Transcription Services

The Vendor is required to provide transcribe from digital recordings, verbatim testimony of hearings, conferences, proceedings, depositions, and other meetings within timeframe.
- Transcript production
•    Transcription service requests and attached digital records and audio files will be submitted by state department via an internal form on a secured online portal.
•    Complete transcripts within the number of working days identified in the request following department request for transcription.
•    Shall perform accurate transcription of department provided audio and video recorded proceedings.
•    Transcripts shall be produced in current state of the art software (e.g. MS word, WordPerfect) with the latest virus control software upon request.
•    Provide an electronic transcript (e-transcript) of the transcript, made available either via encrypted email delivery, file transfer protocol (ftp), or a secure website.
o    E-transcript shall be in Microsoft word, portable document format (PDF), American standard code for information interchange (ASCII), or as otherwise specified. 
o    E-transcript shall be compatible with the office standard software. 
o    E-transcripts shall contain a keyword index for easy reference to import words contained in the transcript. 
o    The finished transcript shall be signed and dated by contractor’s transcriber. 
o    A copy of the transcriber’s certificate certifying the accuracy of the transcript shall be attached to the finished transcript.
•    Responsible for ensuring the accuracy of all transcripts prior to delivery to the department.
•    Review all final transcripts for identification and correction of critical errors, proper transcript format, volume and page numbers, index, and certificate page.
•    Quality assurance process, which includes at a minimum, utilizing “spell check” and editing transcripts to eliminate critical errors, and ensuring examinations, and witness and exhibit entries are thorough and accurate.
- Transcript preparation
•    A minimum of twenty-five (25) text lines per page. 
•    Five (5) space indent, including exhibit listings. 
•    1-1/2” margins [a minimum of fifty-six (56) character spaces per line, time stamping no fewer than fifty-two (52)]. 
•    Exhibits shall be maintained by the department and originals shall not be released to the contractor. 
•    The title page shall contain the case caption, case number, type of proceeding or hearing volume number, date, location of proceeding, and transcriber’s name. 
•    The witness index shall identify witness, type of examination (e.g. Direct, cross, redirect, re-cross or rebuttal), and page number at which each witness testifies, or identify speakers and page number at which each speaker testifies. 
•    The exhibit index shall identify documents with enumeration and description, state the page in the transcript it was introduced and the page on which it was admitted. 
•    The beginning time of proceeding shall be noted at the top of the first page of text and concluding time shall be noted on the last page after the last line of text. 
•    The contractor transcriptionists shall attach a transcriptionist certificate to all final transcripts certifying the accuracy of the transcripts, but which is not a billable page and shall not be included on the invoice.