What is a Word Index From Court Reporters?

A word index is a list of terms used in a legal transcript. It is a form of litigation support to help attorneys find particular testimony in the transcription of deposition or court proceedings. The words are listed in alphabetical order in columns with a page and line number citation for easy reference. They are made using a special software program and the electronic format of transcribed proceedings. Word indexes are usually provided by court reporting services at the back of a certified transcript as a convenience to the reader.

Efficiency

Some deposition or court testimony is very lengthy. When a court reporter is present and takes down the testimony, the attorney may later wonder exactly what it was the witness said. They may have a foggy recollection of a few of the words that were used, but do not wish to read an entire transcript to find that one small portion. While computerized versions may involve a simple search in a typical word processing program, the paper transcript is more of a challenge. When the word index is attached to the back of the transcript, it is simple to flip to the back pages and find a word with its reference. If the word is used more than once, the citations appear in numerical order. For example, if the lawyer knows the witness used the words "fuzzy dice" to describe a car's interior and is looking for that section of testimony, they could either look for the words fuzzy or dice to find the correct page and line number.

Court Reference

Finding a portion of testimony while in court before a judge can be nerve wracking without the reference of a word index. An attorney may be attempting to make an impromptu argument when the judge asks when and where it occurred. If it happened in a deposition which was produced in transcript form, the attorney can find it quickly and easily. They can even hand the transcript up to the judge, if needed, with the page open and available for examination.

Exclusions

Not every word in the dictionary is referenced in a word index. There are certain words that are normally excluded because they are used quite frequently in the English language. Using them as a reference point would be impractical. The word "the" for example, would do nothing but clog up the word list with multiple references on every page of the transcript. Most articles, pronouns and prepositions are excluded.

Special Features

Depending on the type of software used for litigation support services, multiple transcripts can be combined to produce one giant word index. This may be helpful in a large case with many witnesses. To find what each one says about "fuzzy dice," for example, would take a long time when searching each transcript individually. To look at a combined index would only take a few moments. Special phrases can also be programmed into the word index software by request. This would likely come from an attorney working on a difficult case. There may be a deposition witness that repeatedly says, "I do not recall." By indexing the phrase, the lawyer may be able to use this as a statistic while making an argument in court later.

Benefits of Legal Videographer / Court Reporter Teams

Whether you use a court reporting firm that also offers legal video or use two separate agencies to handle a deposition's court reporting and videography needs, court reporters and videographers often work well together. A teamwork approach can make the entire process much smoother before, during, and after the deposition.

For example, realtime court reporters typically output their live feeds to monitors located in the courtroom, mediation room, or conference room. When working as part of a court reporter / videographer team, the videographer can quickly patch the court reporter's feed into the existing A/V equipment and even create a synchronized recording containing the video and an overlay consisting of the court reporter's realtime transcript. Some videographers provide court reporters with headphones that are connected to the audio equipment, making it easier for the reporter to hear what's being said.

Teamwork after the deposition can prove invaluable. For example, the court reporter can refer to the video recording to review an inaudible word or verify a comment when editing the final transcript. The court reporter can also provide the videographer with an electronic copy of the final transcript as a courtesy which will help for later video editing or synchronization.

This teamwork is mutually beneficial for both the court reporter and the legal videographer. However, it's most advantageous to you, the client. The behind-the-scenes cooperation ensures that the deposition is recorded accurately both in video and steno form. The synchronized video transcript with close captioned text makes finding and editing video clips a breeze. 

While court reporters and legal videographers from separate firms can work well together and help each other throughout the proceeding, using a team from a single firm ensures a higher level of cooperation. When both team members are from the same company, they're more likely to share equipment such as microphones, monitors, and cables. In fact, they'll likely arrive together in a well-stocked company van and have a routine for setting up and breaking down their equipment. In addition, they'll follow established company procedures which ensure consistency regardless of which individuals make up the team. They will likely work more efficiently, too, as logistical challenges and protocols will have already been worked out between them due to their past experiences together. 

Depending on the firm, location, and nature of your needs, you may encounter the same teams from one proceeding to the next. Having worked with the team in the past, you know what to expect and that all of the details will be taken care of. The case may be different, but the professionals providing court reporting and legal video services will likely live up to your expectations once again.

Though legal video and court reporting are two separate professions that each requires specific skills and expertise, these professions complement each other. This synergy makes requesting a court reporter / legal videographer team a logical choice. When you choose a litigation support firm that offers both court reporting and legal video services, you can take full advantage of teamwork. Start by requesting a team capable of providing you with the specific services you desire. For example, if having a synchronized video transcript right away is important to you, having a realtime court reporter and legal videographer cooperating at the deposition may be more efficient than synchronizing the transcript with the video after the fact.

What advantages have you experienced by choosing a court reporter / legal videographer team? Please share your experiences in the comments link below this article.