Basic Tips for Choosing Quality Court Reporting Firms

Court reporting firms are relied upon by various types of clients such as law firms, educational institutions, Fortune 500 companies, and governmental agencies to provide top-notch court reporters who are highly skilled in complex litigation, hearings, arbitrations, and all types of meetings and public hearings. Most firms focused on providing a full range of services that include realtime court reporting, centralized scheduling, billing and archiving, world class transcripts, on time delivery, scheduling of complimentary conference rooms, videography, videoconferencing and teleconferencing.

There are some points to be considered when choosing a court reporting firm in order to ensure that you get the highest level of reliability, quality and experience.

Expertise of Court Reporters

Aside from the minimum qualification of a CCR license, there are other essential qualities that a court reporter should have:

Excellent vocabulary and strong grasp of grammar rules to be able to recognize, process, and spell tricky terms that are commonly used in a court room, business meeting or government hearing.

Basic knowledge of the court system to be able to perform official acts such as swearing in witnesses and marking exhibits.

Above-average computer skills to be able to operate digital recording and audio equipment, and also proficiency in computer programs and technical skills to be able to quickly troubleshoot problems on location.

Quality Transcripts

Make sure that court reporting firms provide high quality transcripts that comply with the minimum transcript format standards set forth in state or local rules of court or following the guidelines set by the state licensure board. Most important of all,  they must guarantee the accuracy of information and that the record is free of errors, gaffes, and omissions.

Good Reputation

Check out their body of work and referrals and if they are associated with reputable law firms, legal professionals and industry leaders in the country. Court reporting firms that have a number of years of experience usually have a long list of highly regarded clientele that use their services again and again.

Professional Support

The best court reporting firms are known to provide excellent customer service. Support service is set up with friendly, professional and real, live people that are on-call to chat or speak with you, particularly for last-minute scheduling needs. They provide direct personalized service to ensure that each client’s needs are met and their expectations are exceeded while maintaining the highest degree of integrity. Also make sure that procedures are in place to easily contact them and they provide confirmation or touch base with you immediately after you schedule for any service.

Flexibility

You’d also want to take into consideration that the firm is able to provide services in the areas that you need. Many court reporting firms advertise that they cover state-wide or nationwide depositions, but are they able to do so even if they  do not have actual physical locations in those towns? Many agencies offer offsite court reporters who can travel and can meet requirements for remote depositions in several locations. 

In order to be successful and to ensure repeat business that will bring in a steady income, many court reporters today choose to become affiliated with one or more court reporting firms, either as an independent contractor or as an employee of one firm. This strategic partnership enables an individual independent court reporter to have access to resources that otherwise he cannot afford and position him to provide clients with more and better services.

The Many Benefits of Using Remote Court Reporting Services

Remote court reporting services are slowly gaining popularity in the legal industry. A few months ago, we heard about a trial court in southern Arizona being the first local courtroom to utilize the new technology in the country. After its test launch proved successful, other courtrooms in cities nationwide are looking into launching their own pilot programs to test the application of remote recording systems in their own judicial system.

Remote court reporting allows stenographers to record court proceedings from an offsite location in real time. Further, the new technology allows everyone who is involved in a deposition, but is a long distance away from the courtroom and cannot attend in person to still participate in court procedures simply by connecting to the Internet using their webcam-equipped computers or mobile devices.

It is a virtually new technology that still has a long way to go, but already offsite reporting services are helping to address many challenges that are facing a growing number of trial courtrooms all around the world. The advantages are many, which includes:

Reduction in travel costs - It extends the reach between attorneys, their clients and the courtroom and allows everyone to participate in remote depositions at the same time even though they are not in the same place, thus significantly cutting down expenses needed for travel.

Improved efficiency - Traveling may require a number of days flying in and out of town to attend a deposition, which can affect everyone’s productivity and efficiency. Attorneys, for instance, would need to spend at the very least three full days out of the office because of travel requirements when this time can be spent more productively reviewing case records. In other instances, maybe a judge would decide at the last minute that the case needs more expert testimony to prove the facts, but gives the attorney just a few days to get it. The witness is willing to testify, but lives hundreds of miles away from the location of the hearing. With remote conferencing technology, the witness can be in the courtroom to give testimony on the very day of the hearing, although not physically and from a distance.

Flexibility - Remote connections are accessible through a variety of devices and can be set up whenever and wherever needed, and can be used from any location worldwide.

Ease of use – Remote setups are convenient and easy to use.  Participants can simply connect to any desktop computer, laptop, or tablet with an internet connection, click a few buttons to log in and may be able to participate in the proceedings.

Security – Remote applications are capable of delivering information through a secure, enterprise-grade cloud deployment. This protects information or data by converting it into code to prevent unauthorized access and allows conferencing to take place even in multiple locations with maximum privacy and safety.

