Reporting Procedures and Technology
Procedure on the record
A reliable reporter controls the mechanics without controlling the substance. Administer the oath or affirmation, identify speakers, mark and describe exhibits, preserve objections and rulings, and make a clear record of interruptions, off-record requests, and read-backs. When a speaker is unclear, ask for clarification on the record rather than guessing. Track exhibit numbers and ensure descriptions match the item marked.
Technology and production
Computer-aided transcription, realtime feeds, and audio backup support accuracy but do not replace the reporter's judgment. Maintain updated dictionaries and job-specific include files, back up files securely, and protect confidentiality with access controls and encryption. Verify page and line formatting, headers, certification language, and delivery deadlines. For remote proceedings, confirm audio quality, speaker identification, and a backup connection before the record begins.
Traps
Common failures include transcribing off-record sidebar chatter, assigning a statement to the wrong speaker, omitting an exhibit identifier, relying on memory instead of notes, and failing to preserve original files. Do not silently repair an ambiguous answer; flag it. Do not assume an audio file is a complete record if it starts late or drops out.
Worked example
Two attorneys speak at once. Instead of inventing a clean quotation, note the overlap (for example, '[multiple speakers]' or '[crosstalk]') and, if necessary, ask for a repeat on the record.
Rule of thumb
If it is not clearly captured and verifiable, do not guess: preserve what you have, flag the problem, and seek clarification on the record.