This problem often arises during an attempt to transfer files from court reporter to scopist.  The files are too large to transfer via most e-mail systems.  Some broadband Internet Service Providers do allow file attachments of unlimited size, but both sender and receiver have to have an ISP that provides that service.  Scopists without access to high-speed Internet connections can also use companies like Kinko’s to download files from the Internet.
 
 

There are six methods for transferring .wav files: copying files to a disk; using an instant messaging service (IM); using an online storage account; using file transfer protocol (FTP); constructing a personal Web site to upload and download files; and using T3 Software (designed to transfer files between court reporter and scopist).  There is a graph comparing each method at http://www.cnaffin.com/transfer.html.
 
 

This article, part 1 of a two-part series, describes the easiest method, one of the most commonly used methods, and the fastest method.
 
 

The easiest is copying files to either a Zip drive disk, CD-R or CD-RW, or using a USB flash drive.  The disk or flash drive is then mailed to the scopist.  The setup costs for this method are the cost of the hardware and the cost of the disk.  The technical ability needed to use a Zip drive or flash drive is low -- just copying files.  CD-R or CD-RW may involve slightly more technical ability, setting up the CD disk to be read by other CD-ROM drives and changing the settings of the files so that the files can be copied onto the scopist’s hard drive.  Using a flash drive is simple, but there is a cost consideration.  Mailing a flash drive costing $90 to $140 to the scopist may not be practical.
 

Using any of the above methods involves the time it takes to mail the disk to the scopist, but neither scopist or court reporter has to have any type of Internet connection, high-speed or otherwise, or deal with firewall problems.  Tech support is also limited to the operating system on the computer and whatever hardware is being used to copy files.  The capacity of the disk is the only limit to the size of the file transferred.
 
 

One of the mostly commonly used methods is Instant Messaging.  There are six major IM services, all free, that can be used:  AIM, ICQ, IRC, MSN, Yahoo, and Trillian.  Trillian has the advantage of being able to set up service with any of the other five.
 
 

Both the court reporter and the scopist have to download the program from the Internet, install, and set up the program, which is not difficult but does require some ability to install programs in Windows.  The advantages of this method are that it’s free and there is no limit to the size of file being sent.
 
 

The disadvantages are that tech support is very limited, and both the scopist and court reporter have to be connected to the Internet at the same time.  A high-speed Internet connection is a big plus.  Although sending files using a dial-up Internet connection is possible, problems with disconnection and the length of time it takes to transfer a file are big disadvantages.  There are also virus problems, and firewalls may have to be disabled.
 
 

T3 Software is the fastest option.  Installation and using T3 software is very simple.  There are step-by-step usage instructions on the Web site and additional tech support available.  There are no size limits.  A high-speed Internet connection is still best with this software, but a dial-up Internet connection is a definite possibility here.  There are no firewall or virus problems.
 
 

The biggest advantage to this method of transferring files is the transfer speed.  Downloading an 80MB file (unzipped) took three minutes using a DSL connection and only 33 minutes using a dial-up connection.  Using the same file, after it had been zipped using WinZip, the DSL download time from SwapDrive was 13 minutes.  The upload times are dramatically different also.  There is a chart showing different upload and download times using SwapDrive, T3, and FTP at http://www.cnaffin.com/transfer.html.  The biggest disadvantage is the cost.  But since it varies, be sure to check it out completely.
 
 

In part 2, coming in the next issue, we will discuss the other three methods of transferring .wav files:  online storage, another commonly used method; FTP, which needs more technical ability; and a scopist using a personal Web site.
 
 
 

Transferring .wav Files
 
 

Part II

Published September 2003 – NCRA – Journal of Court Reporting
 
 

The first of this two-part article discussed three methods of transferring .wav files:  copying files to a disk, using instant messaging, and using T3 Software.  Three other methods are used to transfer .wav files:  online file storage, file transfer protocol (FTP), and creating a personal Web page.  There is a graph comparing each method at http://www.cnaffin.com/transfer.html.
 
 

Using an online file storage service is a very common method for transferring files.  The major companies are SwapDrive, Whalemail, XDrive, and ZapWays.  Two other companies that have a different setup are FEDUPS and Spanning Tree.
 
 

SwapDrive, Whalemail, and XDrive provide similar services, with prices ranging from $7.50 for 100MB to $49.95 for 1,000MB.  All three of these services have a restriction listed in their terms of use, limiting uploading files to the account only by the account holder.  This is a consideration for a scopist.  ZapWays’ monthly prices are 250MB for $9.95 to 2GB for $34.95.  ZapWays has a slightly different setup, allowing multiple users access to the account.
 
 

The technical ability needed to use any of these services is low, but there are connection difficulties and tech support is limited in some cases.  A high-speed Internet connection is a definite plus, although it is possible to use a dial-up Internet connection.
 
 

FEDUPS is similar to using a service like FedEx, but it sends digital files through the Internet.  FEDUPS charges a monthly fee of $9.95 with a transaction fee of $.50 per file transfer or a single-use registration fee of $7 with a transaction fee of $3.
 
 

Spanning Tree’s charges range from free for zero storage and five transfers per month to $9.95 per month for 80 transfers and 100MB storage.
 
 

Another method of transferring files is file transfer protocol, or FTP.  There are many different programs available online using this type of protocol.  Some of these programs can be downloaded for free, and others cost $30 to $95 to purchase.  CuteFTP, Reflection FTP, and WS_FPT Pro are just three of the programs that can be used to transfer files.  Usually when using FTP, the files are uploaded to a website, but CuteFTP has a feature called site-to-site transfer.  Both the sender and the receiver must have CuteFTP installed on their computer.
 
 

A higher level of technical ability is needed to use these programs, and the tech support available ranges from none, to a yearly fee for support, or pay-per-incident support with CuteFTP.
 
 

A high-speed Internet connection is best for this type of service, but a dial-up Internet connection can be used, with the same warnings of disconnections and poor-quality connections.  CuteFPT has settings to bypass firewalls, but using most FTP programs may require turning off the firewalls.  There are no monthly fees to use the FTP, but most FTP programs require a Web site to store the file, and there is a monthly fee to maintain a Web site.
 
 

Finally, here is the last method of transferring .wav files.  Scopists can build their own personal Web site with the capability to upload and download files.  Scopists can do the designing themselves or hire a Web designer.  The setup cost for this is $150 to $800, depending on who is creating the Web page.  The web page can be set up to accept files from FTP or to upload files using online file storage.  The yearly cost for a Web site is $150 and upwards, depending on which Web hosting service is used.
 
 

The technical ability that a reporter needs is very low if FTP isn’t used.  The scopist does need some technical ability, and even if the scopist hires a Web designer to create the Web site, the scopist does need to maintain the Web site.  A knowledge of HTML is a must.
 
 

In summary, there are some low-tech, low-cost ways and some high-tech, high-cost ways to transfer files, but there is definitely a cost to transferring .wav files.  Each option has advantages and disadvantages.  Any option that’s used has to fit within the schedule of the scopist and the reporter and within the budget of whoever is paying for the service.  And the scopist has to decide if this is a service he or she is going to offer or if the reporter should pay for it when the reporter wants the scopist to use the .wav file while scoping or proofreading a transcript.
 
 
 

Cindy Naffin
Thousand Oaks, CA
 

cindynaffin@earthlink.net

Copyright © 2003 Cindy Naffin Scopist