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SOFTWARE, EQUIPMENT & SETUP SCHEDULING, PREPARATION ...€¦ · Thank you for setting up your...
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Transcript of SOFTWARE, EQUIPMENT & SETUP SCHEDULING, PREPARATION ...€¦ · Thank you for setting up your...
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Thank you for setting up your remote video deposition with us.
We’ve put together this comprehensive guide to help instruct you on how to get set up and prepared for your upcoming remote deposition. None of it is very difficult, but we figured the details could be
useful for those of you not familiar with this arrangement. We’ve also made an abbreviated checklist for quick start.
We have various options for hosting all participants, whether it’s from our physical offices, or from your own device in your office or home. We can also connect different rooms in our offices via video to
promote social distancing, if that is desired.
Please call us to discuss your needs and the best scenario and set up.
This guide is somewhat of a work in progress and we will be updating it as we learn better practices, ways of sharing exhibits, better tools, et al. We are open to suggestions and hope it can be a collective
conversation for developing a system that works for everyone.
• SOFTWARE, EQUIPMENT & SETUP• SCHEDULING, PREPARATION & EXHIBITS• STARTING YOUR SESSION• PRESENTING EXHIBITS• BREAKOUT ROOMS• RECORDING• RULES & LEGAL CONSIDERATIONS
Open the “Checklist” here for an abbreviated list of suggestions for preparing and having a
successful remote deposition.
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Over the years, we have found Zoom to be the best platform for us to conduct a remote deposition. In the last weeks, Zoom went from 10 million to 200 million users and experienced some bugs and security issues that were negatively communicated in the press. This was disappointing given how useful this platform is and considering we’ve designed a great process using it.It seems they are working hard to remedy these issues, have been very communicative about their challenges and their commitment to fixing these things. We feel it is continually improving and because of this, getting even more secure. It’s the only platform that gives us the control, recording, screen sharing and overall functionality that we need to have a great deposition. We’ll continue to explore others.For all our depositions on Zoom, we require an entry password, and we individually admit each participant from the waiting room. Because of these steps, no one can “zoombomb”, which was one of the main problems the large community groups were having; they widely distributed their meeting IDs with no entry password leaving their meetings vulnerable and open to disruption.We hope you will still consider having us set up your depo via Zoom.That said, if you are concerned about using it, we respect that. We will set up either Polycom RealPresence tool or another of the video chat tools. There may be a bit more preparation needed, more difficult to get all the different participants set up, less control and we’ll have to be sure to get exhibits around ahead of time. Call to discuss.
If we do use Zoom, you don’t really need to do anything other than click a remote invitation link we send you for your upcoming deposition. You will be prompted to download a software to join your meeting.
If you do want to sign up for an account, please click our referral link below to sign up for your free Zoom account.
http://bit.ly/391iVCcGo to the resource center in the upper right, then to Download Zoom Client. Select to download the “Zoom Client for Meetings”.
We have a robust Zoom subscription with a lot of functionality and control, recording storage, etc. so we will be providing the set-up links
We are recommending participants consider using laptops/desktops over mobile devices.Though they usually have great cameras and microphones, mobile devices will not allow you to receive and view documents/exhibits via the chat function. Laptops/computers also offer better viewing. Test your own devices and set up to see what works best for you.
Clear and discernible audio is most important, and it can become a problem with poor network quality or faulty equipment. There are a few things you could consider that might enhance your set up and make communication clearer. Headset with Built-In Microphone: An over-ear headset with microphone and noise-cancelling
We have one of these JABRA USB/Bluetooth speaker/microphones and it works really well. Nice, loud audio and voice pickup. You can use it through your computer or connect to your cell phone or other device
https://www.amazon.com/Jabra-Wireless-Bluetooth-Speaker-Softphone/dp/B071CGH8YF
Join with computer audio
Note: A phone connection might not always be better than your computer connection. We recommend testing both in advance to know what set up allows you the best communication and clarity with the equipment and network you have.
Example only. Refer to and
use the numbers
provided in your meeting
invite.
Lamicall Tablet Stands
avoid using any manipulated or pre-made digital background
Thank you for understanding the benefit this provides the court reporters.
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We will request to set up a time to do advanced testing with each participant prior to the deposition.
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at least a day in advance of your deposition “By failing to prepare, you are
preparing to fail.”~
Benjamin Franklin
Please give us the names and email addresses of those you want to be assigned to this folder.
https://fishercourtreporting.sharefile.com/d-s8bec8da59604107b
You will receive an emailed link to the witness exhibit folder for your upcoming deposition.
