How to Select the Right Virginia Court Reporter for Your Needs

how to select a virginia court reporter

How do you select a court reporter?

For most people who have been in the legal field for some time, scheduling a court reporter has become fairly routine.

If you’re a paralegal or legal assistant, one of the attorneys lets you know they need to schedule a deposition. Or, you’re a solo-practitioner attorney that handles this yourself. So, you may start by reaching out to the deponent to schedule a time that works. Then, it’s time to find a court reporter.

If you work at the court, you are told about an upcoming trial and/or hearing. Time to find a court reporter.

What do you do? Do you just contact the same reporter or reporting firm you’ve been using? How do you make sure the court reporter is the best fit for your needs?

Typically, the decision to hire a court reporter in Virginia or in another state is a fairly routine, quick decision…one without much forethought, usually based on how it’s been done in the past. You may just hire a court reporter who the insurance company suggests you use because of some decision that was made without your input. Or, the decision might be influenced by the round of golf someone in your firm had with some sales rep of a court reporting firm.

We don’t know exactly how you make that decision.

We understand that your day is complicated enough as it is and you don’t want to overcomplicate one more task in your day.

However, with the changes in the court reporting industry over the last 10-15 years, there are now more types of court reporters and court reporting firms that provide service in different ways than ever before. Some may be more suited to meet your needs than others.

Not all court reporters, or court reporting firms, are created equal.

We’ve found that if someone makes a poor choice with the court reporter they select, they will typically have problems down the road with work product, service and/or billing.

5 Key Questions to Ask Yourself When Selecting a Court Reporter:

1. What court reporting skillsets and experience do you require?

All good court reporters should have these fundamental skills:

  • Minimum typing speed of 200 wpm
  • State certification
  • Excellent editing and proofreading skills
  • Good organization and research ability
  • Concentration and listening skills
  • Computer proficiency
  • Ability to speak clearly
  • A positive attitude
  • Discretion and impartiality to the facts of the case

Beyond the fundamental skills, consider:

It may be important to find a reporter who has experience with the type of case you have. For example, if you have a medical malpractice case, you should have a reporter familiar with the medical terminology. Otherwise, it’ll be more difficult for them to create an accurate transcript of your legal proceeding and you may have to spend more time than you would prefer to educate them. Of course, this applies to many other cases such as engineering or extremely technical matters.

How technologically savvy do you need the reporter to be? So many advances have been made in court reporting technology over the past few years, it is in a reporter’s best interest—if not his/her duty—to keep up. The more technologically savvy a reporter or reporting firm is, the more options you’ll have for a more effective and efficient deposition and trial preparation.

What transcript formats will you need and how quickly will you need them?

Will you need a reporter who can work into the evening or on the weekend? You may have a demanding case where there are depositions every day for many days in a row that require realtime reporting and/or daily rough drafts of the transcripts. Not all reporters have the skillsets, work ethic or flexibility necessary to handle this. Make sure you find one who does, or a court reporting firm that can handle this with more than one court reporter if necessary.

2. What additional litigation support services will you need?

Often times, you’ll need more than a court reporter. You may need a conference room, an interpreter, legal videographer, videoconferencing, day-in-the-life or site documentation video, trial presentation assistance, etc. Will the court reporter handle these for you? You may want a full service court reporting firm that will provide all of these services for you.

3. What geographical areas will you be in?

Where will your deposition or legal proceeding be? Will it be at your office? Will you need a conference room outside of your offices? Find out if the court reporter or firm has a conference room hosting space near where you need to be. If your chosen firm does not host depositions, you will have to find out which geographical areas it serves and how far its staff members are willing to travel. Depositions may need to be taken on multiple days in different cities, so the logistics of this must be worked out in advance. Will your court reporter or reporting firm be able to handle this?

4. Do you know how the court reporter or firm charges for your services?

Court reporting costs vary widely depending on the types of services provided. However, keep in mind that cheapest is not always best. Consider the total invoice cost, not just the cheapest page rates or daily fee schedule that you’ve been told upfront. The key is to get all of the litigation services you need at a reasonable cost with people you would be happy to deal with in the future.

