Lab Transcription SOP Template (Roles, Turnaround, QA, Storage, Archiving)

A lab transcription SOP (standard operating procedure) is a written process that shows who records, who requests transcription, how files move, how you check quality, and where you store and archive everything. It helps you protect sensitive data, avoid version confusion, and keep transcripts consistent across projects. Below is a lab-ready SOP template you can copy, edit, and adopt with your IRB and institutional policies.

Primary keyword: lab transcription SOP template

Key takeaways

• Define clear roles (Recorder, Requester, Transcription Lead, QA Reviewer, Data Steward) to prevent gaps.
• Standardize file naming, versioning, and handoffs to reduce lost files and wrong transcript versions.
• Use two-step QA (self-check + independent review) with a simple checklist.
• Set realistic turnaround SLAs tied to audio length, sensitivity, and workload.
• Store and archive audio and transcripts in approved systems and follow IRB/institution rules.

Scope, definitions, and compliance reminder

Scope. This SOP covers audio/video recordings created for research or lab operations and their transcription into text, including file handling, quality assurance (QA), secure storage, and archiving.

Applies to. All lab members and collaborators who record sessions, request transcripts, edit transcripts, or access stored files.

Compliance reminder. Follow your IRB protocol, consent language, and institutional policies for privacy, data retention, and approved tools. If your work involves protected health information (PHI) or other regulated data, use systems and vendors that your institution approves, and follow the safeguards required by applicable rules (for example, HIPAA in the U.S.).

For general background on HIPAA privacy and security concepts, see the U.S. Department of Health & Human Services HIPAA guidance: HHS HIPAA.

Definitions (edit to match your lab)

• Raw recording: Original audio/video captured during an interview, focus group, meeting, or observation.
• Working transcript: Transcript in progress that may still contain placeholders, unclear words, or formatting issues.
• Clean transcript: Transcript that meets the lab’s QA checklist and is ready for analysis or sharing per policy.
• De-identified transcript: Transcript with direct identifiers removed or masked as required by IRB/policy.
• Data Steward: Person accountable for storage, access controls, and retention schedules.

Roles and responsibilities (who does what)

Assign roles by name for each study and keep a short roster in your study folder. One person can hold multiple roles in a small lab, but the responsibilities should still be clear.

Core roles

• Recorder (Interviewer/Moderator): Records audio/video, confirms consent requirements, and captures session metadata.
• Requester (Study Coordinator/RA): Submits the transcription request, uploads files to the approved location, and sets deadlines.
• Transcriptionist (In-house/External): Produces the transcript using the lab format and confidentiality rules.
• Transcription Lead: Assigns work, tracks SLAs, and enforces naming/versioning standards.
• QA Reviewer (Independent): Checks the transcript against audio and applies the QA checklist.
• PI/Study Lead: Approves final transcript release for analysis and ensures the SOP matches the protocol.
• Data Steward (Lab Manager/IT liaison): Manages access permissions, storage location, backups, retention, and archiving.

RACI quick view (example)

• Record session: Recorder (R), PI (A)
• Submit request: Requester (R), Transcription Lead (A)
• Transcribe: Transcriptionist (R), Transcription Lead (A)
• QA review: QA Reviewer (R), PI (A)
• Store/archive: Data Steward (R/A)

Workflow overview (from recording to archived files)

Use the same workflow every time so you can audit what happened later. The steps below assume your lab uses a secure, institution-approved storage platform.

Step 1: Recording and session metadata

• Recorder confirms consent requirements (including recording and transcription) before starting.
• Recorder uses an approved device/app and saves a local backup only if policy allows it.
• Recorder completes a short session log within 24 hours (date, participant code, language, setting, and notable audio issues).

Step 2: Upload and intake

• Requester uploads the raw recording to the approved study folder within 1 business day.
• Requester checks that the file opens and plays, then locks the raw file as “read-only” if your system supports it.
• Requester submits the transcription request form (template below) and links to the file path.

Step 3: Assignment and transcription

• Transcription Lead reviews the request for completeness and flags any policy concerns.
• Transcription Lead assigns a transcriptionist and sets the SLA due date.
• Transcriptionist creates a working transcript using the lab formatting rules and tags unclear audio.

