Transcription Services

The vendor required to provide transcription firm, staffed with qualified transcribers, to transcribe approximately 410,000 pages (265,000 original and 145,000 copy pages) annually of circuit court proceedings from digitally recorded media.
- Media may include any proceedings, including legislative, quasi-legislative, judicial, and quasi-judicial proceedings, from the public or judicial partner agencies.
- Requirement:
•    The contract is estimated to begin July 2026.
•    Able to receive data transfers from the court for transcript requests via email, ftp download, or share file, which will contain transcript request information, case hearing information, and transcript process updates.
•    Able to download digital audio files from the court's ftp or share file site for each transcript order request that is processed. 
•    Retrieval of digital audio files from the court will occur during normal office hours of 8:30 am to 4:30 pm, Monday through Friday.
•    Transcript is received from the customer by the court, the court will forward the request along with case hearing information and, if available, the court smart tag report, to the contractor.
•    Provided with the transcript request and case information from the court, the contractor will be responsible for contacting the requester by phone and email to provide an estimate of the transcript cost.
•    Responsible for handling the payment process for all public transcript requests.
•    Responsible for billing the court bi-weekly for transcripts requested by the court.
•    Any outstanding transcript order(s) must be completed and delivered to the court in accordance with the rates and turnaround times as outlined in the contract.
•    All persons associated with the transcription of court proceedings must keep all information confidential.
•    The single point of contact for the delivery of all transcript requests.
•    A high-speed secure internet access for the transfer of digital recorded audio.
•    The contractor must place on the court's secure ftp and share file site any previously transcribed transcript(s).
•    Testimony during a court proceeding via video conferencing and telephone conferencing must be transcribed by the contractor. 
•    Deliver transcripts in either microsoft word or pdf format as requested by the court. 
•    The file name protocol for the transcript must follow this format: case no-MMDDYYYY (date of proceeding) .doc, or .docx, or .pdf (ex., 25874v-03312004, .doc, or .docx, .pdf). 
•    Testimony is part of the official record and is not provided as a separate audio file.
•    Provide to the court an accurate written transcript(s) which must be comprised of a full and verbatim record of each cd or digital media.
•    Authenticate the original and copy transcript that was taken from a download, cd-r, DVD or other non-circuit court media with a digitally signed certificate page on the last page of the transcript in the following format
•    Transcripts that are delivered electronically to the court and customer in a pdf format must have the certificate page electronically signed by the transcriber.
•    Including but not limited to missing pages as described in item(s) below, which are found within the transcript, must be corrected by the contractor within three (3) calendar days of notification of such defects at no additional charge to the court or any individual requesting same.
•    Store or archive all transcripts on hard disk, or by other means of storing digital data approved by the court, to retrieve transcripts and make corrections to transcripts for a period of at least 365 days from the time that a transcript is originally delivered by the contractor to the division.
•    Produce the original transcript with black ink and must produce copies of transcripts by any method of duplication which produces black copy.
•    Prepare a transcript (original and copies, if requested) on at least 20-pound white paper of good quality.
•    The stock must be 8 ½ x 11 inches in size. The contractor must use a left-hand margin of 1.5 (1 1/2 inches) and a right-hand margin of 0.5 (½ inch).
•    Provide, at the court and customers' request, a transcript in a four page-in-one condensed format and an associated index page
•    The index page is billable.
•    Any transcript containing testimony must include an index page, which must be single-spaced.
•    The pagination of the transcript must be in a single series of consecutive numbers of each case. 
•    The contractor shall place the page number flush with the top right-hand margin before the first line of transcription.
•    The transcripts shall be fastened with adequate binding to keep the transcript pages together.
•    Transcripts must be punched with three holes in the left margin. 
•    The holes are to be 4-1/4 inches center to center with the middle hole centered in the page.
•    Each transcript is to include a title page indicating court name, division, case name, name and title of judge or other judicial officer presiding, type of proceedings, date of proceedings, volume number, name of each attorney and name of party represented, whether a jury was present, whether the transcript or a portion of the transcript is shielded or sealed, and contractor's full name and address.