The Critical Role Online Transcription Plays In HR

The Critical Role Online Transcription Plays In HR
Beth Worthy

Beth Worthy


In today’s competitive business world, organizations are looking for ways of increasing productivity while keeping costs low. This explains why the majority of companies are turning to outsourcing. One of the departments that can benefit greatly from outsourcing is HR.

When it comes to HR documentation, accuracy and efficiency are critical. Engaging a professional Transcription services company can help your business run more efficiently.

Read on for an overview of the role of online transcription in HR.

Business Confidentiality

Employees that have access to your company’s sensitive information can pose potential risks in different ways. For example, some employees can be caught up in office gossip and end up diverting sensitive information to others. You can prevent such risks by working with transcription professionals.

Business transcription companies transcribe audio files in absolute confidentiality. Most of the companies work under NDAs, which is important for ensuring that damaging information does not end up in the wrong hands.

For HRs, confidentiality is critical to the integrity of internal employee hiring and management processes. Meetings held with employees can be transcribed for legal or record keeping purposes with help from a trusted transcription company.

Prevent Data Leaks

Data leaks pose a great threat to today’s businesses, which increasingly rely on computers for data creation, transfer, and storage. From staff members that share the organization’s trade secrets with rival companies to third parties that can hack into your business’s data storage infrastructure, the threat is real.

Businesses need to take a pro-active approach to mitigate the effects of data leaks. The approach should involve implementing strict internal data access policies as well as securing in-house networks and hardware used in the transmission, processing, and storage of data.

Sensitive data that has to be transcribed can be secured through encryption rules and passed on to transcription companies in bits. This way, there is little risk of the data being intercepted by malicious third parties during transfer. At the same time, the transcription company would not have access to the whole data to pose a threat in case of data leaks.

You can also hire transcription companies with in-house procedures for ensuring the integrity of their clients’ data. For example, the company should carry out employee background checks and have various security protocols to prevent data leaks. Examples of such protocols would include using SSL on its intranet, implementing data access level privileges, limiting the use of data transfer devices such as hard drives at the workplace, among others.

Operational Efficiency

When there are training or interviews to be transcribed, you want the work to be done fast and accurately. You can hire an in-house transcriptionist professional to do the work but the move would not make financial sense if you do not have regular content to be transcribed. A better option would be to outsource the work to a transcription services company.

Transcription companies can handle a large amount of work within a short time. Some of the large companies have hundreds of employees who can transcribe hundreds of hours of interviews or meetings in days. The transcribers have been professionally trained and certified. Therefore, you can be sure of getting accurate content.

Any form of meeting that has to be transcribed can be handled by a professional transcription company. Whether you want the annual shareholder meeting or a weekly employee meeting transcribed, hiring a transcription company will ensure you get the text content fast.

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Business Marketing

The HR department is involved in the daily operations of the business. The department works closely with various teams to help the company achieve its objectives. One of the areas that the department can contribute is marketing. This, especially, applies if the company is targeting new markets or audiences that speak foreign languages.

When it is time to recruit new employees to run the foreign-language division of the company, you need to get your message out in a way that resonates well with your target employees. Here is where a transcription company comes in.

Most firms doing transcription work also offer translation services. The services are provided by professional multi-lingual employees that understand the mannerism and language expressions of the audience you want to reach. The company can also help to translate your existing marketing content to the language of the target audience. Doing this helps to keep costs down as you expand your reach.

Hire the Right Transcription Company

There are many companies doing transcription work on the market. However, not all of them would be right for your business. It is critical to carry out proper research prior to hiring company. In particular, you should hire a company that has specialized in providing the type of transcription services you need. Apart from this, don’t forget to ask the company to sign an NDA before you bring them on board.

Also Read: It's Never Too Late for a Career Change

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Beth Worthy

Beth Worthy

Beth Worthy is the Cofounder & President of GMR Transcription Services, Inc., a California-based company that has been providing accurate and fast transcription services since 2004. She has enjoyed nearly ten years of success at GMR, playing a pivotal role in the company's growth. Under Beth's leadership, GMR Transcription doubled its sales within two years, earning recognition as one of the OC Business Journal's fastest-growing private companies. Outside of work, she enjoys spending time with her husband and two kids.