5. CREATING IN-HOUSE TRANSCRIPTS FROM AUDIO RECORDINGS

Why transcribe audio recordings?

Transcription of audio recordings into other formats may be necessary to allow access to the information contained in the recording. Situations that may require such transcription include, but are not limited to, the following:

• Blind consumers who do not know braille and who do not type or use computers may make submissions to the Commission in audio format. These must be transcribed into written form in order to be placed in the record. (The Commission's rules concerning non-discrimination on the basis of disability in the Commission's programs and activities⁷⁴ state that complaints may be submitted in "audio, braille, electronic, and/or video format."⁷⁵)
• FCC staff or members of the public who are deaf may need written transcripts of audio recordings in order to benefit from the recording's content.
• FCC staff or members of the public who are deaf-blind may need to have audio recordings transcribed into braille in order to benefit from the recording's content.

Who coordinates the transcription process?

The Accessible Format Specialist⁷⁶ is the coordinator and contact person for transcription of audio recordings.

What types of audio recordings are accepted for transcription?

• Audio recordings that are submitted to the Commission by consumers
• Commission audio recordings
• Audio recordings used in Commission sponsored or approved programs and activities.

Who should create the transcripts?

Transcripts should be created by qualified individuals. The Accessible Format Specialist, or someone the Accessible Format Specialist has evaluated and deemed qualified, are appropriate choices.

Transcription process

• Note the date you receive the audio recording. There are often deadlines for submission of comments, complaints, or information; therefore, the actual submittal date can be crucial. If you are the first point of contact, rather than the office that is the official point of receipt, make sure you inform the proper office that you have received information in audio format that must be transcribed for the record. Also make sure that you have the full name, address, telephone number (or other contact information) for the submitter.

• Find out if there are specific timelines/deadlines that affect the submission in question. If so, make every effort to complete the transcript as quickly as possible so that the entire process will not be unduly delayed. Make sure that the administrator of the procedure in question is aware of your role in the process and is aware that some flexibility in timing may be necessary.

• Create at least 2 backup copies of the submission in its original format. Contact the Audio Visual Center, Office of Media Relations, to schedule this service. Copies must be dubbed, so allow ample time for this process.

• Preserve the original as the master. During the transcription process, retain the original submission as the master since making copies of copies produces poorer and poorer results. Use a copy as your working document.

• Assure that one copy is filed with the appropriate office for the record (if applicable) while you are working on the transcript. Again, be sure that you retain the master (original submission) so that copies can be made if your working copy breaks or if additional copies are needed.

Transcript review

Whenever possible, the completed transcript should be reviewed by another qualified person to assure accuracy and completeness.

Transcript format

• The completed document should be in MS Word using a font style and size that is generally acceptable to the Commission.

• The transcriber's name, the reviewer's name, and the date of completion should be noted on the transcript.

Final disposition

• If this is a document submitted for the record… When the completed document is ready for filing, submit the transcript (with the proper number of copies) including the original audio recording to the appropriate office.

• If this document was a request from a person with a disability… Deliver the transcript to the requestor using standard Commission methods, i.e., U.S. Postal Service, e-mail, etc.

6. CREATING IN-HOUSE WRITTEN TRANSCRIPTS FROM BRAILLE

Why transcribe braille?

The Commission rules concerning non-discrimination on the basis of disability in the Commission's programs and activities⁷⁷ state that complaints may be submitted in "audio, braille, electronic, and/or video format."⁷⁸ For submissions in braille, transcription is necessary to allow access for people who cannot read braille.

Who coordinates the transcription process?

The Accessible Format Specialist⁷⁹ is the coordinator and contact person for transcription of braille.

What types of braille are accepted for transcription?