Question 1

Do you cater for sole practitioners, barristers, law costs draftsmen & mediators?

Accepted Answer

Yes we do. OutSec Legal is the perfect solution for sole practitioners, barristers, law costs draftsmen and mediators all of whom need legal typing support on a pay-as-you-go basis without any contracting commitments or minimum spend.

Question 2

Do you cater for small boutique legal practices and barristers' chambers?

Accepted Answer

OutSec Legal is the perfect solution for small boutique legal practices and barristers' chambers where it is cheaper to outsource transcription costs as opposed to employing typists themselves. OutSec Legal provides legal typing support on a pay-as-you-go basis without any commitments or minimum spend.

Question 3

Do you cater for medium to large law firms and in-house legal departments?

Accepted Answer

Yes, we do. OutSec Legal is perfect for all medium to large law firms and in-house legal departments. There are several benefits for medium to large law firms in outsourcing their legal transcription as it enables practices to:​Save money on office space.Allow your team to focus more time on other tasks, which will increase revenue.Reduce secretarial staff (completely or partially), and hence the need for costly office space.Provide an effective solution to enable your fee-earning staff to work remotely, or to enable you to offer flexible working.Provide further support to meet demand during periods of high workloads.Provide a continuity solution that allows your firm to access typing support in times of absence. As well as upscaling support as your business grows, without the need to employ further staff.Enable access to support when working from home.

Question 4

Would using speech-to-text software not be quicker?

Accepted Answer

Unfortunately, speech-to-text software still struggles with accuracy.  There are also concerns regarding the security of recordings and the processing of these.

You may recall the article in the Guardian about Apple where we learned that: "Apple contractors regularly hear confidential medical information".  And it wasn't just Apple: Google "admitted that contractors can access recordings made by Assistant, after some of its recordings were leaked".

Here at OutSec Legal, we have developed our own app for you to record and upload your audio transcription files securely and easily to us.  Our professional legal transcriptionists will provide you with a more accurate transcription than you could obtain via speech-to-text software and they are covered by our confidentiality contracts.  So with OutSec, you know who is processing your data and that it will be safe.

Question 5

How will you keep my data secure?

Accepted Answer

OutSec Legal has been transcribing confidential digital recordings and legal digital dictation files securely for over 20 years. Our software has been developed around stringent encryption standards required by the legal services sector. We are registered with the ICO. OutSec Legal are also Cyber Essentials certified, which is required by all contractors who contract with UK Gov.OutSec Legal complies with applicable UK data-protection requirements, including the UK GDPR.We use technical and organisational security measures designed to protect the personal and confidential information processed through our services, including authenticated access, encrypted communications, restricted access, confidentiality requirements and defined retention procedures.
OutSec Legal uses authenticated access, encrypted communications, restricted access to information, secure infrastructure, confidentiality obligations and defined retention and deletion procedures.Client work can be submitted through the secure OutSec FileManager system or through the OutSec | Crystal Clara dictation app, which uses authenticated and encrypted API communication.

Question 6

What if I need help or support?

Accepted Answer

You are able to contact OutSec Legal by email, phone and even by Skype. We will be happy to speak to you and provide you with any help or support that you need in using our service.

Question 7

Why is OutSec Legal the leading UK legal transcription company in the industry?

Accepted Answer

OutSec Legal has been designed from the ground up to provide services which law firms, barristers' chambers and other legal practices want and need.

OutSec Legal only transcribe legal digital dictation audio and video files to offer our unique set of services. These include legal transcription (single voice or multi voice) as well as  legal document production, formatting and editing services.

OutSec Legal only transcribe files from legal practices, they do not transcribe files from other sectors. This makes our offering unique from other transcription companies in the market, where work is farmed out randomly to huge banks of typists (none of which have ever worked in the legal sector).
​
At OutSec we believe in having dedicated legal typists, transcriptionists and secretaries. Consequently, for each fee earner, we would allocate two experienced legal typists, transcriptionists or secretaries to carry out their work. All our transcriptionists have at least 10 years of experience in the legal sector. This allows your dedicated legal transcriptionists to build a bond, in the same way as an in-house secretary would.
​
Our legal transcriptionist team and our legal document production, formatting and editing team know exactly how legal documents should be laid out. This is because most have CILEX or legal secretarial qualifications in addition to their experience meaning they are the best in the industry.

Our passion for excellence and an eye for detail, alongside financial investment in the very latest technology, ensure OutSec Legal provide a first-class service with data security and confidentiality at the forefront.

Our close working relationship with our clients ensures that the OutSec Legal experience is one of excellence and a natural extension of your existing office.

Question 8

How do you invoice?

Accepted Answer

At month-end, fully detailed by a per-line entry for each sound file received, its length and the time taken for transcription. Settlement terms are net 30 days. OutSec offer payments via BACS, WorldPay and PayPal.

Question 9

Who processes multi voice recordings at OutSec Legal?

Accepted Answer

OutSec Legal's multi voice transcriptionist team is made up of legal secretaries, legal transcriptionists and legal typists all of whom have worked in the legal sector for at least 10 years or more. Transcribing multiple voices can be a time consuming process. It requires a different set of skills to those who undertake single voice legal transcription or copy typing and requires a good ear for different voices and regional accents.

