Transcription errors occur when data is entered from one form of documentation to another, often due to human error or OCR software. Prevention methods include double data entry and automated software. Lack of context and familiarity with technical terms can also lead to errors.
A transcription error is an error made when a person enters data from one form of recorded documentation to another, usually a computer-oriented text document or an electronic record system. Some businesses, such as medical and law firms, routinely require handwritten notes, audio tapes, and other informal documents to be transcribed into a formal electronic version. There are many reasons a transcription error can occur, the most common being simple human error, although the use of optical character recognition (OCR) software can also lead to errors. Some preventative measures that can be taken to reduce the possibility of a transcription error include double data entry of the same source material and automated software that checks the syntax and context of sentences.
There really isn’t an industry that doesn’t suffer from an occasional clerical error. The act of transcription of information – and the amount to be transcribed – usually requires data entry workers to maintain a fast pace which can ultimately lead to an error. Human-caused transcription errors can result from the person not looking at the computer screen while typing, an inability to accurately read or hear the source material, or simply due to physical slip or incorrect posture of the fingers. In some situations, there is an acceptable error rate for data entry workers; in other situations, such as those encountered in the medical field, even a small transcription error can lead to disastrous results.
One form of transcription involves OCR software. This software will take a scanned image of a document and attempt to isolate and translate individual letters and words on a page, converting them into a digital text document. A transcription error can occur if the software is unable to determine what a specific letter actually is. This can be the result of illegible handwriting, a poorly copied document that has smudges, dirt on the scanner, or wrinkles and other imperfections in the paper. The only solution, and the only way to detect errors that occur this way, is to have a person proofread the resulting document.
The possibility of making a transcription error increases when the context of the source material is unknown to the data entry operator. Lack of familiarity with technical terms or the use of long, confusing code could lead a data entry clerk to make incorrect assumptions about the intent of the source material, resulting in misspellings, errors, or incorrect grammatical structure. This can occur frequently when transcribing legal materials, which is why people who transcribe legal documents on a regular basis may be required to have a background in the legal field.
Protect your devices with Threat Protection by NordVPN
