Disciplinary Hearing Transcription - the process
Transcripts compiled from recordings of disciplinary hearings - from either company or CCMA level recordings - are documents specifically formatted to function as evidentiary material through the relevant stages of the disciplinary process. Verification of transcripts by the transcriptionist for Labour Court processes can also be arranged.
Etranscript's South African clientele are users of our disciplinary hearing transcription services.
Recording the disciplinary session
Record the disciplinary session with the best possible digital recording device to ensure a quality of audio that allows for fluid and accurate transcription. The suggestions listed below will assist in achieving an optimal result.
- Set the recording device to record in an uncompressed file format such as the ".wav" (Windows) or ".aiff" (Mac). Read more about file formats.
- Environmental noise – such as that of air-conditioners, fans, radios, TVs, passing vehicle and people traffic, white noise and paper shuffling – can impact on the audibility of voice input. Where possible, switch off devices and equipment that are a potential source of background noise that could impact on the quality of the recording.
- Place mobile phones as far as possible from the recording device to exclude or minimise interference.
- Where microphones are utilised, position the microphone and arrange seating positions of participants to ensure that the most important input is captured clearly.
- For the purposes of accurate voice-name attribution, participants should return to the same seating arrangement after breaks.
- The chairperson should remind participants to increase voice projection in noisy environments and request each participant to introduce themselves and state their role in the proceeding.
Send audio files to Etranscript
Once your recordings are complete, send your audio files to Etranscript for transcription. This can be done using one of the following methods:
- Email - file sizes smaller than 20Mb can be emailed to Etranscript.
- Your preferred file transfer service or via cloud storage such as Dropbox.
- FTP - provide details for Etranscript to access your FTP facility to download your files.
Transcription of your audio files
Your audio files will be transcribed using intelligent-verbatim transcript style to a Microsoft Word document that is specifically formatted for disciplinary procedures. The document is then checked for accuracy by replaying the entire audio file and editing the transcript where necessary. The completed transcript is then sent to the client. The final checking and verification of the transcript is performed by the client.
The general rule of thumb is that it takes 4 to six hours to transcribe one hour of recording. Read more about transcription turnaround times here.
Verification for CCMA or Labour Court
The transcript can be verified for CCMA and Labour Court processes by Etranscript. Verification is offered at no extra charge to the client but as the transcript is finalised before being sent to the client, further editing of the transcript by the client is not permitted. For this reason, Etranscript can only undertake verification of transcripts where these transcripts are produced from high-quality audio.
Completed transcript is sent to you
As soon as transcription and transcript checking is complete, the transcript is emailed to the client. Alternatively, the transcript can be transferred using a file transfer service of your choice or a cloud storage service such as Dropbox.