Please try to get this completed at least a full day in advance, and not just 10 minutes before the start time, which causes a lot of unnecessary stress and delay.
Drag and drop the exhibits you intend to use for your upcoming remote deposition into a webpage file like this provided by Fisher via link.
pre-marking your exhibits with a number
https://fishercourtreporting.sharefile.com/d-s8bec8da59604107b
Wrecked Car Front Viewhttps://fishercourtreporting.sharefile.com/d-saf3cc523c374646b
Medical Recordhttps://fishercourtreporting.sharefile.com/d-s07b3b24950647eb9
Cell Phone Recordhttps://fishercourtreporting.sharefile.com/d-sd6b0e414a1749c8b
Sample PDFhttps://fishercourtreporting.sharefile.com/d-s39d34df61cd4b9a8
Master Exhibit Indexes
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Click the meeting link to start your session.
We will initiate the Zoom meeting 30 minutes prior to the start of each deposition.
During this time, we will spend a few minutes:• going over the process of how
things will run• make sure all are comfortable
with the tools• make sure that everyone has
access to the exhibits• test microphones and adjust
video settings To join, click the meeting link provided in your invite email.
Or else open your Zoom app icon, select to Join a meeting and enter the meeting number provided in your invite and your name.
As previously mentioned, you’re mostly likely going to want to Join with Computer Audio.
But you can also choose to dial in from your phone to the number provided in the invite if you prefer.
We’ll have a separate conference line ready and on standby if for some reason there is a poor audio connection that day. You just never know.
In the lower left are the controls for your audio/video settings.
You can click the arrows to the right of the microphone or camera icons to select your microphone, speaker, and camera settings.
Here you can also toggle the microphone and camera as muted or active.
In particular, the audio mute button can be important to keep unwanted conversations private and off any recordings.
You can change the views of the participants in the upper right of a laptop screen. Gallery view seems to work best with the witness “pinned”.
On a mobile device, if you tap the screen, the options appear on the right. Each device may be a little different.
Practice with your device to get to know how it functions ahead of time.
Click on the ellipses to see options for viewing. You can pin the video of the witness to stay large in the view.
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When you join, please immediately click the “chat” icon on the bottom menu.
If it’s not visible, you sometimes need to click a More… button to show additional options.
2. Use your cursor and highlight the full exhibit label and link and right click to “Copy”.
3. Click back into the chat field, then right click and “Paste” what you copied into the chat box after the Exhibit Number. Push “enter”.
1. When marking an exhibit, type the Exhibit number of the document you are introducing into the Chat window.
All participants can then click the link to open the document in their own browser.
All should position the windows to appear side by side.
You can direct the witness to navigate to a certain page or they can use the + or – symbols to zoom in and out.
Once you mark your exhibit, it is helpful if you briefly “Share” your screen to give visual reference to the exhibit you are offering.
Select the window you wish to share.
!! Please be sure you don’t have anything open on your desktop that you wouldn’t want others to see. !!
If you are playing video or other element with sound, you should select these options.
Ask/confirm that everyone is looking at the same document.
It’s best to Stop Sharing once acknowledged so any recording captures witness face and you can read facial expressions best.
To Annotate: When your screen is shared, mouse over the bottom edge of the Zoom window to bring up the menu and reveal the annotate option.
Overview of available tools for use when screen sharing or using the whiteboard function.
While sharing your exhibit, you can have the witness make annotations from their end.
They will select View Option from the top of the Zoom window, and then choose Annotate.
IMPORTANT NOTE: When you are done discussing the exhibit, please ask the court reporter to mark this exhibit.
At this time, please stop the conversation so they can take a screen capture of the annotated exhibit and save it as the exhibit. You are also able to “save” the document from your chat window onto your computer.
You can share a file from your computer on the fly.
It’s a little less reliable than having the pre-made links ready. You may have to be prepared to email an exhibit around in the event there are issues.
In More in the chat box, select to share a file from your computer, or you can connect a Google Drive or Box account. We should test everything before the deposition and have a good plan.
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video conference and video recorded deposition
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• (3) Method of Recording.
• (4) By Remote Means. The parties may stipulate—or the court may on motion order—that a deposition be taken by telephone or other remote means. For the purpose of this rule and Rules 28(a), 37(a)(2), and 37(b)(1), the deposition takes place where the deponent answers the questions.
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