Choosing the Right Legal Transcription Service

While Legal Transcriptionists can be hired internally, working with an established service provider helps ensure the highest reliability, efficiency, and accuracy. 

Your transcription needs can change at the drop of a hat—whether it’s location, use of real-time translation, in-person or virtual format, event formality, or skill set. When you’re vetting a transcription provider, how can you ensure they’ll meet your current and future needs? 

Like any top-notch support services provider, look for a firm that offers a solid track record for excellence, agility, and a command of the security and developing technology related to transcription. 

Below are aspects to review before you sign on.

Transcription Quality

The law is built, over time, on certified transcripts. Converting written words or spoken or recorded words into accurate, verbatim documents is critical not just to a particular case but to become part of the official record and a potential building block for future case law. 

Getting legal transcription like this done quickly and on budget doesn’t mean much if you can’t count on the quality of the work. Inquire about standards, screening, and results, looking for:

• Verbatim transcription skills
• Command of relevant knowledge (i.e., practice-specific language)
• Speed—legal transcriptionists are expected to type 75+ words per minute¹
• Ability to make informed decisions

A reputable legal transcription service should be able to provide proof of work output quality and explain their standards and how they adhere to them.

Efficiency and Flexibility

How long will it take to get the job done? Ask about turnaround times when: 

• Scheduling a general or practice-specialized transcriptionist operating remotely
• Securing an on-site transcriptionist, particularly in rural areas
• Setting up and using the provider’s transcript delivery system or platform
• Providing AI-driven transcripts
• Receiving a final, official transcript

Also, look for a provider that offers flexible scheduling, such as rush services when you’re up against the clock.

Difficulty Level: High

With transcription, you need professionals who can easily handle difficult, unusual, and complex topics. 

In addition to the basics—written legal documents, straightforward audio and video recordings—ask for other transcription examples, such as: 

• Law enforcement body camera video
• Social media content (i.e., a complete Facebook page or X account)
• Recorded 911 emergency call with strained voices and non-verbal sounds
• Meeting with 10+ speakers, multiple remote sources, and interruptions

The right provider can transform these source files or live events into cleanly formatted, accurate documents appropriate for research, official records, and courtroom evidence. 

Specialization

When you vet a service provider, consider what types of cases you handle and what makes them specific. Specialized lawyers and firms can benefit from hiring transcriptionists who have experience in the unique terminology and processes related to key practice areas like: 

• Real estate
• Medical malpractice
• Finance 
• Intellectual property
• Employment
• Criminal

In addition to specialized law, consider other characteristics that you may value in a transcription provider: 

• Familiarity with particular jurisdictions
• Ability to adhere to a firm-specific style guide
• Experience with preferred technology or platforms

Foreign Language

In an increasingly global world, everything from board meetings to parole hearings may involve multiple languages and dialects. Translating written words and interpreting spoken words frequently go hand-in-hand with a transcription assignment, so look for a provider that can cover both. 

More established support service providers can generally offer: 

• Translation to or from over 200 languages
• Legal translators familiar with both source and target language judicial systems
• Pros with expertise in terminology and processes related to specialty practice areas

Reach 

Do they work with enough professionals to ensure coverage when and where you need it? A reputable transcription service should be able to cover: 

• On-location assignments in any state
• Virtual and hybrid proceedings using your platform of choice
• Work done remotely on your schedule

Data Security 

If content is worth transcribing, it’s worth securing. With the level of piracy and security incidents occurring today, cybersecurity is critical. Ask for details of potential transcription service providers’ plans to: 

• Prevent security breaches
• Respond promptly to threats 
• Protect the privacy, security, and integrity of your files

Effective data security plans should include: 

• 24/7 network and security operations monitoring and response team
• Maintenance of redundant data centers
• End-to-end encryption to prevent access or modification of your data
• Responsive and skilled tech support

Finally, ensure that the provider is in alignment with key protocols, including the use of independent auditor verification for: 

• HIPAA compliance to secure and protect health and personally identifiable information 
• Compliance with SOC 2 Type 2 
• Adherence to the NIST Cybersecurity Framework policies, procedures, and controls

AI Transcription 

The transcription profession, like many others, is expanding to incorporate the use of artificial intelligence under careful guidance. AI transcription is: 

• Useful for large-scale projects and quick first drafts
• Cost-effective
• Efficient when carefully implemented under human guidance

An example of effective AI use is transcribing lengthy recorded audio and video files to convert them to text that can be scanned, flagged, and annotated. When sections or specific recordings are identified as critical or potential evidence, a human transcriptionist can be secured to review, add any corrections to, and certify the transcript.

