UHN – Himalayas Project. - Transcription Services - Transcript Heroes. Canada. Toronto.

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Project Name / Order Code

Himalayas

If running multiple projects or orders – it can be useful to add labels to orders with specific project name, codes or purchase order numbers to avoid confusion.

Estimated Total Recorded Minutes*

Minutes only. No seconds. Rough estimates are fine. Our final invoice will detail the exact length in minutes & seconds that we transcribe.

UHN Discounted Turnaround Times*

7 Business Days CAD$1.69/min.

Transcript Format

Intelligent Verbatim: Concise. Similar to written English. Used in court and nearly all research. Common.

Are there more than two people talking?
The more people talking – the longer time it will take us to transcribe. If additional speakers have very minimal/almost no input, the project should be just noted as a “More than two people talking – very minimal/almost never”, otherwise more than two talking should just be labelled as “More than two people”.

Are the recordings clearly recorded?
Poor quality recordings (background noise, faint etc.) need more time to help create a better quality transcript, hence the higher rates. Some passages may remain undecipherable despite our best efforts. These moments will be timestamped to aid review. We strongly advise the use of professional level recording equipment e.g. ZOOM H1n.

How easy is it to understand the people interviewed?
For a variety of reasons, speakers can be hard to understand. The way in which some speakers pronounce, enunciate, and articulate words can slow down typing speeds and thus increase the time needed by us to complete some recordings (see: HERE). Examples include strong regional accents, English as a second language speakers, or fast speakers or low articulation can mean the typist has to slow the audio down, and replay passages to decipher what is being said. The rate that we charge needs to reflect any additional time we are spending on a project. Not all speakers are easy to understand.

De-identifcation – required for most UHN research

Yes. De-identify

Not needed.
UHN policy requires research to follow PIPEA de-identification guidelines, ensuring that data is irreversibly de-identified such that the individual cannot be directly or indirectly identified in the data.

Depth of De-identification*
Remove Speaker names – replace with “Interviewer” “Respondent 1” etc.
Select which types of words that are commonly used for identification that you want replaced with placeholders e.g. John Smith > [personal name]. The simplest form of de-identification would include the speakers names only (first box).

Transcript Template

Standard Template.

Additional instructions / format / unusual spellings etc.

Total Cost – excludes taxes

Total cost is based on the information provided. No hidden costs. No hidden charges. Found a better rate? Contact us and we will see if we can price match.

Total (ex. taxes)

Send Recordings

How do you want to send us the recordings?

UHN file share system (UHN Privacy Policy Requirement)

Upload to our website (easier, encrypted Canadian server)

UHN Fileshare link – https://fileshare.uhn.ca
Paste UHN Fileshare system links here see: https://fileshare.uhn.ca. Cloud based file sharing (e.g. Dropbox, WeTransfer, Google Drive) are widely seen as inappropriate for Health Data.

UHN Fileshare Password*

I have sent a SMS with the password/s (Project Managers SMS +16474785188)

I have called or emailed passwords separately
As per UHN file share policy – the file share password has been shared via a different method. We recommend simply texting the passwords/s to our Project Manager +16474785188.

SEND RECORDINGS: Upload Recordings to our Website*

Drop files here or

Max. file size: 5 GB.

Drag and drop as many files as you like. If the files are larger than 5GB, we suggest you use the “send links” option above and paste links to dropbox, we transfer, etc. All data is hosted in Canada, encrypted in transit and at rest.

Return Transcripts to;

Invoice Details.

UHN / University of Toronto Email*

If applicable, please use the SAME EMAIL from previous orders. Email will need to be a UHN or University of Toronto email.

Telephone Number*
So we can quickly contact you in case of issues or questions.

Existing or New Invoicing Details?

Existing – Please use the details from my old orders.

New – Please use new details.

Other

Do you want to use your invoice details from a previous order with us?

Name on Invoice*
Enter the name to include on the invoice
Please enter a new name – if the invoice is for a specific team within UHN or an external organisation, or you personally will pay the invoice.

Invoice Address*
UNH main admin office is commonly used. If the invoice is for a specific team within UHN or an external organisation, enter their street address.

Street Address City ZIP / Postal Code

When do you want to be invoiced?

Month End – combining orders made over a month into one invoice (most common)

Immediately – when these current files are completed and sent back.

Payment Timeline – from Invoice date.
UHN finance has a standard 45 day turnaround once an invoice is submitted. You may need more payment time for your project. We can accomodate that.

45 days

60 days

90 days

Do you need a Confidentiality agreement*
Yes – required by UHN Privacy Policy
No – I have already sent one for this project
No – this project does not need one

Fill in & Upload Confidentiality Agreement
UHN Confidentiality Agreement with Transcript Heroes. Fill in a project name/date (see: DOWNLOAD).
Heroes general agreement (see: DOWNLOAD).
Max. file size: 5 GB.

Comments
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