Client FAQs

The UK’s Leading Online
Transcription Services Provider

Frequently Asked Questions

If you have a question, we hope we’ve answered it below, but if not, please call our friendly team on 01366 348088

What equipment do I need?

A digital sound recorder with PC access or a SmartPhone with OutSec’s free App, available for both Android and iOS, is all that is needed!

Is typing quality assured?

OutSec have a global reach of transcriptionists available, with only those of superior standard, chosen to join the team. Client requirements are, naturally to be ‘similar or better than existing staff’. With dedicated OutSec transcriptionists working in a peaceful environment with no interruptions or distractions [unlike an office environment] often we exceed expectation, quality assured every time.

What audio file formats can you process?

For digital audio files we can accept the following: wav, dss, wma, mp3, mp4, dvf, ds2, amr, dct, 3gp, m4a, m4v, wmv, mts, mov, opus, docm, xlsm, and srt

We can also facilitate uploading templates and/or documents alongside your sound files in the following formats: pdf, rtf, doc, docm, ppt, pptx, xls, dot, xcl, xml, docx, and xlxs.

Please note, however, that in order to upload a template and/or document with your audio file, the two files must be named EXACTLY the same. If you have any difficulties, please speak to your departmental Senior Manager.

I haven't dictated before, is this a problem?

OutSec recruit the creme de la creme of transcriptionists who not only type but also edit and perfect dictation. This is what gives OutSec the edge over other providers. Your OutSec transcriptionist is proactive in completing the work and typing additional helpful notes if you yourself are new to the art to improve the working relationship and reach perfection. Don’t worry, this is part and parcel of the OutSec service and you are in safe hands! 

Do you type directly into case management systems?

Yes, we work with the majority of case management systems and have typists familiar with their work. For further information call Head Office on 01366 348088 and ask for the appropriate departmental Senior Manager.

What software do I need?

With the OutSec App turning any SmartPhone into a digital recorder, no additional software is required.  If using a PC device then all that is required is a web browser to use the OutSec FileManager system. All applications also run on Mac.

Why are OutSec market leaders?

A question we are asked many times! It is a combination of elements that make the OutSec difference.   Our passion for excellence and eye for detail, alongside financial investment in the very best technology ensure we provide a first-class service. 

In addition with ISO 27001 Certification and Cyber Essentials Accredited we are government rubber-stamped and globally recognised as the UK’s leading transcription provider.  

Our close working relationship with our clients ensure the OutSec experience is polite, professional and pleasant. Our client care programme assures a real relationship is developed between client and company. OutSec becomes a natural partner to your existing office.

What is the minimum charge for using your services?

OutSec has no minimum charge. There are no contracts, no fees and no minimum monthly charges. OutSec purely charges on the length of dictation.  It is a true pay-as-you-go service with complete flexibility.

As an example a recorded 10 minutes of dictation would be charged at £1.20 per minute equating to £12+VAT. Check out our QuickQuote. 

We offer a strictly 30 day settlement period following invoicing at the start of the month.  Payment is quickest and easiest via BACs, or GoCardless our direct debit associate, being the easiest for both parties.  Alternatively PayPal or credit card via the OutSec FileManager platform is an option.

How do I know my dictation has been received?

An automatic email notification is generated as soon as dictation is uploaded to the OutSec FileManager System.  Once the work is completed a second automated confirmation email is sent to confirm your documents are ready for collection from your secure password-protected area or work completed within your chosen document management system.

Notifications can be sent to different email addresses at the same time, for example at work and home and/or your PA or secretarial assistant.

How long does it take to get set up?

If you already have a digital recorder or smartphone then your account can be set up in less than 10 minutes. You will be issued with a login name and password to your own secure password-protected area of FileManager. This area incorporates a view of all files uploaded and returned, current invoice status and a Master Account facility for larger companies who need an overview of workflow from all internal dictators. Comprehensive stats are clearly visible for management purposes.

Do you provide training?

OutSec recommends training for all large corporations. Digital transcription from OutSec will become a vital part of your workflow management and it is crucial that implementation is as smooth as possible. OutSec will tailor a program to suit the way your company works and the type of work generated. This may take the form of on-site or remote learning. 

At the end you will have access to your very own transcription service!

Do I have to repeat addresses every time I dictate something?

Templates store information and are amended as required. OutSec replicates all your office in-house formatting as well as integrating with workflow and case management systems. Repetition of standard addresses, phrases, and key words is avoided with add-in programs, custom dictionaries, postcode search systems, autotext and autocorrect all added to client templates to ensure consistency.

My work is seasonal - is this a problem?

No. The beauty of outsourcing is that it is a facility that you use when needed. However the more you use OutSec, the better your transcriptionist will become at understanding your special requirements.

How do you invoice?

At month end, fully detailed by per-line entry for each sound file received, it’s length and the time taken for transcription. Settlement terms are net 30 days.

Where will my typing be done and by whom?

We are 100% British and a UK registered limited company with full UK VAT status. Our typists are primarily based in the UK although we do have a division in the States which handles the property inventory department.  All typists have had a minimum of 5 years’ experience in their sector specialty.  Each typist is thoroughly vetted by the Management Team, have signed a Confidentiality Agreement and been trained in GDPR and security issues before being allocated to a client.

What is your ethical stance?

OutSec’s philosophy is to ensure the moral compass of management do not have biases, are not prejudiced and are fair minded in all aspects of the business.  We are emphatically a British company operating under British law and have been in business for 20 years and are proud of our reputation as one of the UK’s most respected companies to work for. A suitable financial compensation is paid to our typists, the reason why many of them have been with us for years and years.

Where are you based and what does your name mean?

We do not have a physical office as that is the beauty of outsourcing and the new digital world that we live in.  Everyone works from their home but are linked via the FileManager System and use Skype, Zoom or Teams for management meetings.  The name originated in 2002 and was initially Outsourced Secretarial Services before becoming shortened in 2004 to OutSec.  It does take people by surprise as it is not obvious now.  How things have changed since 2002! 

How long have you been operating?

OutSec was started by Vanessa French who has had 20 years in the business.  During that time Vanessa was a finalist in both the British Female Inventor and Innovators of the Year Awards 2006 as well as the European Women of Achievement Awards in the same year.  She is also featured in a book by Michelle Rosenberg entitled ‘Inspiring Women’ alongside Annabel Karmel, Jane Packer & Chrissie Rucker amongst others. Her experience in the industry has ensured that the company is known for its top quality transcription along with our client dedicated App and tailored FileManager system, unique in the industry.  

How do you handle confidential work?

All our transcriptionists are bound by a Confidentiality Agreement. Sensitive work is processed on non-networked PCs by prior arrangement.

OutSec Services Ltd complies with The Data Protection Act. Both original and completed files are automatically deleted from the FileManager system 40 days after work completion.

The FileManager system is protected by Thawte. Thawte is trusted by millions of people worldwide. An SSL certificate is issued and shown on the login page. Rigorous authentication methods and a global infrastructure to support real-time certificate look-ups ensure that you are safe when logging in to OutSec FileManager.

What are your policies?

As part of our commitment to our ISO 27001 certification it is essential that we fulfill our obligations to the mandatory policies outlined therein.  Certification is re-assessed annually and is stringent in recognising the importance of understanding new policy legislation as and when it is dictated to business by the Government.  If you would like to see any particular policies please request them from your departmental Senior Manager.

Additionally OutSec has a strong commitment to the vitally important issue of climate change. See our Green Policy Statement for more details.

Specific to OutSec is our Privacy Policy page.

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