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How To Schedule a Media Transcription - incomplete
Transcript of How To Schedule a Media Transcription - incomplete
HOW TO SCHEDULE A MEDIA TRANSCRIPTION
Schedule a media transcription the same way you would schedule any other job, and in addition:
If you have time, fill out the media transcription worksheet (N: > Scheduling Resources >
Schedule Media Transcriptions > Media Transcription Worksheet.pdf) to the best of your ability
with the basic information provided to you by the client.
Send the Media Transcription Worksheet to the client to complete and sign; also request, if
available, the audio, case caption, clerk’s minutes, and spellings of known speakers.
If the client has requested YOM order the audio, please jump to page 2: Requesting audio from the King County Court Clerk’s Office.
Upon receipt from the client, make sure all the Worksheet’s fields have been completed.
Common methods of delivery include E-mail, bike messenger, FedEx, or UPS.
Entering the scheduling in The Analyzer:
a. Critically important! If the Media Transcription Worksheet reflects that the assignment
is “Work Product,” the Action must be entered as: Work Product (Smith v. Jones).
b. Enter the date as the date the audio was received at YOM.
c. Leave the Time, Duration, and Service Location fields blank.
d. Make sure the Delivery and Date Due matches the Delivery Date on the Media Transcription Worksheet. Also enter it into the Public Notes.
e. The Litigation Type should be changed to MEDIA.
f. Enter the SR as the ordering attorney, and the Caller as the assistant or attorney who contacted you for the transcription. Be sure to also include the Confirm/Loc. E-mail as the Caller’s email in case there are further questions.
g. Enter SP as the court reporter. Priority reporters are CJH, ADF, and EJM.
h. The Witness Listing of Last Name, First Name, M.I. should read as:
Media Transcription (Day-Month-Year Proceedings)
If the date is unknown, or the audio is not from a court proceedings, simply leave out the parenthetical and allow the reporter to edit it.
i. Change the status to J to assign the job number.
6. Saving the files in the N: drive:
a. Create a new folder in: N: > Production Documents > Media Transcriptions > Abbreviated case name (ex: Smith v Jones)
b. Save all provided paperwork (Worksheet, case caption, clerk’s minutes, etc.) in folder.
c. Save the audio into its own subfolder within this folder. If it is a zipped folder, extract it into an open folder so you can check the audio.
d. If the audio is an open folder, after checking the audio, you will need to save it into a zipped folder: Right click > Send to > Compressed (zipped) folder, OR 7-zip > add to Example.zip
e. To listen to the audio, you will need to have either TheRecordPlayer, which is always provided for free on CDs from the Court Clerk’s office, or another player like VLC. Make sure the audio is clear and complete. If there are any corrupted files, contact the Caller immediately to request another copy.
Creating the reporter folder:
a. Create a new reporter folder in: G: > Analyzer > ASCII > Year > Reporter (If no folder, create one) > New Folder
b. New Folder should be named with the job number you had just created. Example: 1406106CJH MEDIA TRANSCRIPTION (4-10-14 PROCEEDINGS)
c. Save the Worksheet, case caption, and clerk’s minutes in the folder for Production to easily access if needed.
Uploading the audio to Egnyte
a. Most audio is too large to attach to an E-mail for the reporter. Instead, you will need to upload it to YOM’s Scheduling Egnyte account and E-mail the link created.
b. Enter https://yom.egnyte.com/ into your Internet web browser’s URL bar. The Scheduling case-sensitive log-in information is: User: kshell, PW: Yompass1820
c. Open My Private Folder and choose the current month, or create one.
d. If this is the first media transcription in the case for this month, create a folder with the abbreviated case name: Smith v Jones.
e. Either drag and drop the zipped audio file into the browser’s main window, or click Upload files > Browse for files > N: > Production Documents > Media Transcriptions > Case name > Zipped audio file
f. To send the link to the reporter, Send link > View Links > hover the cursor over Copy to clipboard to see the pop-up Click to copy and click, OR
Highlight and copy (right click > copy, or Ctrl + C) the link address in the View Links text box
Create a new E-mail message to the reporter
a. Edit the subject to read: Job number - Media Transcription – Case name Example: 140614CJH – Media Transcription – Smith v. Jones
b. Drag and drop (if in HTML mode) the Worksheet, case caption, and clerk’s minutes into the body of the message.
c. Paste the audio’s Egnyte link into the E-mail’s body.
d. Also include pertinent details, such as the due date and any other special instructions, in the E-mail.
e. Send. Do not cc anyone else but the reporter.
Package the audio and paperwork together with the job number written on the outside and set in the Media Transcript Drop off / Pick up basket in the Production room (by exhibit binders).
REQUESTING AUDIO FROM THE KING COUNTY COURT CLERK'S OFFICE
Sometimes the client requests that we order the audio from the King County Court Clerk. Be
sure that they understand that we will upcharge them 25% for the retrieval service.