All our transcriptionists have been handpicked for their knowledge and expertise; they are also Microsoft Word© experts. Our team have advanced word processing skills including indexes and tables, footnotes and automatic numbering to name a few. Many of OutSec Legal's transcriptionist team have CILEX qualifications or Legal secretarial qualifications which means they understand legal terminology including commonly used Latin terms. This makes our multi voice legal transcriptionist team one of the best in the industry. All of our transcriptionists in our multi voice legal transcriptionist team have signed strict confidentiality agreements.

Question 10

I have a backlog of typing work, can I use your service to help clear the backlog?

Accepted Answer

Yes. The advantage to OutSec Legal is we can flex to your needs and requirements. So if you have high workloads which has resulted in a backlog of typing work, we can help.

By using OutSec Legal, you can access a legal secretary, legal typist or legal transcriptionist in times of high workload or staff absences reducing the need of using expensive temporary staff to bridge the gap at a cheaper cost.
 
This is one of the reasons why many legal practices use OutSec Legal as part of their business continuity plan, so they have access to support as and when they need it.

Question 11

Can OutSec Legal transcribe audio or video files from remote platforms like Zoom?

Accepted Answer

Yes we can. We can transcribe recorded files from numerous remote meeting platforms including (but not limited to): ​

Skype
Zoom
Microsoft Teams
Google Meet
Cisco Webex
GoToMeeting
Google Workspace
Zoho Meeting
Intermedia AnyMeeting
Ring Central

Question 12

Can OutSec Legal work alongside our current administrative staff?

Accepted Answer

Yes, if you wish to retain all or part of your secretarial or admin team, we can still integrate to work seamlessly, so when workloads are high or you need additional assistance, we are here to help.

Question 13

What is legal transcription?

Accepted Answer

Legal transcription is the process of converting digital dictation recordings recorded by legal professionals (solicitors, barristers, paralegals, legal executives) and converting that digital dictation from speech into text.  This conversion process is done by a legal transcriptionist, legal typist or legal secretary who then transcribes the text into digital legal documents and correspondence.

Question 14

Who would process our legal transcription work if we outsource it to OutSec Legal?

Accepted Answer

Our legal transcriptionist team transcribe our legal transcription work and it is made up of legal secretaries and legal typists all of whom have worked in the legal sector for at least 10 years or more. All our transcriptionists have been handpicked for their knowledge: they are all Microsoft Word© experts.
​
Many of our team of legal transcriptionists have CILEX qualifications or Legal secretarial qualifications and as such understand legal terminology including commonly used Latin terms.

This makes our team one of the best in the industry. All of our legal transcriptionists have signed strict confidentiality agreements, although we are always happy to sign bespoke ones for any client.

Question 15

Why switch to legal digital dictation?

Accepted Answer

MHA Macintyre Hudson stated in their Legal Benchmarking Report for 2022, that income generation for law firms and legal practices could be improved by removing administrative tasks from fee earners.  This enables them to generate more income. One way to do this is to encourage staff to dictate correspondence and documents to enable them to have more time, to generate more income by doing more billable hours or chargeable time. If you currently use an analogue tape system we can advise on how to make the switch to digital.  If you do not have a digital dictation system in place, we can help too. So why not give us a call?

Question 16

What audio file formats can OutSec FileManager process?

Accepted Answer

We can accept the following: wav, dss, wma, mp3, mp4, dvf, ds2, amr, dct, 3gp, m4a, m4v, wmv, mts, mov, opus, docm, xlsm, and srt.

Question 17

What is legal digital dictation?

Accepted Answer

Legal digital dictation is a method of recording speech digitally by a legal practitioner, which would be typed by a legal secretary, legal transcriptionist or typist thereby enabling it to go from speech to text. This would then be manipulated by the legal secretary, legal transcriptionist or legal typist into digital legal correspondence and legal documents.

Question 18

What areas of law do your legal transcriptionists specialise In?

Accepted Answer

Our legal transcriptionist team has extensive experience in the following areas of law (but not limited to): Criminal, Matrimonial, Family, Wills and Probate, Conveyancing - Residential and Commercial, Civil Litigation & Personal Injury, Criminal Litigation, Tort, Copyright (Music), Design and Patents, Banking Law, Debt, Insolvency and Bankruptcy, Public Law, Asylum and Immigration, Social Housing, Company Law​, Employment Law, Charity, Commercial, Consumer, Human Rights and Clinical negligence.

Question 19

What types of multi voice transcripts do you offer?

Accepted Answer

We offer the following services for audio recordings and video recordings:

Meeting Minutes

This is the option when you require a concise record of a meeting, in the form of minutes. Some examples of where minutes might be useful include minutes of management team meetings, partnership meetings, board meetings or trustee meetings. Having minutes undertaken by staff outside of your practice enables an accurate, impartial third-party record of the main discussion points, decisions and action points.  This can remove any minuting bias.

Intelligent Verbatim

This option enables one of our multi voice transcriptionists to take a common-sense approach filtering out words not relevant to the subject matter, such as all “umms”, “ahhs”, laughter and pauses. As a result, an “intelligent “ transcript of the recording is provided.

