Send Files via FTP

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Many clients wish to send voice files to their transcriptionists via the Internet. This can be accomplished by setting up an FTP server. Transcriptionists may access files from the FTP server using their own Internet connection. Advantages of setting up an FTP server include the following:

  • Simultaneous access for an unlimited number of transcriptionists
  • No long distance charges
  • Reduces the need for extra lines on the dictation system
  • Lower set up costs for each transcriptionist
  • Centralized storage and management for voice files and text documents
  • Since many transcriptionists have modem Internet connections (usually 56K or 28.8K baud), it is desirable to create voice files that are as small as possible so that the download times for the transcriptionists are minimal.

Many dictation systems like the Bytescribe Orator Pro initially record voice files in a vox file format. Vox files are ideal voice files for dictation systems because of they are well suited for the dictation hardware and they have the ability to provide constant pitch speed control. They are often not ideal for Internet file transfer because they are quite large in size (usually about 11MB to 28MB per hour of dictation). The Orator system has a utility that is capable of automatically converting vox files to smaller wav files. The wav files that are created by the conversion utility are about 3.6MB / hour of dictation. With this format, a transcriptionist with a 56Kb connection can download an hour of dictation in about 9 minutes. Transcriptionists can use the Bytescribe WavPlayer to transcribe these files or any software that plays .wav files.

The diagram below shows the path by which vox files are converted to wav files and transferred to transcriptionists.

FTP Transfer