The 7 Pitfalls Law Firms Encounter When Outsourcing Legal Transcription—and How to Avoid Them

In the high-stakes legal environment, efficiency is the name of the game. Many law firms are turning to outsourcing as a solution for handling their legal transcription needs. While outsourcing can offer many attractive benefits, such as cost savings and increased focus on core legal activities, it also comes with its own set of challenges. In this blog, we’ll explore the seven common mistakes law firms make when outsourcing legal transcription and offer actionable solutions to help you make an informed decision.
 

The Role of Legal Transcription

Legal transcription is a critical component of the legal process, converting spoken language into written form for records, evidence, and documentation. Given its importance, ensuring that your law firm’s transcriptions are accurate, secure, and timely is crucial. Outsourcing this task can be a strategic move, but it’s essential to be aware of the pitfalls that can come with it.

1. Prioritizing Cost Over Quality

The Mistake

The allure of cost savings can be tempting, leading many law firms to opt for the cheapest transcription service available. However, this often results in poor-quality transcripts riddled with errors and inaccuracies. You truly get what you pay for when it comes to transcription services.

The Solution

While budget considerations are important, they should not be the sole factor in your decision-making process. Look for a transcription service like Trans|IT from Athreon that offers an intelligent balance of affordability and quality. Trans|IT leverages both AI and human editors to ensure 99%+ accuracy, making it a reliable choice for law firms.
 

2. Overlooking Security Measures

The Mistake

Legal documents are highly-sensitive and confidential. Failing to vet the security protocols of your chosen transcription company can lead to unauthorized access and data breaches. These can bring fines and reputational damage.

The Solution

Choose a transcription service that takes security seriously. Agencies that do not strongly emphasize security are high risk to do business with. Trans|IT, for example, offers end-to-end encryption and secure data storage, making it one of the safest speech-to-text services in the industry.

3. Ignoring Turnaround Time

The Mistake

In law, time is often of the essence. Ignoring the turnaround time for transcription services can result in delays that have a domino effect on case timelines. This can create frustrating bottlenecks in your workflow and add unnecessary stress.

The Solution

Be explicit about your time requirements and choose a service that can meet them. Ensure the agreed turnaround times appear in your service agreement to hold your transcription vendor accountable. Trans|IT offers flexible turnaround time options without compromising on the quality of the transcription.

4. Not Verifying Expertise in Legal Terminology

The Mistake

Legal transcription is not just about converting speech to text; it requires a deep understanding of legal terminology and procedures. Outsourcing to a general transcription service can result in critical errors. Transcription companies with less skilled staff will create more work for you and your team to correct the mistakes in the transcribed files.

The Solution

Ensure that the transcription service you choose specializes in legal transcription. Ask for references, and be sure to take the time to check them. A specialized service will have a team of experts familiar with legal jargon, ensuring that your transcripts are accurate and compliant. They will also have satisfied clients willing to vouch for their transcription services.

5. Failing to Check for Multi-Speaker Recognition

The Mistake

Legal proceedings involve multiple speakers, from attorneys to witnesses and defendants. Some transcription services struggle with accurately identifying and transcribing speech from multiple individuals. Transcribing multi-speaker audio files requires a skill set that is different from typing a single-speaker audio file.

The Solution

Choose a transcription service that excels in multi-speaker recognition, especially for interviews and depositions. Trans|IT’s advanced AI technology and human editor verification ensure that each speaker’s dialogue gets accurately identified and transcribed, making it ideal for complex legal settings.

6. Neglecting to Ask for Customization Options

The Mistake

Every law firm has unique needs and preferences. Whether it is a custom document format, integration with your law practice management software (LPMS), or requirements for invoicing, be upfront about what will make your workflow easier. Making things easier is a big reason for outsourcing in the first place. Failing to inquire about customization options can result in transcription outsourcing that doesn’t align with your firm’s specific requirements.

The Solution

Look for a transcription service that offers customization options, whether it’s in the format of the transcript, specific annotations, or other unique needs your firm may have.

7. Not Running a Pilot Test

The Mistake

Entering into a long-term contract without first testing the service can be risky, potentially locking your firm into a subpar service. Especially if the price is unusually low, ask for some sample transcripts. Send the transcription agency some recordings and inspect the finished result. Remember, beyond price, it’s essential to gain confidence in the transcription company’s technology, accuracy, delivery speed, customer support, and more.

The Solution

Most reputable transcription services offer a trial period or sample transcription. Take advantage of this to assess the quality, turnaround time, and other essential factors before making a long-term commitment.
 

Trans|IT Helps YourLaw Firms Outsource With Confidence

Outsourcing legal transcription can be a strategic move for law firms looking to streamline their operations. However, it’s crucial to approach this decision with the due diligence it deserves. By being aware of these common pitfalls and their corresponding solutions, you can make a more informed choice, ensuring that the transcription service you opt for aligns ideally with your firm’s accuracy, security, and efficiency needs.

By taking these considerations into account, you can navigate the complexities of outsourcing transcription and make a decision that adds value to your law firm. Contact Athreon about its legal transcription service, Trans|IT. A representative will conduct a thorough needs assessment with you, set up a free pilot, and help you make an informed decision for your law practice.