Edited Transcript

This is a full and accurate transcript that has been formalised and is often used by law lecturers or legal conference organisers.  Any transcript is edited for readability and clarity.

Verbatim Transcript

A ‘word for word’ transcript which includes every utterance, cough, pause, umms, ahhs, and unfinished sentences, as well as stutters and stammers. In other words, it is a 100% accurate record of what was said.

Transcript with Time-Coded Text

Time stamping (also known as  'time coding') is where the time in hours, minutes and seconds is inserted into a transcript at specific intervals. It works as a marker of where particular text can be found in digital audio or video recordings, this can be useful for surveillance recordings where you may wish someone to listen to, or see a conversation or interaction taking place at a certain point in a recording.  It is also useful for educational or training audio or video recordings, where you may need someone to listen or view a recording whilst reading text from a transcript.

Question 20

Why is digital dictation more cost-effective than typing a document yourself?

Accepted Answer

Macintyre Hudson stated in their Legal Benchmarking Report for 2022, that income generation for law firms and legal practices could be improved by removing administrative tasks from solicitors and fee earners, to enable them to generate more chargeable hours and increase income. This includes reducing typing and replacing it with digital dictation instead, which is a more cost-effective solution.

The reason why dictating a document is more cost-effective than typing a document yourself comes down to two factors: the first is that we speak faster than anyone can physically type (as shown by the stats below):

"The average person types between 38 and 40 words per minute"; and a "good rate of speech ranges between 140-160 words per minute".

Secondly, a fee earner's chargeable rate will always be higher than an outsourced typist's hourly rate for doing the same task. Simply dictating gives fee earners up to 40% more time to increase those important chargeable hours and billable time, meaning they can generate additional income.

If we were to look at a fee earner typing for two hours (bespoke letters, emails and amending documents), what chargeable time has been lost after you deduct OutSec Legal's costs of transcribing your legal digital dictation?  If we take court-approved rates for Solicitors in London: ​a Grade A Solicitor (at £512 per hour) who spends two hours typing their own documents or emails could lose their legal practice up to £721.20 in chargeable time (as opposed to dictating and using OutSec Legal). Whilst a Grade D lawyer (at £186 per hour) could lose their firm up to £232.20.

Question 21

I have not dictated before. Will this cause an issue for OutSec Legal?

Accepted Answer

No. At the start of your OutSec Legal journey, we provide you with some helpful guidelines as well as a sample dictation for you to listen to, to help you on your digital dictation and transcription journey.

OutSec Legal recruit the creme de la creme of legal transcriptionists who type, edit and perfect dictation when needed. This is what gives OutSec Legal the edge over other providers in the legal transcription market.

Your OutSec Legal transcriptionist is proactive in completing the work and typing additional helpful notes to help you improve the working relationship and reach digital dictation perfection.

Do not worry, this is part and parcel of the OutSec Legal service and you are in safe hands!

Question 22

Can OutSec Legal type directly into our case management system?

Accepted Answer

Yes. Currently, we have clients who use case management and practice management systems such as Proclaim, ALB, Ochresoft, Intelliworks, LEAP, Visualfiles. We have had clients who have used other case management or practice management software in the past which we have used before. If you wish us to type directly into your case management system, please speak with Mark Hope on 020 7112 7528 who will be happy to help.

Question 23

Can OutSec Legal Integrate with leading digital dictation platforms and recorders?

Accepted Answer

We are aware that some legal practices will have invested in leading digital dictation software platforms and digital recorders. OutSec Legal can integrate with most systems (or receive files from these), These include (but are not limited to): BigHand, ​Dictamen, Olympus ODMS, Philips Speechwrite and many more. Please speak with Mark Hope on 020 7112 7527.

Question 24

What document formats can OutSec FileManager handle?

Accepted Answer

To upload a document you must upload a sound file at the same time using OutSec FileManager.  Unfortunately at the current time, only one document and one soundfile can be uploaded.  However, if you have multiple documents, please speak with Mark Hope who will be able to help in this regard.

Your template or document must be named the same as your audio file. So, if your audio file was named: NewClient_A1384.wav.

Your document would need to be named: NewClient_A1384. So the only difference would be the file extension. (So if it was a Microsoft Word document that you were uploading it would be NewClient_A1384.doc).

We accept documents in the following formats: pdf, rtf, doc, docm, docx, ppt, pptx, xls, xlxs, xcl, XML and dot.

Question 25

Does using OutSec Legal improve income generation?

Accepted Answer

Yes. Macintyre Hudson stated in their Legal Benchmarking Report for 2022, that income generation for law firms and legal practices could be improved by removing administrative tasks from fee earners, to enable them to generate more income.  This includes typing and replacing it with digital dictation instead.

The reason why dictating a document is more cost-effective than typing a document yourself comes down to two factors. The first is we speak faster than anyone can physically type (as shown by the stats below):

“The average person types between 38 and 40 words per minute”; and

A “good rate of speech ranges between 140 -160 words per minute.”

Secondly, a fee earner's charge-out rates will always be higher than an outsourced typist's rate for doing the same task.