Record keeping – Many teleconferencing facilities are capable of streamlining and recording legal proceedings in real time. These recordings are converted into electronic files which attorneys and judges can access and review at any time even after the deposition has ended its session, allowing them to make better decisions about how to manage court cases.

Using remote court reporting services can be an efficient and economical option for holding and participating in a deposition.Judges, attorneys and witnesses can schedule at their convenience, participate from anywhere there is an Internet connection and also communicate and interact with one another just as if everyone were in the same room.

On The Record Court Reporting

Anyone involved in the legal realm would definitely know the important role court reporters, otherwise known as judicial reporters play especially in court reporting Ontario proceedings. You read it right. While many of us think that the important characters in any legal proceedings are limited to the lawyers, judge and jury – as they determine the outcome of a case, not a lot of people realize that court reporters are an essential part of the legal scenario.


Court reporters are those who we knew before as court stenographers or short hand or law reporters. A court reporter’s primary responsibility is the accurate transcription of spoken or recorded speech as they happen in the proceedings, into a written format using a variety of ways, including shorthand or stenography through stenotype machine, computer-aided transcription device or a digital audio equipment. The exact transcription becomes a valuable tool or instrument for the justice system.


Court reporting is a profession that requires specialization in converting the spoken word into readable information and making them available for search and archiving. While court reporters usually sit in a deposition in law offices or inside the courtroom to provide verbatim transcription of the proceedings, they also render their services beyond the courtroom and into the private walls of businesses during executive proceedings or shareholder’s meetings.


Most of the time, court reporters are referred to as record guardians since they present an impartial role in the legal proceedings by merely capturing the spoken words of everyone involved in the court proceedings. They are responsible for protecting the integrity of the transcribed records. They are trained to be neutral and having no personal interest in the resulting outcome of any proceedings. Court reporters are individuals trained at achieving highest level of accuracy in the transcribed records based on what was said and spoken during the proceedings. They are also trained to leave off-the-record discussions out by turning their equipment off so that they don’t include confidential or off-the-record conversations. They should be able to provide certified transcripts readily.


The verbatim transcription of the entire legal activity becomes the official transcript or record which helps safeguard the legal process. Any party in any legal proceeding may access the official transcript as and when they deem fit and necessary for their case. These transcripts help lawyers in preparing for trial or appeal.


In the United States and Canada, it is said that the future of court reporting is slowly but surely moving out of the august halls of the courtroom. Court reporters have started to shift to digital reporting. A court reporter, instead of being physically present in a courtroom, can now use an audio recording device to listen to and prepare the official transcripts in the comforts of his office or home. Different from previous practices, Alberta now requires court reporters only during jury criminal trials while the courts in Ontario are gradually replacing court reporters with monitoring positions.


Given the new trends and spin-offs that evolved from traditional court reporting practices, it is not to say that traditional court reporters are pushed into the backseat. While it is true that many courtrooms are now installed with digital audio recording equipment as dictated by technology advancement, traditional court reporters remain to be very valuable particularly in cases that require or demand speedy transcript of the proceedings. Court reporters who are present during the proceedings have firsthand knowledge of what was said and therefore transcribed accurately. A digital recording device can neither ask for clarification when needed nor mark exhibits into evidence. Only a court reporter present in the courtroom is able to do that.


So even with the so-called digital shift, court reporters are here to stay and will remain to be an integral part of court reporting Ontario legal proceedings.

Different Types of Court Reporting Services

From the courtroom to broadcast television, there are various types of court reporting services that a court reporter can do. Gone are the days when their professional career was just confined to the legal field. Nowadays, their world has moved to a more global workplace with job opportunities from all across the world that are both challenging and very well-paid.

Let’s take a look at some of the services that a court reporter can offer:

Transcription services

Court reporters are hired in court proceedings and in legal depositions to create a word for word record of everything said. When requested, they also take note of the gestures made by the speakers. In the transcription process, everything is first recorded by typing into a stenotype machine. After which, the steno notes are translated into understandable words. Then, proofreading is done to check for any typo errors, paying particular attention to technical terminology and people’s names. Finally, the translated notes are submitted as the final transcript and will become the official record of the proceedings or event.

Transcription services are available not just for the legal community, but can also be made for police statements, witness statements, interviews, 911 calls, voice mail messages, web meetings, etc. Experienced court reporters can convert any file format, such as DVDs, videos, digital recordings, audio files, cassettes, micro-cassettes and even VHS recordings into high quality transcripts.

