Transcript Preparation and Recordkeeping
Producing the Transcript
Transcript preparation requires consistent formatting, accurate speaker identification, correct pagination, and a certification page. Reporters must preserve notes, audio, and draft files according to retention requirements, and must ensure the certified transcript matches the record.
Concepts to Master
- Format: Title page, appearances, index, body, and certificate; consistent line numbering and page format.
- Accuracy checks: Proofread; verify names, exhibits, and technical terms; mark inaudible portions clearly (e.g., "(inaudible)") rather than guessing.
- Certification: The reporter's certificate attests accuracy; sign and date it.
- Retention: Keep stenographic notes, electronic files, and backups for the required period; secure storage protects against loss.
- Corrections: Use errata or court-approved procedures; document changes.
- Confidentiality of files: Protect sealed and restricted content.
Common Traps
Questions may suggest guessing at unclear words-never guess; mark as inaudible and, if needed, seek clarification on the record. Another trap: failing to retain original notes after producing a transcript-retention rules still apply. Watch for items about altering pagination or omitting exhibits from the index.
Rule of Thumb
If you cannot hear it clearly, do not invent it-mark it and preserve the source. Keep originals and backups for the full retention period, and treat the certificate as a sworn statement.
Worked Example
A name is unclear in audio. Instead of guessing spelling, the reporter marks it phonetically or as inaudible, and if material, requests clarification on the record. The transcript notes the uncertainty transparently, preserving integrity.