Advice for Electronic Transcript Files

We often receive SOS calls from law clerks and assistants for help when their electronic files from various court reporting firms simply won’t load properly into programs like Summation.  Even though electronic databases have been around for a long time, many court reporting firms still deliver e-transcripts that are not compatible with importation. 

Below are the specifications you should require your court reporting firm to embed in their electronic files to ensure a smooth import into your database management system:

·         All lines on the page are numbered
·         All pages are numbered
·         Hard page breaks between each page
·         Avoid single spacing – use consistent spacing on every page
·         Do not use Roman numerals or no numbering at all, for example on the title page and indexes

Another overlooked issue is that of the spelling of names, places, acronyms and other case-specific words -- if they are not correctly spelled in the transcript, searching for them using your database can become an exercise in futility.  Because Brown & Jones court reporters prepare their own transcripts (as opposed to a typing pool), our reporters are trained with these issues in mind; by checking documentation, flagging words in their rough draft and then seeking the assistance of the witness or counsel, our clients enjoy a high rate of searchability with regard to our transcripts. 

Remember:  At Brown & Jones Reporting, our electronic files work seamlessly with database software every time!  We are pleased to assist you should you have electronic file issues.