything like that? Are you simply to assume that it’s AI, or maybe human? So, how accurate should you expect your transcripts to be? And how fast will they come? Are they charging you fairly for their process?
Do you see the problem now?
Unclear or Extravagant Accuracy Guarantees
Accuracy is a fundamental part of transcription service. That’s why you want to hire a transcription company with the highest possible and realistic accuracy rate.
What do I mean by realistic? Human transcription services often offer 98% to 99% accuracy rates, while pure AI transcription offers significantly less, like 75% to 85%, unless they get a human to proofread their transcripts. You’ll often find these metrics easily on their websites.
You don’t want to see claims of 100% (or more) accuracy. Now, for proper disclosure, 100% accuracy can be achieved realistically. At Ditto, we regularly submit 100% accurate transcripts to our clients.
However, 100% accuracy all the time isn’t realistic. Some audio bits are unintelligible, no matter how much you enhance it. They can be so bad that even the speaker cannot identify what they said. Accents, background noises, and many other things can affect transcription accuracy.
So, sticking with safe and realistic transcription service providers is better.
Confidentiality And Regulatory Compliance
Transcripts often contain sensitive information. How will your transcription provider handle these securely? Will they lock them behind passwords, firewalls, secondary encryption, site-locked access, and other security measures? Are their transcriptionists certified and under bullet-proof NDAs? Or will they say, “Trust me,” and leave it at that?
Security is a critical concern, especially in medical and legal transcription. HIPAA regulates medical transcription, and any breach of private patient information can lead to hefty fines. The same goes for legal transcription and CJIS.
You always want a transcription service provider that spells out what security measures and regulatory compliances they meet.
Pure AI Transcription
AI is a big thing currently, and almost everything is being integrated with ChatGPT, Gemini, or the latest large-language model.
However, there’s a time and a place for AI use. AI or voice recognition is great for meeting last-minute deadlines, though it is only 86% accurate.
For personal note-taking, that’s fine(ish). For a conference call transcript about your company’s latest earnings, you might as well send your 86%-accurate transcript straight through the shredder.
The use of pure AI for transcription is one of the easiest ways to identify unreliable transcription companies. Human transcriptionists are still the golden standard for accuracy, so trustworthy manual transcription companies are your best bet for the best transcription experience.
Accuracy And Quality To The Core
Ditto is a professional transcription company, and we will never compromise on quality. Our trustworthy transcription teams are experts in business and other fields.
- Accuracy: We guarantee 99% accuracy in every transcription project. All you have to do is focus on creating valuable recordings, and we’ll transcribe them flawlessly – the first time.
- Human Expertise: Our team isn’t filled with robots—though they’ve become pretty good at cleaning our floors. We have professional transcriptionists who understand the subtlety of multiple speakers or technical jargon. They’ll create transcripts that reflect the natural flow of your conversation.
- Turnaround Time: We understand time is money, so ensure you deliver your transcripts within the agreed-upon timeframe. You can also choose the turnaround time for tight deadlines or more forgiving schedules.
- Security: Not all audio or video recordings are created equal, and we understand that some may contain sensitive information. For that reason, Ditto Transcripts is HIPAA, CJIS, and FINRA compliant to safeguard your data. Our transcriptionists have signed non-disclosure agreements for your peace of mind.
- Affordability: We acknowledge that official audio recordings can be highly valuable for organizations, and transcribing them can be costly. So, we offer high-quality transcription services that won’t break the bank. We have options to fit any budget without sacrificing a single bit of quality.
- 24/7 Customer Service: Humans run our customer service process—not chatbots. We take the time to understand your requirements and will gladly assist you with technicalities or answer any questions.
- Customizability: Our transcription services aren’t just about accuracy and meeting the client’s requirements. Do you need specific requirements or additional features? We’ve got you covered.
Ditto’s Professional Business Transcription Is Your Best Choice
So what are you waiting for? Call us now for our services, or sign up for our trial and experience the difference.
Ditto Transcripts is a HIPAA-compliant and CJIS-compliant Denver, Colorado-based transcription services company that provides fast, accurate, and affordable transcripts for individuals and companies of all sizes. Call (720) 287-3710 today for a free quote, and ask about our free five-day trial.
