If you are a stenographer, court reporter, or professional transcriber, creating deposition transcripts can determine the direction of a lawsuit. You must make sure that you capture every detail accurately and precisely. 

Court reporters are human, meaning they are not immune to making mistakes. That is why it is always a good idea to review your deposition transcripts before trial to eliminate any errors and ensure that the information therein is accurate.

Here are a few tips on how to create quality deposition transcripts:

Check for spelling mistakes

Stenographers work phonetically when recording depositions. This means they are likely to make so many spelling mistakes in the first draft. You should, therefore, give the court reporter a list of phrases or words they might come across during the deposition process. This is particularly important if you are working with the court reporter for the first time. Your list of phrases can help the reporter avoid spelling mistakes.

Enunciate your words

One of the qualities of a good court reporter is the ability to type words quickly and accurately. Court reporters can type at speeds of up to 200 words per minute. However, this means you need to speak your words clearly all the time to ensure the reporter captures accurate records. You should avoid speaking over others and instead enunciate your words. This will guarantee that there is a consistent flow and that whatever is transcribed is as accurate as possible.

Avoid using sounds

Even though stenographers work phonetically, you should avoid using strange sounds when creating depositions. In essence, avoid using sounds like uh-uh, ah, or yah when trying to say no or yes. Try to use words as much as possible to make everything clear and avoid delays. In any case, sounds do not have shorthand notations, and this might make it difficult for the stenographer to produce accurate transcripts. As a reporter, you should clarify anything that seems unclear and encourage your clients to use words instead of sounds.

Work with an experienced court reporter

The quality of your transcript can make or break a case. You should, therefore, work with an experienced court reporter if you want to have an excellent set of transcripts. An experienced stenographer has what it takes as far as producing accurate reports is concerned. They know what guidelines to follow and they are highly trained in transcribing in a variety of formats.

Make sure the reporter identifies everyone correctly

If you want to start your depositions on the right note, then you must make sure that you identify yourself and get to know the identity of everyone present. This will include, the witnesses, attorneys, videographers, and everyone else in the room. The reporter must identify everyone correctly in their transcripts to avoid discrepancies. They must also state the name of the case, date, exhibit numbers, and every other relevant detail. 

Focus on your job

Whether you are a court reporter or an attorney, having a sense of focus on the task at hand will ensure that you produce quality deposition transcripts.

So what are the rules for video conference recordings in court?

Well, the court may allow you to use the recording of a video conference to preserve testimony. However, you have to plan adequately, considering that video conference recordings are not the same as typical video recordings made by a legal videographer – they have to meet certain specifications, and must possess particular features for the court to allow these recordings.

Therefore, for a video conference recording to be admissible in court, it must capture the sound and image from the conference, including any variations e.g. lags, static and delays. This is very important, since anything that may cause the testimony to appear erroneous, flawed, disjointed or inaccurate could make the video conference recording inadmissible.

Additionally, a video conference must comply with the Civil Rule 30 (b) (8) procedures that provide an outline for video recording of depositions and interrogations. The rule states that you may video record a deposition of any witness or party without leave of court if you have a written notice served to all parties involved not less than 20 days before the date of deposition.

The recording will in most cases require a court order for it to be admissible in court. Alternatively, you may request for a stipulation in order or a written notice before you can present your video conference recording. If your recording complies with all the requirements, it is highly likely that the court will find it admissible.

Most importantly, you must seek permission from the court to conduct a deposition using video conference recording in accordance with Civil Rule 30 (b) (4) and Civil Rule 30 (b) (7). Moreover, both parties should have a formal agreement in any provision that clearly designates the person who will take the deposition before the court proceedings commence. This is a requirement according to Civil Rule 30 (b) (4).

Previously, it was somehow difficult for courts to allow depositions via video conference recordings. Fortunately, this is no longer the case. Following changes in the law, video conferencing with witness is now a viable option. You just need to follow the rules for your recordings to be admissible in court.  

So why are video conference recordings popular in most courts?

 Using video conference recordings in court is not only convenient, but also cost effective. It can go a long way to improve the process of administering justice, and saving on costs spent on bringing witnesses to court for deposition and interrogation. You therefore need to ensure that your video conference recordings comply with all the rules and requirements. In addition, all parties involved in the case must agree to the use of this type of technology before the commencement of court proceedings.