5. How much do you want to handle yourself? Are you looking for a long term litigation support partner or just a one-time court reporter?

Once you’ve considered the skillsets and additional services you may need, it really comes down to the service level and how you want to do your job. You may choose to handle most of the management and scheduling of litigation support services yourself, or you may want to find a court reporting and litigation support partner who’ll handle most of those tasks for you. If you’re used to scheduling all of the different service providers locally or in other geographical regions, you may not want to delegate most of the tasks right away. However, it might be worth building a good working relationship with a court reporting firm who can handle many of the tasks for you. Get to know them. Test them out. See how they do and how good their service really is. You may be pleasantly surprised to find out how much easier your job can be with a good court reporting and litigation support partner.

How do you select a court reporter? If you haven’t thought through these questions, it might be helpful to do so. Once you’re confident all your court reporter or reporting firm is meeting your needs in the way you want, you may have a partner for life! If not, we encourage you not to settle and look for one you can build a long term working relationship with.

Have you downloaded our Deposition Resource Guide for Attorneys & Paralegals? The guide discusses some of the most important deposition resources and how to best use them for your benefit. Whether you’ve just entered the legal field or have been conducting depositions
for years, there is something in this guide for you. If you haven’t yet, get your guide.

In another article we discuss 5 tasks you can delegate to your court reporting firm.

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Experience Is Key to Choosing Your Perfect Court Reporter

Advantages of Choosing the Right Court Reporter With the Right Experience

When you need a court reporter to transcribe an event—whether a deposition or a hearing—you need to be able to trust that she knows what she is doing. Court reporters must undergo a significant amount of training before they are certified. However, this training doesn’t necessarily guarantee the quality of experience or skill that your case demands.

In short, not all court reporters are created equal.

So, are you willing to put your needs and your case’s documentation into the hands of someone who may not fully be up to the task? Probably not—nor should you.

Necessary experience and skill are essential for court reporters not only to be successful when transcribing but also throughout their interactions with you and your clients.

experience-meterThe Benefits of Experience

Any college student or intern will tell you that experience bias is torturous. Sure, everyone wants an experienced worker, but how are people supposed to get experience if only the experienced are hired?

Although there may be some truth to this, the fact of the matter remains that experience builds knowledge and strengthens skills that better benefit employers. When it comes to court reporting, knowledge and skill are more important than you may realize. Distinguished experience can make the difference between a drawn-out fiasco and a quick resolution, a pitiful apology and a fair settlement, or even your own personal feelings of anxiety and a senses of security and confidence.

There are four specific areas where additional experience is extremely beneficial for both you and your case…

  • Real-time reporting. Certification in real-time reporting isn’t mandatory for court reporters, but it can be a real asset. In addition to refined listening and accuracy skills, an experienced real-time reporter can provide you with instant rough drafts and an immediate, verbatim record of the testimony. As a result, you and your team have the opportunity to directly view and review testimonies during a deposition or arbitration meeting, if needed. Not only does this eliminate wasted time and witness confusion, but can also give you an edge during questioning.
  • International depositions. Court reporters who are familiar with travel and taking depositions around the world can significantly improve your entire international experience. From scheduling and logistical planning to hunting down the nearest equipment locations and tasty local restaurants, an experienced international reporter can help get you what you need when you need it. Need exhibits printed at the last minute? Not sure if your cell phone charger is compatible with foreign outlets? You can rely on the experience of your court reporter to know how to resolve your concerns when abroad.
  • Accent translation. Certification requires court reporters to develop acute listening skills, but thick accents, speech impediments, and mumbling can be difficult to understand. However, properly experienced court reporters can interpret difficult speech patterns. As a result, you’ll avoid wasting time having witnesses repeat themselves or clarify statements. You’ll also have the confidence that comes with knowing your transcripts are accurate.
  • Transcript expedition. Although real-time reporting provides instant access to transcripts, normal transcriptions can take days or even weeks to complete. However, seasoned court reporters know how time-sensitive depositions and testimony can be for your case. Their experience also provides them with the necessary skills to transcribe faster than newly trained reporters. Therefore, your documents are completed on your schedule, when you need them.