Broadcast Captioning services

Court reporters can also use their court reporting skills to provide broadcast captioning, also called steno captioning. This is a type of service wherein audio is immediately translated into readable text that can be displayed in any language format in live television programs for viewers who are deaf or hearing-impaired and also for viewers whose first language is different from the language being used. Broadcast captioners can work in local stations, national networks, and cable channels and can caption any types of live broadcast, such as the news, emergency airings, sports events, entertainment programs and other real-time programming. Federal law mandates captioning of live TV programming throughout the Canadian broadcasting system, and so this creates numerous career opportunities for court reporters with these skills.

CART services

CART is a method of converting speech into text. It is very useful for people with disabilities and who require verbal communication to be enhanced with text for them to be able to understand. This method is commonly used in broadcast captioning, but nowadays these services have expanded into many settings, such as classrooms, community events, business meetings, government functions, internet webcasts, corporate training sessions, courtrooms, and conventions and conferences. A common situation these days is hiring CART professionals as personal translators or interpreters, i.e. a deaf or hard-of-hearing client will retain the services of a CART reporter to accompany him to college classes in order to provide instant translation of speech into text by using a stenotype machine that is connected to his laptop computer.  

Webcasting services

Webcasting services allow video, audio and scrolling transcript broadcasts to be done via the internet. This service is particularly useful and cost-efficient when parties involved are spread out across the country or across the globe. You can hold just about any event through a webcast - sales meetings, press conferences, product introductions, and technical training seminars, etc. Remote participants can see words appear on a wide screen or on each computer, they can speak into telephones or microphones, interact through chat messages, and present and view documents, such as financial earnings reports, sales figures, product portfolio, etc.

Videography

Videography has become an essential court reporting service, particularly in litigation for clients who require videotaped depositions. In these types of services, both a court reporter and a legal videographer, also called a Certified Legal Video Specialist, will be present for the deposition that is set on a particular date.

Court reporting services are no longer limited to litigation support. Advanced technology and equipment now enable court reporters to provide many other types of services that were once beyond their scope and qualifications. Whether the client needs accurate court reporters for local or out-of-town depositions, transcription services, or interpreters, they can uniquely tailor their services to meet every need.

The Different Services that Court Reporting Firms in Whitby Provide

In Whitby, court reporting firms provide different types of clients who require court reporters for different skill sets for different types of cases. A client who may need to make a case using video depositions, for instance, can simply contact a firm that offers professional video depositions and legal services, and the firm can then connect him with a Certified Legal Video Specialist (CLVS) located in his area. Or perhaps there is a need to book a deposition in The United States or Europe, the court reporting firm can be used to provide the manpower and technology to remotely produce reports that the client needs in a timely and accurate manner. In essence, court reporting firms act as go-betweens, linking clients to the right types of court reporter who have the skill sets and experience levels required for the job at hand.

Court reporters are generally classified into two types. There are those who work individually as sole practitioners, and enjoy the flexibility to put in either full time or part time hours and work for a limited number of clients. The second type are those affiliated with court reporting firms, either as an independent contractor or as an employee of the firm.

Over the years, it has become necessary for independent court reporters to become affiliated with a court reporting firm. This is because the scope of court reporting services has widened. Court reporters no longer just cater to legal professionals, but are also in demand in broadcasting, journalism, and politics. The geographical needs of clients have spread out across continents and work hours overextended from the set 9-5 desk job. And most important of all, is the requirement to be able to supply clients with the latest technology required for fast, consistent reporting. Technology concerns alone can make it virtually impossible for the independent court reporter to meet client demands. You’ll need huge amounts of time and financial resources to learn a whole new set of skills to remain competitive, and also to purchase and acquire necessary equipment to be able to provide related services.

It is just not possible for an independent court reporter with limited means to be able to do this on his own. Every court reporter does not have the same skills and won’t have the same resources available to utilize.  A court stenographer, for example, will not have the skills of a broadcast captioner or a Certified Legal Video Specialist. He probably may be able to acquire new skills, and may have the money to procure the technology needed, but certainly he can’t be in two places at one time to serve many different clients.

Court reporting firms, however, will have the resources and connections to supply different demands for various services. These agencies supply law firms, attorneys, corporations and other organizations with a select pool of court reporters who are pre-assessed to provide technologically advanced services such as video depositions, subpoena services, real-time reporting, e-mail transcripts, imaging, and much more. Affiliating with court reporting firms in Whitby can definitely prove to be very advantageous to a sole practitioner nowadays as this will allow him to develop strategic relationships with organizations that can position him to provide his clients with more and better services.

The Methods of Court Recording in Whitby

Court recording in Whitby is a highly skilled profession that involves creating word for word transcriptions of recorded speeches, court hearings, sworn proceedings, depositions, conversations, meetings, and other events. The main difference between different types of court reporters is in the method they use for making the record.

