While legal standards for court reporting confidentiality in Houston haven’t changed, the courtroom landscape certainly has – transforming physical practices into remote court reporting. Court reporting is one of the most confidential services when it comes to legal proceedings. Every single deposition or hearing must be fully secure in order to keep sensitive information private and crucial evidence confidential. When it comes to this legal information, the risk of unencrypted WiFi or unauthorized records is completely unacceptable. Because of this, working with an expert remote court reporting company in Houston, like Hanna & Hanna, is essential for keeping client information safe, secure, and reliable. We do this by prioritizing three pillars of virtual security for our legal clients:
- Platform security
- Procedural protocols
- Post-proceeding data management
The Importance of Court Reporting Platform Security
Within the legal industry, the shift to remote court reporting from traditional in-person litigation support has been massive. The core challenge of this shift is keeping transcripts and recordings secure, while still relaying information quickly and accurately. Real, strong, dependable security starts before a single word has been spoken – it starts with digital platforms, the foundation of our remote court reporting services. Unlike the digital platforms you might be thinking of, we rely on dedicated platforms that are specifically designed for heightened confidentiality and data control. By understanding the specific safeguards and authentication measures in place, you can see the difference Hanna & Hanna makes in making sure your remote court reporting service is impenetrable and highly secure from start to finish.
End-to-End Encryption: Complete Remote Litigation Support Security
What many digital recording platform users may not realize is that the most vulnerable step in any digital storage system is transferring data across the internet. This is because when data is transferred through public internet spaces, it is extremely complex and requires passing numerous uncontrolled points. When data has to pass through numerous nodes, including local Wi-Fi routers, internet networks, and servers, it faces exposure to attacks at every turn. Without strong security measures being put in place by your platform, it can easily be intercepted or read by malicious users.
This is why we prioritize using end-to-end encryption for our remote court reporting services. This ensures that data is highly encrypted the moment it leaves a sender’s computer. Encryption means that the data is scrambled and effectively unreadable by any device except for the intended recipient’s computer. Because of this, even if a hacker is able to intercept the send, they only receive a string of virtually useless, jumbled code. Regardless of whether the service you have chosen requires video, audio, or chat communication, with Hanna & Hanna, you can be confident that your data and client information are completely safe and secure.
Remote Court Reporting Gatekeepers: Verification Integrity
Protecting your data through end-to-end encryption is highly effective in protecting your data from outside attackers, but at Hanna & Hanna, we also pay careful attention to every participant in the virtual room. Our security systems act like a virtual security guard by strictly keeping out unauthorized users or blocked users. We do this by requiring multi-factor authentication and unique logins for each session. Our host systems also offer waiting room entrances, allowing our team to individually verify and “let in” one participant at a time.
Procedural Integrity in Remote Court Reporting
Your platform is undoubtedly the most integral aspect of proper data security in your remote court reporting experience, but having rigorous protocols is a non-negotiable. When you choose Hanna & Hanna for your remote court reporting needs in Houston, you can be confident that our team operates with integrity and reliable procedures – for every session.
Software isn’t able to control human interaction, like checking a text message or unruly participants. This is why our team’s role as remote court reporters is essential. Every member of your remote litigation support team is performing the duty of active security lawyers at all times, not only accurately transcribing the proceedings, but also managing the platform settings, enforcing the rules of engagement, and immediately shutting down any procedural or technological threats. The primary avenues we use for this include:
- Participant vetting: Our remote court reporter will confirm both the identity and the official location of each attendee at the start of the proceeding.
- Enforcing ground rules: As the session’s moderator, our team members will outline and firmly enforce rules surrounding things such as cell phone use, unauthorized people entering the area, or breaking procedures.
- Environment check: By requiring all participants to perform a 360-degree pan of their environment with their camera, we can confirm that there are no unauthorized recording devices or people present.
- Break protocols: We follow detailed procedures for breaks to maintain the attorney-client privilege and prevent any unfair coaching.
Lastly, we always encourage users to opt for private Wi-Fi networks protected with a strong password instead of public networks (such as cafes or hotels). This just adds one more layer of security to your data. Finally, at Hanna & Hanna, we also recommend using a VPN for one more layer of security for all participants.
Data Integrity After Remote Court Reporting
The primary question most virtual court reporting users have is what happens to their data between the virtual handshake and the delivery of their documents. After virtual court reporting services, the most significant factor in data security is the “at rest” period, which is when the system holds large transcripts, exhibits, and sensitive files before sending them to your firm. At Hanna & Hanna in Houston, we prioritize this by following three strict rules when it comes to data at rest:
- Secure storage: We use fully compliant, cloud storage with encryption for audio, video, and final transcripts.
- Retention policies: Our strict policies ensure the full deletion and wiping of your data from our end once you receive it.
- Granular access controls: We control access to final transcripts and exhibits based on secure client portals and individual passwords.
How Our Remote Court Reporters Prioritize Compliance
Parties cannot ignore compliance, a huge factor in legal proceedings. Remote court reporting creates a complete, unbreakable seal for your data – allowing your proceedings to be fully compliant with court reporting regulations like HIPAA and Protected Health Information rules. This applies to all evidence, transcripts, and evidentiary support exhibits. Not only does it protect the privacy and safety of your clients and the integrity of your Houston practice, but it also protects your case in general by protecting key insights and information.
Remote Court Reporting Services For Increased Data Security
At the end of the day, your remote court reporting service is only as strong as the data security that accompanies it. At Hanna & Hanna, we understand that legal proceedings are often some of the most sensitive and private matters that most of your clients will face throughout their lives. Because of that, we prioritize and demand complete data protection from the beginning of your service through the end of your case. If you value protecting your and your clients’ privacy and finding a team that offers just that, Hanna & Hanna is the remote court reporting team for your Houston firm. Contact us today for a free remote court reporting estimate for your upcoming case.