Getting the Most Out of Your Choice

When the outcome of your case is on the line, you need to be able to trust that your court reporter has the experience and skill to handle whatever you throw at her. At Casamo & Associates we take pride in knowing that our reporters are highly trained in the latest captioning and stenographic technology. In addition, all of our reporters are not only certified, but also have (on average) 10 years experience within the legal field, with many holding special certifications as CART (Communication Access Real-time Translation) captioners.

We obviously hold our reporters to a high standard. Isn’t time you did as well?

Don’t allow your case to be jeopardized by an inexperienced court reporter. Call us at (877) 837-0077 or come visit us to set up an appointment. The sooner you contact us, the sooner you can begin reaping the benefits that come with securing the experienced help you need.

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How to Find a Court Reporter for Court Martial Proceedings

Requirements for a Civilian Court Reporter to Transcribe Court Martial Proceedings

You’ve hired court reporters for specialized cases before, but a military case has its own rules and regulations. The court reporter you hire not only has to deliver timely and accurate transcripts, he or she must be familiar with military law, and may even require special a security clearance.

How to Find the Right Court Reporter for Courts Martial Cases

Court martial cases require a high level of specialized knowledge, and often involve privacy and national security issues. These cases may or may not require a court reporter to have:

  • Familiarity with Military Rule of Evidence (MRE) 505 regarding classified government information privilege
  • Familiarity with courts-martial record of trial formatting
  • Appropriate security clearances
  • Access to classified or protected information
  • Ability to prepare for trial in a SCIF (Sensitive Compartmented Information Facility)
  • Restricted use of reporting equipment that is cleared to process classified information
  • Ability to work in closed or classified court sessions that do not allow spectators
  • A clear understanding of penalties for sharing protected information with the public

Court reporters in courts martial may be evaluated based on their performance following instructions, transcribing accurate counselor arguments, proficiency recording military-specific jargon, and clarifying any confusion in the record with the military judge.

At Casamo & Associates, our court reporters come from many different legal backgrounds and have a wide variety of case knowledge. Our reporters have an average of ten years’ experience in the legal profession, and many are active members of the National Court Reporters Association. If you need a reporter for a military or federal case, we will make every effort to accommodate your request. Use our online scheduler to tell us more about your specific requirements.

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How to Choose a Certified Court Reporter for Your Clients’ Depositions

Keys to Narrowing Down Your Options for Court Reporting Services in Washington, D.C., Northern Virginia, & Maryland

You’re definitely spoiled for choice when it comes to choosing a court reporter in the Washington, D.C. Metro area. But you’re not looking for a simple in-and-out transcription: you’re looking for a court reporting company your firm can trust to handle your cases over and over again. After all, why get takeout every night if you can have a personal chef for the same price?

If you’re looking to build a relationship with a reputable court reporting company, here are a few things that should be at the top of your list:

  • On-Site Court Reporters. Court reporting is not an easy trade. It takes more than a fast typist to convey your clients’ testimony in court; there are additional factors that can only be observed face-to-face during a deposition. Unfortunately, more and more court reporting businesses are outsourcing their court reporting, leaving you wondering what exactly the transcribed conversation will say. Your best option is to ensure that your local, certified court reporters will be on hand and available for every session of your deposition (and don’t be afraid to ask how many years they have worked in the legal profession).
  • One-Stop Shop for All Court Services. Outsourcing firms cut down on overhead by sacrificing office space or operating under a small storefront at the farthest edges of town. Your clients will hardly be inspired by giving testimony surrounded by peeling wallpaper or screaming trains. A good court reporting service will offer conference room space and technical assistance for reporting, as well as video deposition options if you wish to record your clients’ testimony. An office that offers multiple locations and flexible times of day for services is also a plus.
  • Years of Experience. Always look at a business’s reviews and ratings for objective opinions. Not only should the business have court reporting experience, it should have experience in your kinds of cases, including civil, criminal, and general district court. If an attorney you respect repeatedly uses the same reporting service, there has to be a reason.

Jodi Casamo has concentrated her certified women-owned business on building relationships with her customers throughout Washington, D.C., Northern Virginia and Maryland, keeping them coming back to her for all of their video conferencing and reporting services for over 25 years. To find out if Casamo is right for your firm, look over our client testimonials or click the related links on this page for more helpful tips.