Step 4: QA review and revision

• QA Reviewer compares transcript to audio and completes the QA checklist.
• Transcriptionist or Transcription Lead addresses QA findings and produces the clean transcript.
• PI/Study Lead approves release for analysis if your lab requires PI sign-off.

Step 5: Storage, access, and archiving

• Requester (or Transcription Lead) stores the clean transcript in the designated “Final” folder.
• Data Steward applies access controls (least privilege) and confirms retention rules.
• When retention triggers occur, Data Steward archives and/or disposes files per policy.

File handling rules (naming, versioning, and storage)

Most transcription problems come from messy file handoffs. These rules keep your team aligned and make audits easier.

Approved file types (edit as needed)

• Audio: WAV, M4A, MP3
• Video: MP4 (audio extracted when possible)
• Transcript: DOCX or Google Doc (working), PDF (final if your lab requires), TXT for analysis imports

Standard folder structure (example)

• 01_Raw/ (read-only raw recordings)
• 02_Working/ (working transcripts, drafts, notes)
• 03_QA/ (QA checklists, issue logs)
• 04_Final/ (approved clean transcripts)
• 05_Archive/ (locked archive packages)

File naming convention (copy/paste)

Use a name that sorts well and never includes participant names. Keep it consistent across raw audio and transcripts.

• Format: STUDYID_SITE_PARTICIPANTCODE_SESSIONDATE_FILETYPE_VERSION
• Example (audio): S24A_MAIN_P012_2026-02-22_AUDIO_v01.m4a
• Example (transcript draft): S24A_MAIN_P012_2026-02-22_TRANSCRIPT_DRAFT_v01.docx
• Example (final): S24A_MAIN_P012_2026-02-22_TRANSCRIPT_FINAL_v01.docx

Versioning rules

• Use v01, v02, v03 (two digits) for all changes that affect content.
• Only the Transcription Lead (or designee) can create a FINAL version.
• Never overwrite raw recordings, and never rename them after intake.
• If you must correct a final transcript, create FINAL_v02 and document what changed in a short change log.

Storage and access controls

• Store files only in institution-approved locations (not personal drives or unapproved consumer apps).
• Grant access using roles (Recorder/Requester/QA) and remove access when staff leave the project.
• Limit sharing links, and disable public link sharing if your platform allows it.

Turnaround time and SLAs (set expectations without surprises)

Turnaround targets work best when they connect to audio length and risk level. Use a simple tiered SLA and let the Transcription Lead approve exceptions.

Suggested SLA tiers (edit to your lab capacity)

• Standard: due in 5 business days for up to 60 minutes of clear audio.
• Rush: due in 2 business days for up to 30 minutes of clear audio.
• Extended: due date negotiated for long sessions, multiple speakers, or heavy jargon.

What affects turnaround

• Audio clarity (background noise, overlapping speech, low volume).
• Number of speakers and whether speakers are identified.
• Specialized terminology (methods, drugs, instruments, local terms).
• Need for de-identification or redaction requirements.
• Whether you need timestamps or verbatim formatting.

Internal timeline checkpoints (example)

• T+1 business day: recording uploaded and request submitted.
• T+2 business days: transcription assigned, questions resolved.
• T+5 business days: transcript draft delivered (Standard tier).
• Within 2 business days of draft: QA review completed.
• Within 1 business day of QA: final transcript posted to Final folder.

Quality assurance (QA) standards and checklist

QA should catch the issues that change meaning, not just typos. A simple two-pass system helps: the transcriptionist self-checks, then an independent reviewer verifies against audio.

Decide your transcription style upfront

• Verbatim: keeps filler words and false starts (useful for conversation analysis).
• Clean read: removes most fillers but preserves meaning (common for thematic analysis).
• Intelligent verbatim (hybrid): removes obvious fillers but keeps emphasis and interruptions when they matter.

Speaker labeling rules (example)

• Use consistent labels like INT:, P01:, P02:, or role-based labels like MOD:, NOTE:.
• Mark overlapping speech with a short note like [overlap] when it affects meaning.
• Use [inaudible 00:12:35] for unclear segments and include timestamps only where needed.