Therefore, simply dictating gives fee earners up to 40% more time to increase those all-important chargeable hours and billable time, meaning they can income generate rather than wasting their valuable time.

Theodora Ahilas from Maurice Blackburn said:

“We time cost our work. It is much more efficient for clients that I spend 15 minutes of that hour dictating it and it gets typed by someone else, rather than spending an hour and a half typing it up and then I’ve used their quota or the amount of time allocated for the particular task.”

So if we look at a fee earner typing for two hours (whether that be bespoke letters, emails and amending documents), what chargeable time has been lost after you deduct OutSec Legal's costs of transcribing your legal digital dictation?

Taking Court approved rates for Solicitors in London:
​
A Grade A Solicitor (at £566 per hour) who spends two hours typing their own documents or emails could lose their legal practice up to £849 in chargeable time (as opposed to dictating and using OutSec Legal).
​​
A Grade D lawyer (at £205 per hour) could lose their firm up to £257.10

Question 26

What is single voice legal transcription?

Accepted Answer

Single voice legal transcription is the process of converting digital dictation recordings recorded by a solicitor, a barrister or other legal professional from speech to text by a legal transcriptionist, legal typist or legal secretary who then transcribes the text into digital legal documents and correspondence.

Question 27

What is multi voice transcription?

Accepted Answer

Multi-voice transcription is where a digital recording (either in an audio or video format) contains more than one voice which needs transcribing from speech into text so you have a transcribed written record of that dialogue.  These audio and video recordings could be of partnership meetings, meetings between your client and Counsel, surveillance footage or recordings, grievance and disciplinary meetings to name but a few.

Question 28

What types of transcripts do you offer for multi-voice audio recordings?

Accepted Answer

We offer the following services for audio recordings:

Meeting Minutes

This is the option when you require a concise record or minutes of a meeting. Some examples of where this might be useful include minutes of management team meetings, partnership meetings, board meetings or trustee meetings etc. This enables an accurate, impartial third-party record of the main discussion points, decisions and actions.  This, of course, removes any minuting bias.

Intelligent Verbatim

This option enables OutSec legal multi voice transcriptionists to take a common-sense approach enabling them to filtering out words not relevant to the subject matter, such as all “umms”, “ahhs”, laughter and pauses; as a result, an “intelligent" transcript is provided. This is the most commonly requested type of multi-voice transcript.

Edited Transcript

This is a full and accurate transcript that has been formalised. Often used by law lecturers or conference organisers it is edited for readability and clarity. In other words, a clear and easy-to-read transcript appropriate for B2B communications and publishing houses (particularly academic reports).

Verbatim Transcript

Meaning ‘word for word’, this includes every utterance, cough, pause, umms, ahhs, and unfinished sentences, as well as stutters and stammers. In other words, it is a 100% accurate record of what was said.

Transcript with Time-Coded Text

Time stamps in hours, minutes and seconds are inserted into a transcript at specific intervals. It works as a marker of where particular text can be found in digital audio or video recordings and is useful for surveillance recordings, educational or training audio or video recordings, where you may need someone to listen or view a recording whilst reading text from a transcript.

Question 29

What kinds of legal documents can you transcribe?

Accepted Answer

Unlike other outsourced transcription companies, OutSec's Legal's specialised Legal transcriptionist team know exactly how legal documents should be laid out. This is because we only employ legal secretaries who have had a minimum of 10 years of experience or have CILEX or Legal Secretarial qualifications. This means we know which rule a Solicitor's letter to an incarcerated prisoner should be sent under, know how a Will should be set out and know that Court documents in civil cases have to follow practice direction 5A of the Civil Procedure Rules, Practice Direction 5A.

We also have access to a DX Directory for those legal practices who are on the DX system.
​
Our legal transcriptionists transcribe a vast range of legal documents. These include, for example: correspondence (letters and emails), telephone attendance notes, file notes, attendance notes, witness statements, affidavits, statutory declarations, leases, notices, articles of association, memorandum of association, contracts and agreements, instructions to Counsel, briefs to Counsel, HM Land Registry documents and forms, Court documents and forms, to name a few.

Question 30

Do you have access to legal forms?

Accepted Answer

Yes we do.  OutSec Legal have access to legal and court forms from:

HM Courts and Tribunal Service

HM Land Registry

Companies House

We tend to access these online and we do this to ensure that all legal forms used by us are current and up to date; this is to reduce any issues on submission. This reduces time and costs for your law firm, as forms do not need to be retyped and resubmitted.
​
​Our expert legal transcriptionist team are able to type up and transcribe these legal forms in either Word or PDF format, dependent on what has been provided by UK Gov. This means there are no additional costs to your firm in terms of software, meaning that costs for you are further reduced.  However, if your firm uses Laserforms as part of your case management system and we are working on your files using it, then of course, we will use what has been provided to us to use.

Question 31

Why should I have my legal podcast transcribed?

Accepted Answer

There are three key benefits to getting your podcast transcribed, these include:
​
Accessibility

Having your podcast professionally transcribed means it widens its accessibility to others who do not normally listen to podcasts.  After all, not everyone has time to listen to podcasts or is fond of that genre. So having a transcript allows different pathways for you to grow your audience.  It also enables you to create new or different content to support the podcast on social media.