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Court Reporting Service vs. Freelance for Government Cases

Should You Use a Court Reporting Service or Freelance Reporter for a Federal Case?

You’ve had some good experiences with court reporters in the past, but you’ve also had some mishaps that you’d rather not repeat. Now that you’ve moved into federal casework, you can’t afford to roll the dice when it comes to choosing your staff; you need a competent worker who can keep up the pace without sacrificing quality.

Using a Freelance Court Reporter or a Reporting Service for a Federal Case

There is no problem with using a freelance reporter to take on federal cases. Freelancers may be just as competent as reporters who are contracted under a court reporting service; however, there are significant advantages to booking a reporter who is part of a larger organization, including:

  • Reliability. On of the biggest benefits of court reporting is that a reporter can work on his own time, essentially becoming his own boss. However, if a reporter falls ill or is stuck in traffic, there is no other staff member that can be sent in to replace him—leaving you to do the legwork of finding a new reporter at the last minute.
  • Technical education. Court reporters must be certified to perform work in their field, but they should also stay abreast of emerging technologies that would make them more valuable to the court. Real-time reporting and captioning are becoming more and more popular even with smaller cases, so a familiarity with the software is a necessity. While freelancers may have their basic reporting certifications, many do not have the resources to provide virtual transcription.
  • Procedural experience. Freelancers may take depositions for years before they ever set foot in a courtroom. Unlike the relatively low-key atmosphere of the deposition, a court is packed with many people—often all talking at once—and proceedings can drag on for hours. A freelancer who is out of his depth will get no sympathy from a judge, attorneys, or clients who are all concentrating on doing their own jobs.

At Casamo & Associates, we employ a wide range of court reporters with a variety of case knowledge. Our reporters have an average of ten years’ experience in the legal profession, and many are active members of the National Court Reporter Association. If you need a last-minute replacement for a federal case or need a reporter with a specific qualification or legal background, use our Online Scheduler today to make your request.

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What’s the Minimum Experience a Good Court Reporter Needs?

If you’re scanning a list of possible hires for a court reporting position, you may be tempted to give the job to the reporter with the most experience. After all, years spent sitting in a courtroom or recording depositions are key to learning the trade, and if all of the qualifications are there, shouldn’t experience make the difference?

How Much Experience Should You Look for in a Court Reporter?

There are many different factors that should influence your choice of court reporter, and experince is definitely one of them. However, there is no set minimum amount of court reporting experience that will translate into competence—and many reporters who have been in the game for a decade are no better at their jobs than those with brand-new credentials.

Consider the pros and cons of experience in reporters who are:

  • Recent graduates. People who have just earned their certification will be eager and willing to gain experience, so they may be more willing to stay late or make last-minute schedule changes than older reporters. Recent graduates are unlikely to be experiencing burnout, and may have more recent training in the latest technology than those who left school years ago.
  • New reporters. In some cases, choosing a court reporter with little experience will mean that he or she has a lighter caseload, making it more likely that your transcripts will be delivered quickly. Reporters with less than a year of experience are still learning the ropes, but that doesn’t mean they make mistakes. Many younger attorneys who strike out on their own may choose younger reporters, as they understand the need to build a reputation.
  • Seasoned reporters. If your case revolves around specific technical information, it is best to choose a reporter who not only has experience, but experience in your type of case. Court reporters may have specialized knowledge of medical language, patent law, insurance terminology, or other background information that will allow your case to proceed more smoothly.
  • Certified reporters. For many reporters, experience goes beyond the demands of the courtroom. The evolution of reporting technology has allowed many court reporters to earn additional certifications, giving them a wider skill set than those using only one form of transcription. Reporters who are notary publics, are certified in real-time reporting, and know how to troubleshoot technological difficulties can be invaluable in saving time and simplifying case preparation.

The important thing to remember when choosing a court reporter is to find someone you can work with easily. Your reporter should be qualified, but also have a strong work ethic and positive attitude. It is far worse to commit to working with someone who refuses to learn than someone who is willing to learn.

