Technology, Cybersecurity, and Records Retention for Court Reporters
Technology, Cybersecurity, and Records Retention for Court Reporters
This domain tests safe handling of digital records: audio, steno notes, CAT files, transcripts, exhibits, and client data. A breach or lost file can expose testimony, medical information, and personal identifiers.
Core rules
- Use unique passwords, multi-factor authentication, full-disk encryption, and current security patches on all devices. Encrypt transcript files in transit and at rest.
- Separate job folders by case; limit access to authorized staff. Do not use personal email or consumer file-sharing for confidential records.
- Back up to at least two locations, one offline or immutable. Test restoration, not just backup creation.
- Keep audio and steno notes for the period required by court rule, contract, or litigation hold, whichever is longer. Do not destroy material under a hold.
- Redact personal identifiers when the rules require: Social Security numbers, financial accounts, dates of birth, minors' names, and medical details.
- For remote proceedings, use the approved platform, verify participants, mute unneeded devices, and record only with consent or authority.
- Have a breach response plan: contain, assess, notify, and document.
Worked example
A reporter's laptop is stolen from a car. The transcript files are encrypted, but the laptop also holds audio for an open case. The reporter reports the theft to police, notifies the court and counsel as required, confirms that the encryption protected the files, and preserves backup copies for the case. Reasoning: encryption reduces harm but does not erase the duty to notify and preserve. The reporter does not delete the case from the backup to clean up because the record must remain available.
Traps
- Assuming a cloud sync is a backup.
- Sending unencrypted transcripts to a personal address.
- Deleting notes once the transcript is delivered while a litigation hold is active.
- Recording a remote hearing without authority.