The process begins when the author dictates into a digital voice recorder, much the same way they would dictate into any handheld voice recorder. When finished, the author simply uploads the files from their digital voice recorder to their computer. To upload the files from the recorder, the recorder is connected to the computer with a USB cable, usually included with the digital voice recorder at time of purchase, or can use a docking station. At this point, software either included with the digital voice recorder or other software, recognizes there has been a connection made and a window will pop up asking the user where the files should be saved. The user then saves the files to the directory of their choice. This process can be automated to always save the recording into a folder on the network for example. Once the files are uploaded to the computer, the process is finished and the connection can be removed. For sending via email the author then opens their e-mail program and prepares a message to send to his/her transcriptionist and, using the "attach a file" feature available in most e-mail programs, attaches the digital files that were just uploaded and saved from their handheld recorder to a directory on their computer. The e-mail is then sent, encrypted, to the transcriptionist with the file attached.

It is very important to note that each and every e-mail, especially those containing a digital file whose contents are personal and confidential information on individuals, should only ever be sent by encrypted e-mail. If you do not encrypt e-mail that includes for example private patient health files, it makes the e-mail a possible target for hackers who may intercept and open the e-mail. Once intercepted, the hacker may use the contents somehow to their advantage, i.e., to embarrass the physician and/or transcriptionist, citing their lack of concern about privacy, or use the private patient information for personal, financial, or other gain. If you do not want to risk your reputation or that of your client, and want to ensure that a client or patient's records are always protected in transit, you have to use e-mail encryption.

When the transcriptionist receives an encrypted e-mail, the file is opened and then brought into your PC transcription system using software that comes with the digital transcription systems available. Using the software the secretary can then manipulate the digital voice file with the foot pedal. From there, everything works just as it does on a regular tape transcriber. The foot pedal controls movements through the voice file just like moving through a conventional tape. The software includes features not found on a tape transcriber machine, including being able to move immediately to certain points in the dictation with no time delay and usually far greater control over the speed of the playback. After finishing transcribing the files, the secretary simply e-mails the finished reports, as an attachment (digitally signed and encrypted, of course), back to the author's office for filing or printing there.

That is the process generally, and some things may differ according to the type of system, recorder, software, being used. The point is, it is not a difficult process. It is efficient, secure, and easy to get started.