At Casamo & Associates, all of our certified court reporters are trained with the latest in captioning technology, and have an average of ten years of experience. Call us today at (877) 837-0077 to find out more about our court reporting services, or request one of our reporters using our Online Scheduler.

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Using Recordings and Court Reporters for Government Clients

Some federal courts no longer require the services of live court reporters for government cases, so you’re thinking of scrapping the expense. After all, if the state doesn’t think court reporters are necessary, why should you carry the burden of hiring and paying for one?

Three Benefits of Using Recordings and Court Reporters in Federal Case Proceedings

As some attorneys have discovered the hard way, audio recordings of court proceedings are only cost-effective if everything goes off without a hitch—which it rarely does. Consider how combining the benefits of digital recording technology and the simple standby of a live court reporter can save your client at every stage of your case, including:

  • Before. Depositions may follow a standard question and answer format, but this is rarely a straightforward exchange. The opposing attorney may ask a long, convoluted question intended to confuse or provoke conflicting information—or cause the witness to forget what the original question was. If a witness asks for the question to be repeated, a digital recording system must be stopped and played back (and while it is playing, it is no longer preserving the record). If a court reporter is present, he or she can read the question back easily, allowing the recording to continue creating a clean master copy of the proceedings.
  • During. In cases where witnesses are hostile and discussions are heated, it can be difficult to prevent witnesses from talking over one another. Even with separate microphones, it can be hard to sort out who is saying what, leading to a potentially incriminating misquote. Without a court reporter present to stop the proceedings and clarify the record, the audio file will be confusing at best, inadmissible at worst.
  • After. A judge may request a partial transcript in order to make a ruling in your case. Without a court reporter, this means going back to the master recording of the entire trial, finding the portion the judge needs, isolating the section of testimony, and creating a transcript as quickly as possible. However, a federal court reporter transcribes the entire hearing, allowing the judge to simply request the portion of testimony directly from the reporter without delays.

At Casamo & Associates, we can provide both the certified court reporters and the recording technology you need to ensure you don’t miss a word in your case, federal or otherwise. Visit our Online Scheduler page today to let us know what services you require.

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5 Differences Between Local and Outsourced Court Reporters

What Are the Differences in Hiring Local vs. Outsourced Court Reporters?

There are lots of court reporting companies who promise cheap transcripts and quick turnaround times, hoping to attract the business of cost-savvy firms. But while it may seem attractive to hire the lowest bidder, most attorneys soon learn the truth of the maxim “you get what you pay for”—and may even lose a client as a result.

Local versus Outsourced Court Reporters

As incredible as it may seem, not every transcription agency is focused on delivering a quality product. Many prioritize turnover—getting the maximum number of orders in and out of the door—above all other considerations. Speed is important, but it is only one component of proper reporting. Unfortunately, many quick-transcript companies give speed preference over professionalism, experience, or even accuracy.

Consider what you might be sacrificing in favor of a speedy result:

  • Smooth procedure. It is one thing for a person to transcribe an audiotape of events, but quite another for a court reporter to accurately produce an official record. Third-party transcriptionists are often unfamiliar with court procedures, have less than optimal grammar skills, or fail to understand the specific legal or technical terminology used in the case. The transcript will likely be rife with errors or omissions if the transcriptionist does not understand what was said, delaying court proceedings.
  • Format. Before attorneys outsource their transcripts, they should be sure to check which file formats are offered by the reporting company. Some companies may only mail paper documents, some send copies on CD, while others offer compressed and indexed transcripts that are easily searchable. If you request a digital format, you must make sure you have the correct program to read it; system compatibility is a common problem with cheap transcription providers.
  • Transcript safety. It is not enough to transcribe and deliver the court record; a good court reporting company should also store and protect confidential information in its archives. If there is no way of archiving the record, the transcript may be lost forever, potentially denying a defendant his right to retrial.
  • Customer care. When something goes wrong, the company you hire should be willing to fix its mistakes (or at the very least, acknowledge them). However, some transcription companies do not require their court reporters to stay accessible after completing a job, and may not have phone numbers or contact information on file.
  • Accountability. There is no substitute for using an actual person in the room to perform your court reporting. A certified court reporter can be used for the entire length if a case (reducing handoff errors), and he or she can stop the proceedings for clarification to preserve the final record.

