Transcription

• Verbatim (word for word)

This type of transcription is especially useful in meetings that may have legal implications. Our verbatim transcriptions have been used in Circuit Court proceedings related to zoning matters and other ordinance-related enforcement. Here is an example of verbatim transcription:

Mr. Walters: After a thorough evaluation of the engineer’s report, our department has concluded that the height of the dam needs to be raised.

Mr. Jones: So are you saying that the dam height might need to be raised in order to meet current demand or future demand? I’m not sure what your time frame is here, Bob.

Ms. Allen: The original study said this could wait ten years or so, but you stated at our last meeting that you had already budgeted for these improvements in Fiscal Year 11-12.

• Detailed Summary/Near Verbatim
Detailed summary transcription is essentially a “play by play” of a meeting that includes summary descriptions of what was said, with attributions to each speaker and direct quotes when appropriate (usually when a point is being emphasized). Here is an example of detailed summary transcription:

Mr. Walters said that his department had evaluated the engineer’s report and concluded that the dam height would need to be raised. Mr. Jones asked him whether that needed to be done to meet current demand, or to meet future demand and then commented, “I’m not sure what your time frame is here, Bob.” Ms. Allen noted that Mr. Jones had stated previously that the dam improvements were already in his department’s FY11-12 budget.

• Sketch Summary
This type of transcription is useful when your goal is meeting the minimum requirements for documentation. Some public bodies that are not making decisions that will be codified, such as advisory groups, find this approach to be satisfactory to meet their needs. Here is an example of sketch summary transcription:

Mr. Walters and Ms. Allen asked Mr. Jones about the time frame needed for raising the dam.

These are just a few examples, and we are happy to accommodate any special formatting or transcription requirements. If you are unsure about the level of detail you may need in your minutes, you may wish to consider what the end use might be. In many communities, written transcription remains the primary historical record of meeting proceedings. It is also helpful to check with your counsel regarding any documentation requirements under the Virginia Freedom of Information Act for your specific agency or governmental body.

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