According to the World Health Organisation (WHO):
more than 1.5 billion worldwide suffer from some form of hearing loss. 
So having a written version is great for those who are deaf or hard of hearing as it gives them a different way to access your content, whilst allowing your content to be more accessible to a larger audience base.
​
Search Engine Optimisation

Obtaining a professional podcast transcription enables search engines like Google, DuckDuckGo, Bing, and others to crawl through the text, which makes the content of your podcasts searchable online.  It is good for your content and also for your website!

Reutilisation of Content
​
This enables content to be reused in different ways and to be repurposed on social media or for email marketing.

Question 32

Can OutSec Legal transcribe minutes of meetings?

Accepted Answer

Yes, we can do these from an audio or video recording of a meeting after the event.   OutSec Legal also offer a live minuting service where one of OutSec Legal's minute takers can attend your remote online meeting and take minutes for you directly.

Question 33

What types of transcripts do you offer for multi-voice video recordings?

Accepted Answer

We offer the following services for video recordings:

Meeting Minutes

This is the option when you require a concise record of a meeting like team meetings, partnership meetings, trustee meetings, board meetings etc. Having a third party minute meetings enables an accurate, impartial record of the main discussion points, decisions and actions which can remove any minuting bias.

Intelligent Verbatim

This option enables our transcriptionists to take a common-sense approach by filtering out words not relevant to the subject matter, as well as all the “umms”, “ahhs”, laughter and pauses. As a result, an “intelligent “ transcript is provided.

Edited Transcript

This is a full and accurate transcript that has been formalised. This is often used by law lecturers or legal conference organisers. The text is edited for readability and clarity.

Verbatim Transcript

A ‘word for word’ transcription that includes every utterance, cough, pause, umms, ahhs, unfinished sentences, as well as stutters and stammers. In other words, it is a 100% accurate record of what was said by everyone on that recording.

Transcript with Time-Coded Text

Time stamping (or time coding) is inserting the time in hours, minutes and seconds into a transcript at specific intervals. It works as a marker of where text can be found in digital audio or video recordings. This can be useful for surveillance recordings, educational or training audio or video recordings, where you may need someone to listen or view a recording whilst reading text from a transcript, for example. Time coding can also be a precursor for subtitling especially if you are thinking of having the subtitles translated, which might be useful for online training materials.

Closed Captions (Closed Captioning)

Closed captioning helps people with hearing problems understand video content.  Closed captions are intended for times when the entire audio component cannot be heard by the viewer.

Subtitling

The purpose is to aid those who have trouble with accents when viewing video content or for those who do not understand the audio language and when text acts like an aid.

Question 34

Can you transcribe a legal meeting via Zoom?

Accepted Answer

Yes. You will need to record the meeting in Zoom.

In order to record a meeting in Zoom you need to be a host.  If you are not a host, you will need to speak with the host and ask them to record the meeting and send you a copy. For details on how to record a Zoom meeting please see this useful video on YouTube: https://www.youtube.com/watch?v=AYzPS28rg7E.

OutSec Legal also offer a live minuting service, so one of OutSec Legal's minute takers can attend your remote online meeting and take minutes for you directly.

Question 35

Can you transcribe a legal meeting via Microsoft Teams?

Accepted Answer

Yes. You will need to record the meeting in Microsoft Teams.

Start recording your meeting.

Click on the 3 dots at the top right corner and go to "More options" > "Start recording".

For more information, please see the useful information video below.

The recording will be saved in "Share Point".

Click on "More options" > "Stop recording" and your meeting recording will be processed and saved.

For details on how to record a Microsoft Teams meeting please see this useful video on YouTube:  https://www.youtube.com/watch?v=_hjfQ41LF0w

We also offer a live minuting service, so one of OutSec Legal's minute takers can attend your remote online meeting and take minutes for you directly.

Question 36

Can you transcribe a legal meeting via Skype?

Accepted Answer

Yes. You will need to record the meeting via Skype.

For more details on how to record a meeting go to the following web page here:https://www.skype.com/en/blogs/2018-09-call-recording/

OutSec Legal also offer a live minuting service, so one of OutSec Legal's minute takers can attend your remote online Skype meeting and take minutes for you directly.

Question 37

Can you transcribe a legal meeting via Google Meet?

Accepted Answer

Yes. You will need to record the meeting via Google Meet.

For more details on how to record a Google Meet meeting go to the following web page here: https://support.google.com/meet/answer/9308681?hl=en

OutSec Legal also offer a live minuting service, so one of OutSec Legal's minute takers can attend your remote online meeting and take minutes for you directly.

Question 38

Can you transcribe a legal meeting via Cisco Webex?

Accepted Answer

Yes. You will need to record the meeting in Cisco Webex.

For more details on how to record a meeting go to the following web page here: https://help.webex.com/en-us/article/jfgavq/Webex-|-Record-a-meeting-on-your-computer

OutSec Legal also offer a live minuting service, so one of OutSec Legal's minute takers can attend your remote online Cisco Webex meeting and take minutes for you directly.

