IRB Protocols and Transcription: Avoiding Common Pitfalls in Research

conducting a research study involving human participants, chances are you’ve already encountered the complex world of IRB (Institutional Review Board) protocols. From drafting proposals to designing consent forms and ensuring ethical data handling, your workload is already intense.

But here’s something that often gets overlooked: transcription. Yes, the simple act of turning your audio interviews or focus groups into written text can actually trip you up when it comes to IRB compliance. Sounds surprising, right? You’d be amazed how many research teams run into issues here.

Let’s break it down and talk about the most common mistakes researchers make when it comes to transcription in IRB-approved projects. More importantly, let’s cover how you can avoid them.

1. Forgetting That Confidentiality Doesn’t Stop at the Interview

So, you’ve reassured your participants that everything they say will remain confidential. That’s a great start. But what happens when that audio gets handed over to someone else for transcription? If that transcriptionist isn’t bound by confidentiality or trained in handling sensitive research data, your entire study could be at risk.

Even worse, if any personal identifiers sneak through into your final transcripts, like names, locations, or medical conditions, you could unintentionally violate your IRB agreement.

How to avoid this: Work with a research transcription service like Qualtranscribe that is experienced in research transcription and follows strict data security practices. We ensure that all transcribers sign NDAs and that transcripts are de-identified when necessary.

2. Leaving Transcription Out of Your Informed Consent

You may have gotten the green light to record interviews, but did you clearly state in your consent forms that those recordings would be transcribed, possibly by a third party? It might seem like a small detail, but IRBs are picky for a reason. Participants deserve to know who might see or hear their words, even if it’s just someone typing them out.

How to avoid this: Ensure your informed consent forms include transcription as part of the data handling process. Be transparent about how recordings will be stored, who will transcribe them, and what safeguards are in place.

3. Using Non-Compliant or Insecure Transcription Tools

Automated transcription tools are fast, cheap, and right there at your fingertips. But when you’re dealing with human subjects research, that convenience could come at a cost. Many of these platforms aren’t designed with IRB-level data protection in mind. Some store files on unsecured servers or even use your data to train their algorithms.

How to avoid this: Use a secure transcription service that offers encryption, secure file uploads and downloads, and data deletion after your project wraps. At Qualtranscribe, we take data security seriously. We understand what’s at stake for your research and your IRB status.

4. Assuming Transcription Quality Doesn’t Matter That Much

Inaccurate or incomplete transcripts can distort qualitative data, leading to flawed analysis and conclusions. IRBs may question the credibility of your findings if there are concerns about transcription integrity. Misheard words, missed context, or sloppy formatting can skew your results, especially in qualitative research.

How to avoid this: Invest in professional, human-powered transcription service that captures every word accurately and in context. At Qualtranscribe, we understand research language, accents, and the importance of detail. We ensure transcripts are verbatim, timestamped (if needed), and reviewed for quality assurance.

5. Delays That Disrupt Your Research Timeline

You probably already know this, but IRB timelines aren’t very flexible. If transcription takes longer than expected, it can delay your coding, your analysis, and your final submission. That pressure adds up fast, especially when you’re juggling other deadlines.

How to avoid this: Plan ahead and partner with a transcription team that offers fast and guaranteed turnaround times. We’ve worked with researchers on tight schedules, last-minute revisions, and everything in between. Just let us know your timeline and we’ll help you meet it without compromising on quality or compliance.

Final Thoughts: Transcription Is More Than Just Typing

Transcription may seem like a small part of your research process, but it can have a big impact when it comes to IRB compliance. Avoiding these common pitfalls helps protect your participants, your data, and your research integrity.

Need help with your next research project? Let’s talk. You can reach us at support@qualtranscribe.com.