There are three common methods use for creating official transcriptions: stenographic reporting, voice writing, and electronic court reporting.

In stenographic reporting, the court reporter makes use of a stenotype machine to record every word that is being said in the courtroom. The stenotype reporter presses several keys on the machine simultaneously to type stenographic shorthand, a standard combinations of letters that represent words, phrases, or sounds. After recording, reporter translates shorthand recordings into readable text form to produce official records of spoken words. Nowadays, shorthand symbols are recorded electronically and instantly translated and displayed as readable text using a software system called Computer Aided Transcription or CAT. In real-time court reporting, the stenotype machine is simply connected to computers and as the reporter types in the shorthand symbols, these are instantaneously converted into plain words that appear on television or monitor screens right away.

In voice writing method, a voice writing reporter records what he hears by speaking directly into a Stenomask, which is a hand-held mask with a built-in microphone. He simply repeats testimony or speech word for word by speaking into the mic, the mask prevents him from being heard and also helps block off any background noise. The voice recording is then converted into readable text document by using speech recognition software.

The method of electronic reporting, also called digital court reporting, uses digital audio equipment or analog tape recorders with multi-channel capabilities to record speech. The electronic reporter simply monitors the functioning of the equipment, notes down identity of the speakers, and listens throughout the proceedings to guarantee accuracy and clarity of the recording. The digital recording is then transcribed into written transcript, and can be done either by the reporter himself if he has acquired special skills in electronic transcription, or another person who is a certified transcriber is called on to do transcription.

Each method of court recording requires different training to develop specific skill sets. It’s important to be clear on the method you wish to use if you are thinking about pursuing a career in this field so you can direct your career growth properly. Although court recording does not require a four year degree, it involves technical training, achieving certification designation and continuing education credits.

Employment opportunities for court recording are projected to grow by 10 percent until 2022. Those who wish to work in industries outside of the legal realm can do so in government agencies, in television programming and in broadcasting as long as they possess additional skill sets for broadcast or real-time captioning, Communication Access Real-time Translation (CART), and/or webcasting services. No doubt, there is a bright future ahead if you wish to make a career out of court recording in Whitby.

How Certified Court Reporters in Whitby can Obtain Certification

certified court reporters whitby

Certified court reporters in Whitby can have a very well-paid career. In the first year, they can earn a starting salary of $40,000, and with more years of experience on their belt they can earn more or less $100,000 a year. Aside from the legal realm, court reporters can also find many opportunities that cater to their expertise. They can engage in translation services, in real-time and broadcast captioning services and more.

Court reporters today are required to obtain a certain level of education to develop specific skill sets and also have current knowledge of technology to become competitive in the marketplace. Typically, court reporters get a diploma for associate degree programs such as court reporting or stenography and then obtain licensure and certification.

Educational requirements includes proficiency in the English language, basic grammar, spelling, capitalization, and punctuation, as well as legal terminology. Those who wish to extend their scope to medical transcribing are required to learn general transcription. Most court reporting education nowadays will include training in stenography and voice writing software in order to keep up with modern technological developments,.

In Canada, only two schools are registered with the National Court Reporters Association, which is an internationally recognized group that identifies schools  from all around the world that offer high quality court stenography programs. These two schools are NCRA-certified, the Northern Alberta Institute of Technology and The Canadian Centre for Verbatim Studies (CCVS) located in Toronto.

Court reporters with certification have the greatest chance for career growth. Certification requirements will vary from state to state. Certified Court Reporters in Whitby, Ontario, for example, can earn CCR designation in any of these three certification agencies:

1. The Court Reporters' Association of Ontario (CRAO) – You must register and become a member of the CRAO and pass a two-part exam to earn your CCR designation. 
2. 
   The National Court Reporting Association (NCRA) - Take the NCRA Certified Realtime Reporter (CRR) skills test that requires applicants to transcribe a two-voice question and answer at 200 words per minute with a 96% accuracy to earn CCR status. 
3. 
   Chartered Shorthand Reporters’ Association of Ontario - The CSRAO certification will require candidates to pass the NCRA’s Registered Professional Reporter (RPR) knowledge and skills test, plus a Canadian knowledge test.

There are numerous advantages once a person achieves CCR certification. It signifies a level of expertise and professionalism in the field of court reporting, a distinction that you can take anywhere that gives you a competitive edge in the marketplace.

Credentials and continued education are an essential part of becoming successful in this day and age.  Certification shows that a reporter has achieved a minimum of expertise in his line of work. It’s best to maintain certification annually, and also  to attain greater expertise through continued education to help you gain knowledge of new technologies and new ideas. In such a competitive and challenging industry, it’s very important for certified court reporters in Whitby to keep up-to-date and be well-informed of the field they work in, particularly in areas such as technology which changes so rapidly.