Question 39

Can you transcribe a legal meeting via GoToMeeting?

Accepted Answer

Yes. You will need to record the meeting in GoToMeeting?

For more details on how to record a meeting go to the following web page here: https://www.goto.com/meeting/features/online-meeting-recording

OutSec Legal also offer a live minuting service, so one of OutSec Legal's minute takers can attend your remote online GoTo Meeting conference and take minutes for you directly.

Question 40

Can you transcribe a legal meeting via Google Workspace?

Accepted Answer

Yes. You will need to record the meeting in Google Workspace.

For more details on how to record a meeting go to the following web page here: https://support.google.com/a/users/answer/9846751?hl=en

OutSec Legal also offer a live minuting service, so one of OutSec Legal's minute takers can attend your remote online Google Workspace meeting and take minutes for you directly.

Question 41

Can you transcribe a legal meeting via Zoho Meeting?

Accepted Answer

Yes. You will need to record the meeting in Zoho Meeting?

For more details on how to record a meeting go to the following web page here: https://www.zoho.com/meeting/record-meeting.html

OutSec Legal also offer a live minuting service, so one of OutSec Legal's minute takers can attend your remote online Zoho meeting and take minutes for you directly.

Question 42

Can you transcribe a legal meeting via Intermedia AnyMeeting?

Accepted Answer

Yes. You will need to record the meeting in Intermedia AnyMeeting.

For more details on how to record a meeting go to the following web page here: 
https://support.intermedia.com/app/articles/detail/a_id/15678/~/intermedia-anymeeting%3A-recording-faq

OutSec Legal also offer a live minuting service, so one of OutSec Legal's minute takers can attend your remote online Intermedia AnyMeeting conference and take minutes for you directly.

Question 43

Can you transcribe a legal meeting via Ring Central?

Accepted Answer

Yes. You will need to record the meeting in Ring Central?

For more details on how to record a meeting go to the following web page here: 
https://www.ringcentral.com/gb/en/blog/conference-call-recording/

OutSec Legal also offer a live minuting service, so one of OutSec Legal's minute takers can attend your remote online Ring Central meeting and take minutes for you directly.

Question 44

Can OutSec Legal transcribe streamed video content from YouTube?

Accepted Answer

Yes.  We can transcribe streamed videos on YouTube and produce a transcript from that.  We can also produce time-coded text, closed captions or subtitling as well.

Question 45

Can OutSec Legal transcribe streamed video content from Vimeo?

Accepted Answer

Yes.  We can transcribe streamed videos on Vimeo and produce a transcript from that.  We can also produce closed captions, subtitling or time coded text as well.

Question 46

Can OutSec Legal help regarding multi voice recording equipment?

Accepted Answer

Often overlooked, selecting the best recording equipment is of vital importance if you are recording multi voice audio transcription.

Poor audio quality can be a major persecutor to transcript production, because of this, OutSec Legal offers a free Consultancy Service to all their clients who use their multi voice service.

Working with our partner DMCL, we are able to advise on the most appropriate equipment on a case-by-case basis.

Additionally, the OutSec Speak app is often used to record one-to-one meetings.

Question 47

What is the OutSec | Crystal Clara Dictation App?

Accepted Answer

The OutSec | Crystal Clara Dictation App converts your smartphone or tablet into a digital dictation recorder with all the functionality of a digital recorder. The app is free for OutSec and Crystal Clara customers and allows dictation to be sent securely to OutSec’s secure servers for transcription. The OutSec Speak app is fully GDPR compliant meaning any legal practice can use the app with confidence and can be secured by MFA.This software enables customers to have access to digital dictation software without any outlay  meaning that this provides additional cost saving benefits for those who wish to outsource.   Details of those cost savings can be found here: https://www.outseclegal.co.uk/benefits-of-using-our-dictation-app-outsec-crystal-claraThe OutSec | Crystal Clara Dictation App has all the functionality of a digital dictation recorder (with some additional features)  The app can even be run on a Mac (with an M1 chip or higher). It is simple to use and free to OutSec Legal clients. Apple App Store: https://apps.apple.com/us/app/outsec-crystal-clara/id6770111906Google Play Store: https://play.google.com/store/apps/details?id=uk.co.outsec.client&hl=en&gl=USSo, why not use our legal transcription app to access your transcriptions on the go?

Question 48

Do OutSec Legal prepare Minutes of Meetings (MoMs)?

Accepted Answer

Yes.  We can do these from an audio or video recording of a meeting after the event. OutSec Legal also offer a live minuting service, so one of OutSec Legal's minute takers can attend your remote online meeting and take minutes for you directly.

Question 49

Can we have a white-label version of the OutSec App branded with our logo?

Accepted Answer

Yes. If your company wishes to use our services but wishes to brand the app with your company´s logo to encourage usage and to ensure the app and our service becomes an integral part of your brand´s identity, we are always open to discussions on this point.

Question 50

Is OutSec Legal UK-Based?

