Court Transcription Services

The Vendor is required to provide a court transcription solution capable of producing accurate, secure, and timely transcripts of for the record (FTR) recorded court proceedings.
- The solution must support judicial operations by improving efficiency, reducing transcription delivery times, and ensuring compliance with applicable court rules, confidentiality requirements, and data security standards.
- Requirement:
• Automated speech-to-text transcription of FTR recorded court proceedings for five judges and four computer assisted court recorders across thirteen counties and courthouses
• Support for live and recorded audio/video inputs
• Speaker identification and labeling
• Secure storage and delivery of transcripts to protect court audio recordings including sealed cases, juvenile matters and confidential hearings with access limited to authorized vendor personnel
• Compliance with state security and confidentiality requirements - ensure a minimum accuracy rate of 95% speech to text transcription and methods used to verify accuracy as well as how the inaccuracies are detected
• Procedures for handling poor audio quality, background noise or overlapping speech
• Accept FTR generated audio recording in their native format(s)
• Preserve all available timestamps, metadata and audio channel separations
• Ability to distinguish between multiple speakers and multiple audio channels
• Ensure continuity of services in the event of staffing shortages, technical failures and vendor operational disruptions
• Expected system maintenance and expected downtime – their experience working with FTR court recording systems
• Confirm all court audio recordings and transcripts remain the sole property of the system
• Confirm court data will not be used for commercial purposes, shared with third parties or used to train artificial intelligence or machine learning models without explicit written authorization
• Procedures for data deletion upon request
• Implement security controls to protect court data by encrypting data in transit and at rest, monitor unauthorized access attempts and procedures to maintain secure access controls
• Anticipated transcript delivery times and support a tiered delivery system if necessary (standard, expedited, same-day/next-day)
• Support delivery of transcripts in common formats including Microsoft word, pdf and plain text
• Disaster recovery procedures, system redundancy and backup processes
• The courts with tools to make corrections and edits
• Disclose the technology used to produce transcripts and use of automated speech recognition, artificial intelligence or machine learning
• Explain how the system handles accents, rapid speech and soft-spoken voices
• Report security incidents or data breaches affecting court data within 5 business days
• A clear and transparent pricing model defined by cost per minute/hour, volume, expedited services and additional fees associated with the transcript production
• Webinar or in-person training to staff to ensure efficient and effective understanding and use of the product and vendor solution
• Process to allow external users, such as attorneys and self-represented litigants, to request transcripts from the court through a web-based application
• The ability to securely collect payments for the completed transcript request with compliant PCI standards
• Comprehensive history of the transcript request including date of the initial request, date request was assigned and the date of the completed transcript request
• Ability to run reports that detail the number of transcript requests in a specified timeframe, turnaround times from request to completion, payments received and statuses of current requests
• System must have role-based application security access.