FAQs
- What equipment do I need to use the service?
- You will need a digital dictation system and an internet connection to send the voice file to Indraft.Indraft can supply software to transfer your work over an encrypted connection rather than you needing to rely on email. Indraft can also advise on the type of digital dictation system to use and in some circumstances, you can send directly to Indraft from your dictation system.
- What is ShareFile?
- ShareFile is one of the largest file sharing platforms in the world. It allows us to set up individual client areas with the best security at a low cost. ShareFile, like Indraft, takes security very seriously and uses industry-standard encryption techniques so you can be certain your work remains entirely confidential.
- Do you charge to install equipment, software or for training?
We would normally make an administrative charge. For example, for an installation of say five fee earners and three secretaries the charge would normally be in the region of £200 plus VAT. We do not charge for training if there is an existing digital system but make a nominal charge of £100 per five fee earners otherwise.
- Will I need training?
- A minimal amount of training is required in order to maximise the advantages of the service. Indraft will advise you both in dictation techniques and in the use of email or the ShareFile system for the transmission of assignments, and their subsequent receipt as typed documents. This training does not normally take more than one hour.
- How do you know how to type my work in a particular format?
For each firm we set up a workbook which contains templates of their common documents letters, bills, attendance note, Instructions to Counsel etc. Into that book we note details of how they like dates set out, sign offs, heading layout etc.
- What happens if my work is urgent?
You can always e mail us, and ask us to designate work as urgent. We will then try to return that work within a maximum of two hours. There may be a premium payable depending on the amount and regularity of such requests. However, your internal secretarial resources may be better placed to handle urgent work leaving Indraft to handle other work which might otherwise delay the processing of that urgent work.
- You will not have our paper files so will I have to dictate the address reference and heading each time?
The first time this will be necessary but we capture the data and have it ready for the next time you dictate on the same file.
- Can you supply references from existing clients?
We do not name our clients without their permission because of the nature of the confidentiality agreements we have with them but if you require a testimonial we can obtain one.
- How do I know I will get consistently good quality?
- We operate a stringent system of quality control both at the transcription centres and here in the UK. We are aiming to provide you a document you can check on screen, amend if you wish and then print to sign. We have the typist check all their work then a percentage goes to the team leader for rechecking and then another percentage of that work is checked by the Manager on site and finally a random check is made by us daily from the UK. We understand that if we do not provide quality work we are unlikely to get repeat business.
- Confidentiality/Security
- Indraft has confidentiality agreements with its joint venture partners in India. In turn they have similar agreements with all the transcriptionists. In addition we sign a confidentiality agreement with you the customer.On site, there are a number of checks in place:- The building in which the work is done is manned by security guards 24 hours a day.- The transcriptionists have no access to scanners, copiers or printers.- Access to mobile telephones is supervised whilst on the transcription floor.- All access to e mail and the web is monitored and supervised.- The PCs have no external media drives or USB ports.If you use ShareFile, your files are transmitted back and forth in an encrypted form.
- What about a free trial?
We are so confident that once you use the services of Indraft you will experience the benefits immediately, that we are prepared to offer you a generous free trial.
We offer a free trial of 3000 lines or 5 hours of dictation in total by up to 3 fee earners over a period of 2 weeks. Any dictation delivered in excess of these limits will be charged at Indraft’s then standard rate plus VAT, such rate being notified in advance of the trial commencing.
Please contact us now on 0800 87 666 87 or send us an email to info@indraftsolutions.com with the following information: contact name, name of your organisation, email contact address and telephone number.
- How does Indraft charge?
Normally Indraft charges for its work on a per line basis a line being 65 characters with spaces. The level of charge depends on a number of variables including volume of work, quality of the dictation and the required turnaround time. Additional charges may apply for work which is required urgently. There are no annual fees or minimum charges.
Please contact us for a detailed quote depending on your requirements.
- How should I use the service?
- Each user finds his or her own optimum method of using the service. Many users, for example, tend to deliver work in the afternoon, UK time, when their secretary would be unable to type any more new work for despatch that day. Using Indraft’s service, work is typed overnight and is waiting on a user’s PC the next morning. Some users dictate at weekends or just send attendance notes - it’s what suits you and your workload. With a little thought you can marry your existing resources with Indraft’s Virtual Secretary service to provide huge gains in efficiency, with the benefits flowing both to you the user, your overstretched secretary and most importantly, the client - whose matters are handled more expeditiously.
- What happens if you cannot hear certain words in my transcription?
- If dialogue cannot be deciphered, we will either put what we thought was said and then highlight it in turquoise or if the word is totally inaudible, we will highlight in yellow.
- Do you give volume discounts?
- A discount can be given if we are given a guaranteed amount of work each month.
- When will my work be ready?
- Work received on a weekday before 1200 will be returned by 1700 that day. Any work received after this time will be guaranteed for return before 0900 the next working weekday. We will however aim to return it to you as soon as possible depending on when the work is received and how much there is. Work received over a weekend will be back by 0900 on the following Monday morning
Special arrangements apply for Bank and public holidays details of which are posted in the News section on this website
- How will my work be delivered back to me?
Indraft prefers to use its ShareFile portal to receive and return files. However, where using the ShareFile system is impractical, we can use email.
- What if I find errors in my work?
- If typos or errors are made by us, they will be amended free of charge provided the work is returned to us within 48 hours of the client receiving it.
- How is payment made and how often?
- You will be invoiced at the end of each calendar month electronically and we prefer payment by BACS. We also provide a detailed breakdown in an Excel spreadsheet of the work done so you can check your invoice and/or charge the work on to individual clients
- How long do you keep my files on your computer?
- We retain word files for a maximum of 3 months.
- How long do you keep my voice files?
- If you have not made any changes within 48 hours of us sending your document, we will delete the file.