QA checklist template (copy/paste)

• File match: Transcript matches the correct recording ID and session date.
• Completeness: No missing sections, cut-offs, or unmarked gaps.
• Speaker accuracy: Speakers correctly labeled and consistent throughout.
• Meaning accuracy: Key statements match audio; no paraphrasing that changes meaning.
• Terminology: Technical terms, names of instruments, and acronyms match study glossary.
• Numbers: Dates, dosages, measurements, and counts are correct.
• Timestamps (if required): Present and in the correct format.
• Formatting: Follows lab template (headers, margins, speaker turns, line breaks).
• Confidentiality: Direct identifiers removed or masked as required.
• Audit trail: Version number updated; changes summarized in a short change log.

Common QA pitfalls to watch

• Mixing up similar speaker voices, especially in group sessions.
• “Fixing” grammar in a way that changes meaning or tone.
• Leaving identifiers in the text when the protocol requires de-identification.
• Inconsistent treatment of jargon and acronyms across transcripts.

Templates you can use today (request form + change log)

Use these templates as simple Google Forms, Word documents, or a ticket in your lab’s tracking tool. Keep required fields short so people actually fill them out.

Transcription request form template (copy/paste)

• Study ID:
• Project name:
• Requester name and role:
• PI/Study Lead:
• Recording type: interview / focus group / meeting / other
• Recording date:
• Participant code(s): (no names)
• Language(s):
• Approx. length: (minutes)
• Number of speakers:
• File location link/path:
• Transcript style: verbatim / clean read / hybrid
• Speaker labels required: yes / no (specify)
• Timestamps required: none / every speaker turn / every X minutes / on [inaudible]
• De-identification required: yes / no (specify rules)
• Special terms/glossary link:
• Deadline tier: standard / rush / extended
• Notes on audio quality:
• Compliance check: I confirm this request follows IRB and institutional policy (checkbox).

Transcript change log template (copy/paste)

• File name:
• Version: v01 / v02 / v03
• Date:
• Editor:
• Reason for change: QA fixes / de-identification / formatting / other
• Summary of edits: (2–5 bullets)

Storage, retention, and archiving (keep it boring and documented)

Archiving should make files easy to locate later without making them easy to misuse. Your institution may require specific retention periods, so treat this section as a template that must be aligned with policy.

Storage rules (template)

• Store raw recordings separately from final transcripts to reduce accidental sharing.
• Restrict access to raw recordings more tightly than transcripts when appropriate.
• Keep a single “source of truth” location for final files, and avoid email attachments.

Archiving process (example)

• Trigger: study close-out, publication, or end of analysis phase (choose your trigger).
• Package: raw audio, final transcript, QA checklist, change log, and session metadata.
• Lock: move to an Archive folder with restricted permissions.
• Document: record archive date, retention end date, and disposal method.

Disposal (only if permitted)

• Dispose of files only when retention allows it and your IRB/protocol permits it.
• Use institution-approved secure deletion methods and document the action.

Common questions

• Should we transcribe in-house or outsource?
  Choose in-house if you have trained staff and predictable volume, and outsource if you need scalability or faster turnaround, while still meeting institutional requirements.
• Do we need verbatim transcripts for qualitative analysis?
  Not always, so decide based on your method and codebook, and document the choice in the request form.
• How do we handle de-identification in transcripts?
  Write clear rules (what to remove, what to mask, and what to keep), then include them in the request and QA checklist.
• What’s the best way to label speakers in focus groups?
  Use stable participant codes (P01, P02) and a short speaker map created during the session, then mark uncertain sections for review.
• Where should we store raw audio?
  Store it only in the approved study location with restricted access, and keep it separate from shareable analysis files.
• How do we prevent working drafts from being used in analysis?
  Use clear folder naming (Working vs Final), lock the Final folder, and require QA sign-off before analysis begins.

If your lab uses automated tools, consider a workflow where you generate a draft quickly and then run a structured review before calling it final. For teams comparing options, GoTranscript also offers automated transcription and add-on review support through transcription proofreading services.

When you’re ready to formalize your process, you can pair this SOP with a consistent ordering path and a single storage handoff. GoTranscript can support labs that need a repeatable workflow and dependable deliverables through professional transcription services.