At Casamo & Associates, we know how important it is for attorneys to have unfettered access to competent court services. That is why our staff of fully qualified court reporters can be scheduled with the click of a button, and we provide a spacious, wireless-enabled conference room for all of your clients’ needs. Use our online scheduling form to request a court reporter for your next deposition.

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What Attorneys Should Look for When Hiring a Court Reporter

How to Hire a Court Reporter That You Can Rely on for All of Your Future Depositions

If you have been combing the Internet looking for a local court reporter, you may feel a little like a college recruiter. All of the potential candidates on your list have the same diplomas, certifications, and memberships—so how can you tell which one will be a reliable asset for your firm’s depositions?

What to Look for When Hiring a Court Reporter

Whether you hire a freelance reporter or use a reporting service, you will have to look beyond stellar qualifications to find a match for your firm. Some of the most important qualities a court reporter should have include:

  • A strong work ethic. Not all freelancers will “flake out” on their deadlines, but they do not have the same accountability as court reporters who are part of a service. Your reporter should be committed to the work she performs both in and outside of the deposition chamber—and that includes showing up and turning transcripts around when she says she will. Job flexibility is also a good indicator of a strong work ethic, so be sure to ask how a reporter would respond to working late or coming in on a weekend.
  • A positive attitude. Beware the reporter who is uncooperative, gives short responses, or doesn’t interact well with you or your staff. Many firms have opted for less skilled or inexperienced reporters who have good personality traits than seasoned reporters who do not seem to care about their clients. Remember: skills and experience can be improved with time, but a bad personality isn’t likely to change.
  • Life experience. In addition to the string of acronyms on a resume, a good court reporter should have hobbies and interests that afford further learning opportunities. Time spent studying abroad in France can help with language and spelling skills, while a financial background increases the likelihood of punctuality and fact-checking. From speed-reading to car repair, any indicator that the reporter is genuinely curious and looking to increase his knowledge is a positive sign.
  • Technological savvy. So many advances have been made in court reporting technology over the past few years, it is in a reporter’s best interest—if not his duty—to keep up. Not only do reporters need computer skills and experience, they should also be familiar with current in-house systems such as Communication Access Real-time Translation (CART) software or other computer-aided transcription equipment.

What do you think are the best indicators of a valuable court reporter?

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Why Should I Hire a Court Reporter Who Belongs to the NCRA?

You may have heard court reporters touting their membership in the National Court Reporters Association (NCRA). You may have assumed it was some kind of subscription, or a membership with annual dues and a monthly publication (your firm may enjoy many similar memberships). While the NCRA is an organization that offers publications and benefits to members, it also promotes their continuing education, administers tests to establishes standards of excellence, and requires its member to adhere to a code of ethics.

Benefits of Hiring a Court Reporter with NCRA Membership

As an attorney, you are acutely aware of the importance of integrity and impartiality in a certified court reporter. In addition to any local, state and federal statutes, all members of the NCRA are urged to comply with the organization’s Code of Professional Ethics. This requires that all members:

  • Remain fair and impartial toward all participants during proceedings
  • Offer to provide comparable services to all parties in proceedings
  • Report any potential conflicts of interest, as well as any behavior that may give the appearance of a conflict of interest
  • Take steps to prevent the fact or appearance of impropriety
  • Fiercely protect confidentiality by securing all transcripts, recordings, documents and other private information
  • Never dissemble, equivocate, or otherwise inaccurately report his or her own qualifications, either as a public statement or when seeking employment
  • Do not let freelance reporting jobs interfere with official obligations
  • Refrain from any unlawful or unethical agreements when determining fees
  • Do everything possible to maintain the integrity of the court reporting profession

All of the court reporters at Casamo & Associates hold certificates as Certified Court Reporters and are notaries public, and have an average of ten years experience in the legal profession. Several of our court reporters are active members of the National Court Reporter Association, making us uniquely suited to serve whatever legal needs you may have using the latest in stenographic technology. Visit our Online Scheduler today to let us know what services you require.

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