Analog to Digital: A Simple Switch into the Digital Age

Analog dictation as been around for decades and has been a valuable part of the way many people create documents. However, with more and more in this world moving to digital, analog is being pushed out and is being replaced with safer and easier-to-use options. Regardless of the equipment used to register, update or access data – whether it’s a PC, tablet, voice recorder, etc. – best practice recommends that analog tapes are no longer sufficient to meet security regulations; and despite the recommendations, many businesses still record data through unsuitable and unsafe devices. With digital dictation, all information is available in electronic format and clearly set out in a simple jobs list. Electronic back-ups can be made for all digital dictations, making lost or damaged tapes a thing of the past.

How important is security to you?

A great concern with analog tape devices is the threat that anyone can access particularly sensitive data. Analog tape recorders or entry-level digital devices are not sufficient to comply with data protection guidelines because confidential information is left vulnerable to unauthorized access. These elementary devices not only delay data being entered in the system but are also far from offering compliant levels of data security. Keeping control of where each device is, or who has access to it, can also pose a risk. Which is why it’s essential to adopt digital devices that can be kept under central management for ease of identification, with secure control of use. With digital recorders, confidential and sensitive data is protected by encrypted passwords to prevent unauthorized access and can be saved in a folder specifically for confidential data.

When it comes to digital voice recorders with the highest security features, the Philips PocketMemo 8000 series delivers high-end data encryption and crystal-clear recording. The device itself can be assigned a PIN code to protect against unauthorized use or file playback. The devices can also be administered remotely, so users, licenses, system settings and firmware can be centrally managed.

The transition is easier than you might think!

Introducing new technology might not always be an easy process, but with data security challenges and increased workload on the rise, it’s worth it to start investing as soon as possible to reap the benefits of digital workflows. Devices need to be used that allow information to digitally enter the systems as soon as possible. In any business, time is of the essence and new technology is the key to improving productivity and delivering excellence. Digital recorders also operate with a slide switch, in a very similar fashion to analog recorders, making the switch to digital seamless and ensures an easy workflow transition.

Digital dictation solutions offer a host of advantages over analog, cassette-based devices, not just increased security. Here are some of those advantages in detail:

Optimal Sound Quality

The quality of digital sound files is excellent for transcription, minimizing errors and allowing documents to be processed more quickly. The standard headset and foot control also mean that the transcription team can continue to use the same system that they use for analog files to transcribe the new digital sound files.

Simple and Secure Archiving

The digital dictation files are automatically saved in archive folders, so that you can access them at a later date. The files take up very little memory space – and you won’t have to find room on the shelves and in the filing cabinets of your office.

Sending Dictations via Your PC Network

Dictation files can be sent directly from the creator’s PC to the transcription team – either via the office network or e-mail – and distributed among several different typists in advance. Dictations can also be sent when you are out of the office, ensuring maximum flexibility. Record your dictation, dock your device, download the recording, and send to your typist. It’s that easy!

Generation of Job Lists for Your Transcription Team

Details for all dictations are displayed in a clear and simple jobs list. The jobs list displays all new and ongoing jobs for the transcription team. Information such as the date and length of dictations allows the transcription team to start and complete jobs either in chronological order or based on the amount of time available to them, thus ensuring maximum time efficiency. None of this information is available when a cassette is sent to a typist in the mail. Assistants will love it – no deteriorating sound quality and jumping between dictations is easier than ever before.

 

Looking to completely revamp your workflow?

Philips SpeechLive is a great way to kick the analog habit. With this flexible, browser-based, on-demand cloud solution, going from speech-to-text has never been easier. With this solution there is also no need to worry about software installs or upgrades. SpeechLive works with any recorder and offers full mobility, even turning your smartphone into a dictation device you can use anywhere. The office team can access dictations directly in the browser and transcribe as usual. There’s even an easy option to outsource transcription on an on-demand basis. With SpeechLive, you can easily take control of your entire dictation workflow, no matter if you are in the office or on the go.

 

Want to know which solution would work best for you? Let us know in the comments!

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