Background
A large international law firm manages a high volume of documents and audio files while serving clients across a range of complex business matters, including corporate, securities, venture capital, and intellectual property law.
Challenge
One of the more time-intensive services handled by the firm’s document services team is the transcription of audio and video files. Several challenges surfaced:
- Recording reviews and quality checks handled manually.
- Significant turnaround times: approximately 10 minutes. of recorded content took nearly one hour to process.
- While Microsoft Word’s transcription capabilities were being leveraged, all requests had to flow through one person at the firm, and the program required 40 minutes to convert one 60-minute file
- Firm had initiated firm-wide integration of Claude AI, but the document services team was unsure how to best apply AI to reduce the time allocated to audio file transcription.
Solution
Integreon applied a blend of an AI-powered solution and a dual-shore approach to reduce the audio file transcription time significantly. Our solution included:
- Using Claude to identify a more efficient method for converting MP4 files to MP3 while adhering to the firm’s security guidelines.
- Working with a program that met all security requirements (JavaScript with the Web Audio API) to extract the audio from the video file ready for upload into Microsoft Word Ofiice 365 in under five minutes.
- Combining rapid audio conversion with Microsoft Word’s transcription capabilities to create a faster and more flexible workflow, enabling an initial transcript of a 45-minute video to be produced in less than 10 minutes.
- A quality assurance review to refine the transcript and ensure final accuracy. This approach significantly reduces processing time while maintaining the high standards expected by the client.
- An integrated dual-shore model with team members in the U.S. and India working together to support initial transcript generation, refinement, and final delivery.
Results
The project greatly reduced the time and effort spent on handling audio transcriptions: specifically, the team achieved a 77% reduction in the time required to produce an initial transcript.
Moreover, the average total transcription task time was reduced from 9.7 hours to 6.6 hours, which representing an average time reduction of 32%.
In addition to reducing total turnaround time, the enhanced workflow allows the team to provide an initial draft transcript much earlier in the process. This gives the team the ability to begin working with the transcribed content sooner, while the dual-shore team continues refining and finalizing the transcript to meet quality expectations.
The result? A more responsive audio file transcription service model that improves speed, without compromising accuracy.
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