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Confidential Transcription

Recording confidential sources (e.g. scholarship or meeting minutes)?

Before transcription can occur there needs to be a record of what is communicated. Below are recommendations for recording confidential sources.

In-Person Sessions (recommended)

 

Remote Sessions

When in-person sessions aren’t possible, then a third party communication/recording service will be necessary. While confidentiality cannot be guaranteed with a third party service some best practices can minimize the risks involved.

  • Google Meet (recommended) – Williams College currently has a FERPA/HIPPA-compliant contract with Google.
  • Zoom

What are my options for transcribing confidential sources (e.g. scholarship or meeting minutes)?

Automated transcription can be a powerful time saving tool, but too often automated transcription is only available through internet-based products that shouldn’t be used for personal, private, or protected sources (e.g. student records, vulnerable populations, etc.).

Faculty, staff, and students should never use a cloud-based service when the following may be involved:

  • Data Sensitivity
  • Compelling Institutional Need
  • Reputational Risk
  • Confidentiality
  • Privacy (FERPA/HIPAA)

Data Governance Policy

Below are two options for locally sourced transcription tools, the first offers automated transcription and the second offers manual transcription.

  • Manual transcription can be very labor intensive - it's recommend that you use a locally sourced automated transcription product to perform the bulk of the raw transcription and then use manual transcription tools to polish what is transcribed (e.g. designate speakers, add punctuation, correct typos, etc.). The Equipment Loan Center is located in Sawyer Library (Circulation Desk), and it's very easy to reserve the AltoEdge foot pedal to assist with media playback. You can easily install the free Express Scribe Pro software to go with it.

     

    NOTE: These products have limited support and may not keep pace with operating system updates. 

Please contact Academic Technology Services for a consultation [email protected].