The eDecree Process

For all client engagements, eDecree follows a disciplined approach to provide the highest quality of service for every single transcript we deliver.  All accounts are assigned a primary Account Lead, and a Backup Account lead, both of whom are supervised by the Operations Manager.

The Client Experience :

Pilot

This begins with a short pilot for eDecree to understand the requirements, and for you to get comfortable with our process and quality. While we can give you a price estimate upfront on a per minute basis for one-off jobs, for high volume ongoing relationships, we provide long-term pricing once we have completed a pilot.

Onboarding

  1. Once we have completed the pilot and have come to an agreement on price, our first step in the onboarding process involves working with you directly to create a transcription manual, if one does not already exist. This would involve language and formatting guidelines, including what you expect to be capitalized and italicized. This is followed by creation of Microsoft Word templates to ensure that all of the work we produce is consistent in formatting and layout. We then train our staff for two weeks on the work, with a team lead reviewing all of the work for those two weeks, before removing that extra layer of review.

  2. To ensure our transcripts consistently meet your formatting requirements, client specific internal documentation is part of our onboarding process. This ensures that all staff are familiar with client formatting and expectations.

Production

  1. All of our transcripts follow a multi-step process. A typist first types the transcript, followed by an audio reviewer reviewing the entire transcript. And finally the account lead does a quick audit of the transcript prior to releasing it. In addition to this, workflow assessments, quality reviews and random audits by account leads as well as upper management are part of our work process, given that high accuracy is part of our service level agreements with our clients, who expect ready to release transcripts from us.

  2. We create checklists for all stages of our transcription process, including typing, audio review and release, during our onboarding process. These checklists are updated on a regular basis, depending on feedback from clients. And these checklists are available for ease of access on our staff intranet.

  3. For rush jobs, depending on the length of the job and the expected turnaround time, we may split the job between multiple typists and then have one audio reviewer merge the transcript and do a full review of the file to ensure consistency in speaker changes and spellings.

  4. For large multi-day jobs (such as multi-day trials) and jobs divided over multiple resources, to ensure there is continuity and consistency in spellings and context, we create shared internal documents containing spelling lists and information about the case, including researched content.

Transfer of Files

  1. We can receive audio files through online file sharing systems, FTP, email and courier. We are currently able to support all formats of audio and video provided by clients, including mp3, dss, mp4, wav, mp4 video and FTR. For multi-channel wav audios, we use audio editing software to merge the channels to ensure the streams are synchronized for efficiency and ease of use in our transcription software.

  2. Transcripts are provided in MS Word, PDF, text and ASCII formats. They can be emailed, dropped into file sharing systems, or submitted directly into client systems. If required, we do log into client systems to process transcripts.

Invoicing and Payment

eDecree provides multiple different payment options including: direct deposit, wire transfer, cheque and credit card. Clients on our monthly subscription plans are billed in advance at the beginning of the month, with a charge applied to their credit cards. Clients with one-off jobs are billed in advance, with a charge applied to their credit cards. Clients with ongoing enterprise account relationships are billed biweekly or monthly, depending on the agreement.

Check-ins & Reporting

For all clients, the assigned account lead and operations manager conduct periodic check-in reviews, and forward reports as needed.