Partner with a legal transcription service that understands how to integrate and balance AI and other new technology rather than rushing headlong or refusing to engage with it. 

Range of Services 

Can they provide other services that add value? Utilizing a single provider for overlapping or related litigation support services can streamline your processes and boost efficiency. Consider types of legal transcription services that offer: 

• Translation and interpreting
• Real-time captioning
• Court reporting

Source File Mastery

A digital file or a stack of paper is one thing, but what about a Laserdisc? When it comes to media storage and file formats, you never know what outdated or exotic treasures may come to light. At a minimum, ensure your transcription provider can access and convert: 

• Digital audio and video files from all file formats
• DVDs, CDs, and their variants
• Video, audio, and micro cassettes
• Internet streaming and recorded content
• Cell phone recordings

They should also be able to: 

• Synchronize recordings to transcripts
• Secure additional resources for rare, foreign, and vintage media formats
• Extend security protocol to additional partners

Value

At the end of the day, transcription assignments must be covered within your budget. Inquire about how a firm can help keep your costs down. Some ways to achieve this include: 

• Transparent upfront pricing without hidden fees
• Adept use of AI under human guidance to reduce costs on appropriate assignments
• A network of talent across skill levels and specialties, so you only pay for what you need

You can also avoid extra costs with: 

• Efficient turnaround to limit the need for rush jobs or costly delays
• Consistently high quality on the first draft vs. projects that require more work
• End-to-end security that protects you from penalties or liability

Transcriber Training and Certification

Legal transcription services typically work with a network of skilled and, when relevant, certified experts. For general transcription, a common program involves earning an American Association of Electronic Reporters and Transcriptions (AAERT) certification. 

Providers of real-time transcription may also be stenographers and/or court reporters, with proven skills displayed through various programs, such as the National Court Reporters Association’s (NCRA) certifications for²:

• Registered Skilled Reporters (RSR)
• Registered Professional Reporters (RPR)
• Registered Merit Reporters (RMR)
• Certified Electronic Court Reporters (CER)
• Certified Realtime Reporters (CRR)
• Registered Diplomate Reporters (RDR)

Transcript Certification

Certification doesn’t just apply to the professionals, of course, but to individual transcripts that go before the court. Confirm that the service provider can ensure certification, especially when it rests on the courtroom appearance of the transcriptionist.

Experience 

As with any critical service, make sure you’re working with a provider with enough longevity to prove their reliability. Longstanding relationships and solid reputations are built on experience and deep transcription talent networks. 

U.S. Legal Support Is at Your Service

For nearly 30 years, U.S. Legal Support has been the go-to litigation service provider for attorneys, firms of all sizes, and other legal industry partners. 

We work with a network of 5,000 skilled and experienced court reporters and transcriptionists who offer traditional and real-time services, enabling us to match you with experts who handle specific formatting needs and practice areas. 

Our menu of services also includes court reporting, records retrieval, process serving, jury and trial consulting, trial exhibits and graphics, and trial presentation services. 

Contact us today online or by phone or email to discuss how we can help with your transcription and other litigation support needs.

Sources: 

1. ParaLegalEDU.org. Legal Transcriptionist: What it is & How to Become One. https://www.paralegaledu.org/blog/legal-transcriptionist/
2. NCRA. NCRA Certifications. https://www.ncra.org/certification/NCRA-Certifications 
3. The American Association of Electronic Reporters and Transcribers. Certification Program. https://aaert.org/become-certified/certification-program/