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Q: What is a digital dictation device? A. A digital dictation device looks and is used in much the same way as an analogue recorder. The main difference is that your voice is not recorded onto an analogue tape but is digitally recorded and stored in a voice-file. Q: Is the digital dictation device difficult to use? A. No, it is as simple to use as an analogue recorder. Q: What are the benefits of using digital voice recording technology? A. Numerous, but most importantly: • Financial savings are set out on our benefits page. • The technology records the voice with perfect clarity thus cutting down on errors. • You save time - dictation is instantaneously saved onto your system to be picked up by a secretary. Q: How do I edit documents received from our offices in South Africa? A. 1. Professionals open the word document and check/amend it on their screens before printing off the final version. This saves time and importantly, paper. Aside from the obvious cost saving implications firms are conscious of the importance of environmentally friendly procedures, such as this. 2. Professionals may prefer to make manual edits/amendments on a hard copy of the document. The document is printed off, edited, and then given to a London based secretary to effect the changes on the word document. Q: Will the transfer of information between our office and our firm's dedicated Global Secretarial office be secure? A. We offer an end to end secure (128 bit encrypted) file transportation system for both the sound files travelling to our offices and the documents being returned. If you already have a digital dictation workflow system, we can work with that to arrange the secure transportation of data between your office and ours. Q: What about confidentiality? A. To ensure security and confidentiality we provide secretaries dedicated to type only for your firm. Understandably, our clients are demanding with regard to confidentiality requirements, and needless to say, we go to great lengths to ensure that these requirements are met. Q: Will someone show us how to send dictations to South Africa? Yes. The UK Account Manager will arrange a training appointment with the relevant staff so that they can be trained on how to use the software and send and receive data successfully. Q: What about backup service/maintenance? A. Global Secretarial’s services Our London team will ensure that any queries (maintenance or otherwise) are answered quickly and efficiently to ensure that your firm will settle into using our services with minimal disruption. We have a Helpdesk line to ensure that you are put in touch with the best person to solve your problem. Digital dictation There are numerous suppliers of the digital dictation hardware. We have seen particularly favourable results with Philips products. Likewise, there are different software packages on the market that will meet your requirements. We are more than happy to consult with our customers so as to assist in making a decision on software which will best suit your company. |
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