Accepted Answer

Yes. OutSec Legal is UK based company. We are part of the OutSec group of companies. Our registered office is 30 Market Place, Swaffham, PE37 7QH. However, we closed our physical office, as we realised that we could work from home without the need for an office before the pandemic. Our team are linked via our FileManager system and the use of workspaces and communicate via Skype and Microsoft Teams. Therefore everyone from OutSec works from home. OutSec was originally called Outsourced Secretarial Services and changed its name to a shortened version "OutSec" in 2004.

Question 51

What is OutSec Legal's UK registered office address?

Accepted Answer

OutSec Legal is part of The OutSec Group.

Our registered office is located at: 111 St George's Square, London, SW1V 3QP

We are registered in England under company number: 13750093.

Our VAT Registration No is: 420145547.

Question 52

What is OutSec Legal's VAT registration number?

Accepted Answer

Our VAT registration number is: 420 1455 47

Question 53

What is OutSec Legal's company number?

Accepted Answer

Our company is registered in England under number: 13750093. OutSec Legal is part of The OutSec Group of companies.

Question 54

How do I know if my legal digital dictation has been received?

Accepted Answer

An automatically generated email notification is generated as soon as your legal digital dictation arrives on the OutSec FileManager system.

Question 55

How do I know if my legal transcription files have been completed?

Accepted Answer

An automatically generated email notification is generated as soon as your legal transcription files have been completed.  This email will notify you that your legal documents and legal correspondence are ready for collection.  You can download your completed legal documents from your secure password-protected area on the FileManager system or within your own case management system.

Notifications can be sent to different email addresses at the same time, for example, a work email address or to a member of your administrative staff.

Question 56

How long does it take to set up my account?

Accepted Answer

All accounts are subject to company and other financial checks.  However, normally accounts are opened quickly during our hours of business between 9am and 5pm, Monday to Friday.

Question 57

Can I use OutSec for business continuity purposes i.e. when I have a secretary on sickness absence?

Accepted Answer

Yes. The beauty of outsourcing your legal transcription is that it is a facility that you use when needed. However, the more you use OutSec, the better your dedicated lead and back-up legal transcriptionists will become at understanding your requirements.

Question 58

Why should I have my online legal training resources transcribed?

Accepted Answer

There are three key benefits to getting your webinars, webcasts or online training resources transcribed.  These include:
​
Accessibility

Having your webinar, webcast or online training content professionally transcribed means it widens its accessibility to others.

According to the World Health Organisation, more than 1.5 billion worldwide suffer from some form of hearing loss.  So having a written version is great for those who are deaf or hard of hearing as it gives them a different way to access your webinar training content either before or after the event. Having a webcast or online training content transcribed is also a precursor for having closed captioning, translation and subtitling added to your content to reach a wider audience.

Search Engine Optimisation

Obtaining a professional transcription enables search engines like Google, DuckDuckGo, Bing, and others to crawl through the text, which then makes your content searchable. 
​
Reutilisation of Content

By having transcripts of your video content, it enables your business to repurpose the webcast, webinar or online training content into additional content for your website or social media channels. By repurposing your content, you can generate additional content thereby increasing your audience reach, whilst strengthening your website’s or content’s SEO further. These transcripts can be used for creating infographics, blogs as well as social media posts.

Question 59

How long have you been operating?

Accepted Answer

OutSec Legal's origins date back to 2002 when Vanessa French started the then-known company, Outsourced Secretarial Services. Vanessa French has been a finalist in both the British Female Inventor and Innovators of the Year Awards 2006, as well as the European Women of Achievement Awards in the same year.  She is also featured in Michelle Rosenberg's book entitled "Inspiring Women" alongside Annabell Karmel, Jane Packer & Chrissie Rucker amongst others.  Her experience in the industry has ensured that OutSec and its group of companies have been known for top-quality transcription along with our client-dedicated OutSec Speak App and tailored FileManager system, which is unique in the industry.

Question 60

How is confidential work handled?

Accepted Answer

All our transcriptionists are bound by a Confidentiality Agreement. Sensitive work is processed on non-networked PCs by prior arrangement.

OutSec Legal complies with the Data Protection Act and GDPR. OutSec is registered with the Information Commissioner's Office.

Both original and completed files are automatically deleted from the FileManager system 40 days after work completion. The FileManager system is protected by Thawte. Thawte is trusted by millions of people worldwide. An SSL certificate is issued and shown on the login page. Rigorous authentication methods and a global infrastructure to support real-time certificate look-ups ensure that you are safe when logging in to OutSec FileManager.

OutSec is Cyber Essentials Certified.

Question 61

Is OutSec Legal UK GDPR Compliant?

Accepted Answer

Yes. OutSec Legal complies with applicable UK data-protection requirements, including the UK GDPR.We use technical and organisational security measures designed to protect the personal and confidential information processed through our services, including authenticated access, encrypted communications, restricted access, confidentiality requirements and defined retention procedures.

Question 62

Is OutSec Legal ISO/IEC 27001 certified?

Accepted Answer

At the current time OutSec Legal does not hold an ISO/IEC 27001 certificate but are currently working towards doing so.OutSec already operates security measures that address a number of areas covered by ISO/IEC 27001, including access control, authentication, secure communications, protection of stored information, confidentiality, information lifecycle management, secure system development and resilience.ISO/IEC 27001 certification is not a requirement of UK GDPR. UK GDPR instead requires controllers and processors to implement appropriate technical and organisational measures to provide a level of security appropriate to the risks associated with processing personal data.

