Transcription can be hard work, but also very rewarding for all the effort.
Make sure that the terms and conditions are a good match for any human ethics requirements of your own research!
This guidance is not for lecture/tutorial recordings, or general meetings it is intended for research related recordings. Many AI transcription providers currently used by UC researchers are not compliant with New Zealand privacy laws. However, we are aware they are also fast becoming an indispensable tool of researchers. When recording and transcribing ‘in confidence' or ‘sensitive’ research data, UC does not recommend the use of AI meeting transcription and summarisation tools, as these tools may pose unexpected data protection and security risks, mainly due to these 3rd party tools storing and processing their data outside of NZ.
You can record & transcribe audio files safely with the following alternative tools:
- Microsoft Word - Transcribe your recordings - Microsoft Support
- MS Teams - Record a meeting in Microsoft Teams - Microsoft Support
- Microsoft OneNote / OneNote Live Capture Record audio notes in OneNote for Windows 10 - Microsoft Support
- UC Offline Transcription Tool – Contact the eResearch Team for more information. This tool is in BETA testing stage and is not yet widely available for use at UC. More information is available on the Offline Transcription Service site.
If you intend to use AI transcription for interviews, it is recommended that:
- You attempt to use MS Teams transcription services in the first instance, since that is stored within our UC servers.
- Where you cannot use MS Teams, you download the recording and transcription into your UC account as soon as the transcription has been created and delete both the recording and transcription from the service. Please ensure that this is within 24 hours of uploading to the transcription service.
- Your participant information sheet and consent sheet note that you will be using AI transcription, the name of the service you will use, and the 24-hour deletion requirement mentioned above.
A reminder - recording and transcribing audio and video files that it is imperative that all participants’ consent is recorded. Storage of ‘in confidence’ and ‘sensitive’ research data also requires care.
Please reach out to your Data Librarian or eResearch Consultants at Digital Services for support regarding use of transcriptions tools for research at UC. If you are considering another tool, please reach out to us and we can help you assess its suitability at UC. We provide 1:1 consultancy services or you can drop in to the weekly eResearch Clinic at Puaka James Hight on Tuesdays at 11am (Room 210 or nearby).
AI is a fast- developing field and UC will continue to update guidance on AI transcription tools. We are reviewing transcription tools at UC and will update our guidance.
