KENNEDY COURT REPORTERS, INC. - Laserfiche WebLink

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Company Information — Systems Scheduling: Each job scheduled with Kennedy Court Reporters goes through a process of detailed confirmation from the initial scheduling until its termination. Upon receiving a Notice of Deposition, Notice of Hearing, or other form of job scheduling, our calendar clerks compile all information into our secure database and corresponding application, linking the job to an existing case, attorney, or creating a new entry if necessary. Once the job is initially input, it then goes through a quality control process to ensure the details of the job are correct as entered. After QC, a Scheduled Job Confirmation is e-mailed to the setting party (secretary, attorney, or paralegal) to give the opportunity to change any of the entries or make corrections to the setting. Lastly, first thing on the business day prior to the job date, a Job Confirmation is e-mailed to the setting party. If no affirmative response is given, efforts are made via phone, additional e-mail, or through alternate contacts to try an ascertain confirmation. If no confirmation can be ascertained and no cancellation has been formally requested, the assigned resource is advised but still instructed to appear at the scheduled time and place. Scheduling can be done via phone, e-mail, website form, or online portal. With the portal, clients have the option to create a new job setting, edit or cancel a previous setting, look up transcripts, invoices, or other related documents. Additionally, when given the organizational structure of any division, we can ensure that any legal secretary or paralegal has access to their attorney's settings and vice versa so that the attorney can see any job setting/invoice/document that their team has entered into the system. This is crucial for the team's communication and ensures there is no double -booking, especially when one party is out sick or on vacation. The online portal is encrypted and user -specific. We maintain logs of data access and receive alerts if the data has been breached. For Transcription services, each requesting contact (paralegal/secretary/attorney) is assigned a secured shared folder with KCR. Once an initial request is made, that contact always has access to their shared folder with KCR. There are no size limitations to the uploads with this folder, making it possible for large video or audio files to be shared easily. Contacts are instructed to fill out an Audio Order Form, detailing any speaker IDs, specific spellings, and/or detailed requests pertaining to the uploaded media. Once both the media is uploaded and the Audio Order Form is submitted to Calendar(a-)-Kennedvcr.com, our calendar department finds and assigns the request to the appropriate resource. Exhibit Management: All exhibits for depositions or other proceedings where KCR possesses the exhibit are stamped either digitally or physically by the court reporter, scanned into our secure server, and attached to the corresponding transcript with hyperlinking. This enables the reader to simply click on the hyperlinked word (Exhibit 1), and the corresponding exhibit would open in the default PDF reader. It also ensures that exhibits aren't lost or separated from the digital file since all the exhibits are saved as a part of the transcript PDF. As far as retention, Exhibits are backed up to our HIPAA-compliant cloud storage along with our own on -site HIPAA-compliant secure server. Logs are maintained of data access and protocols are routinely updated to prevent security breaches. Exhibits and other documents can be sent to KCR via a Box.com shared folder with unlimited storage, circumventing the issue of trying to e-mail too many exhibits and going over the attachment limit, etc. It offers a cleaner, more transparent solution to file sharing whereby the client can see exactly what's been uploaded and when. As soon as an upload has taken place, our office is sent an automatic notification for the appropriate action to take place. Lastly, once the job has been finalized and produced, all exhibits are uploaded to the client repository/portal for the client's future access.