Question 63

Can OutSec Legal be GDPR compliant without ISO/IEC 27001?

Accepted Answer

Yes. ISO/IEC 27001 certification is not a requirement of UK GDPR. UK GDPR instead requires controllers and processors to implement appropriate technical and organisational measures to provide a level of security appropriate to the risks associated with processing personal data.

Question 64

Does OutSec Legal meet any ISO/IEC 27001 requirements?

Accepted Answer

OutSec Legal already operates security measures that address a number of areas covered by ISO/IEC 27001, including access control, authentication, secure communications, protection of stored information, confidentiality, information lifecycle management, secure system development and resilience.However, OutSec Legal does not currently claim full conformity with ISO/IEC 27001, as our complete Information Security Management System has not been certified against the standard.

Why Dedicated Legal Transcriptionists Reduce Errors

Dedicated Legal Transcriptionists verses a Pooled Team

Why Does Familiarity Matter?

Why Two Designated Legal Secretaries?

Specialist Legal Transcriptionist Knowledge

The OutSec | Crystal Clara App Crystal clear dictation every time: because every word you dictate matters!

How Our Legal Transcription Service Works

Record your legal dictation files

Your legal transcription is undertaken by legal typists or legal secretaries

Receive your legal transcripts

Frequently Asked Questions

Do you cater for sole practitioners, barristers, law costs draftsmen & mediators?

Do you cater for small boutique legal practices and barristers' chambers?

Do you cater for medium to large law firms and in-house legal departments?

Would using speech-to-text software not be quicker?

How will you keep my data secure?

What if I need help or support?

Why is OutSec Legal the leading UK legal transcription company in the industry?

How do you invoice?

Who processes multi voice recordings at OutSec Legal?

I have a backlog of typing work, can I use your service to help clear the backlog?

Can OutSec Legal transcribe audio or video files from remote platforms like Zoom?

Can OutSec Legal work alongside our current administrative staff?

What is legal transcription?

Who would process our legal transcription work if we outsource it to OutSec Legal?

Why switch to legal digital dictation?

What audio file formats can OutSec FileManager process?

What is legal digital dictation?

What areas of law do your legal transcriptionists specialise In?

What types of multi voice transcripts do you offer?

Why is digital dictation more cost-effective than typing a document yourself?

I have not dictated before. Will this cause an issue for OutSec Legal?

Can OutSec Legal type directly into our case management system?

Can OutSec Legal Integrate with leading digital dictation platforms and recorders?

What document formats can OutSec FileManager handle?

Does using OutSec Legal improve income generation?

What is single voice legal transcription?

What is multi voice transcription?

What types of transcripts do you offer for multi-voice audio recordings?

What kinds of legal documents can you transcribe?

Do you have access to legal forms?

Why should I have my legal podcast transcribed?

Can OutSec Legal transcribe minutes of meetings?

What types of transcripts do you offer for multi-voice video recordings?

Can you transcribe a legal meeting via Zoom?

Can you transcribe a legal meeting via Microsoft Teams?

Can you transcribe a legal meeting via Skype?

Can you transcribe a legal meeting via Google Meet?

Can you transcribe a legal meeting via Cisco Webex?

Can you transcribe a legal meeting via GoToMeeting?

Can you transcribe a legal meeting via Google Workspace?

Can you transcribe a legal meeting via Zoho Meeting?

Can you transcribe a legal meeting via Intermedia AnyMeeting?

Can you transcribe a legal meeting via Ring Central?

Can OutSec Legal transcribe streamed video content from YouTube?

Can OutSec Legal transcribe streamed video content from Vimeo?

Can OutSec Legal help regarding multi voice recording equipment?

What is the OutSec | Crystal Clara Dictation App?

Do OutSec Legal prepare Minutes of Meetings (MoMs)?

Can we have a white-label version of the OutSec App branded with our logo?

Is OutSec Legal UK-Based?

What is OutSec Legal's UK registered office address?

What is OutSec Legal's VAT registration number?

What is OutSec Legal's company number?

How do I know if my legal digital dictation has been received?

How do I know if my legal transcription files have been completed?

How long does it take to set up my account?

Can I use OutSec for business continuity purposes i.e. when I have a secretary on sickness absence?

Why should I have my online legal training resources transcribed?

How long have you been operating?

How is confidential work handled?

Is OutSec Legal UK GDPR Compliant?

Is OutSec Legal ISO/IEC 27001 certified?

Can OutSec Legal be GDPR compliant without ISO/IEC 27001?

Does OutSec Legal meet any ISO/IEC 27001 requirements?

Does ISO/IEC 27001 certification determine GDPR compliance?

Is OutSec Cyber Essentials Certified?

How does OutSec protect client files?

Does OutSec have a Business Continuity Plan in place?

What Makes OutSec Legal The Best Legal Transcription Service & Legal Document Formatting Service in the UK?

Why
Dedicated
Legal Transcriptionists Reduce
Errors

The OutSec | Crystal Clara App
Crystal clear dictation every time: because every word you dictate matters!