Six Key Features to Consider When Choosing Transcription Software

Transcription is an essential requirement for many industries, from medical and legal practices to law enforcement and a variety of businesses. Often the process of transcription can be frustrating.

When done in-house, individuals are left with hours of work to transcribe recordings, where their time could be better spent elsewhere. The result is a poor allocation of resources, and valuable time is taken. This often leads to the search for transcription software, where you can upload an audio file or video and the software will automatically produce a written transcription. However, it can be a minefield when deciding which software is best suited to your needs. In this guest article, Altia discuss the key points you should be considering when searching for the best solution for your needs.


Accuracy is one of the most important factors you need to consider in your decision-making process. If your software of choice cannot provide accurate transcription for your audio and video files, it is not worth using. The accuracy level depends on several factors such as the machine learning frameworks the software uses, the quality of the microphone used in the recording, and the amount of background noise. You should look for software that offers a high level of accuracy, and uses advanced algorithms and artificial intelligence to also improve accuracy over time.

Processing time

Another critical factor you need to consider when selecting transcription software is the time it takes to process your recordings. Some software can take several hours to convert an hour-long audio file, whereas others can do it in a matter of minutes. This can make a massive difference, especially when you have a tight deadline or need to transcribe many files quickly. Although speed is important, it is often a balancing act between processing time versus accuracy. The key is finding a solution that can process files as quickly as you need, without sacrificing accuracy.

Integrations and compatibility

Choosing a system that can integrate with other tools can save you time and streamline your workflow. You should look for transcription software that integrates with some of your existing tools; this could be your conferencing or case management software but depends on what your organisation uses. You must be sure that any software you choose is compatible with your operating system and devices. Some software will support audio only, and some will include the ability to transcribe video footage as well. Be sure that your chosen solution can cover all the types of media you will need to have transcribed.

Ease of use

For the best possible experience, you should opt for transcription software that is easy to use and provides a smooth user experience. Look for system that has an intuitive user interface and is easy to navigate. You should consider if features such as automatic formatting or the ability to edit transcripts directly in the software are offered. This can make the entire process of transcription much easier, faster, efficient, save you time, money, and frustration. Some solutions also offer the ability to search your audio or video transcripts, allowing you to find key information which could have otherwise been missed.


Data privacy and security are always a crucial part of any software solution. This is especially the case when you are handling sensitive information such as recruitment interviews, police interviews or performance improvement plans. You should review the security parameters being followed before implementing any new software, and ensure they are robust. Things such as ISO/IEC 27001 and Cyber Essentials certification can assure you that the software company in question operates to a high level of security. Although accuracy, speed and other factors are important, you cannot afford to compromise when it comes to security. One major advantage of using transcription software is the fact you will no longer need to send sensitive information outside of your organisation.

Additional features

Some transcription software can provide extra features, these can vary greatly, and it is important to decide if they are applicable to what you need. You should first outline your requirements. Do you need transcription in several different languages, or even the ability to translate between languages too? Perhaps you need to add time stamps, identify different speakers, or even keep an entire audit trail with an original copy of the original audio or video file. Depending on your needs some of these additional features could be the deciding factor when comparing two other seemingly equal software solutions.


In conclusion, when choosing transcription software, you should prioritise accuracy, processing time, security, integrations, and ease of use. By considering these factors, you can select a tool that meets your needs and helps you to transcribe audio and video files quickly and accurately. Finding the right solution for you can save you both time, money, and remove many of the frustrations when it comes to transcription.

Learn more about Altia’s Transcribe here