Summary

Clients may ask us to upload transcripts to the platform and depending on the scenario, there are different responses we need to give. 

Process

Scenario 1 - Hearing sat as a Daily or on a Realtime server (i.e. not on a UK, SG or HK server) and clients would like transcripts uploaded to 'Transcripts' tab on their main bundling matter. Client asks if transcript(s) from hearing hosted elsewhere can be uploaded to their standard bundling server and appear on the Transcripts tab with standard transcript functionality.
  • SO Action 
    1. Email is sent to the Case Manager and Case Management team (if they aren't already in copy) as this falls under their remit.
    2. Flag email in the CST Slack channel. 
  • SO Billing
    • Not required
Scenario 2 - Hearing sat as a Daily, on a Realtime server (i.e. not on a UK, SG or HK server) or outside of Opus 2 and clients would like transcripts uploaded as PDFs in their Hearing Bundle. Client asks if (or already sends) transcript(s) from hearing hosted elsewhere can be uploaded to their hearing bundle as PDFs.
  • SO Action 
    1. Check if transcripts are in the Opus 2 format (i.e. have an Opus 2 cover page). 
      1. If they aren't, proceed with step two.
      2. If transcripts are in the Opus 2 format, check if they already exist in the Realtime folder on their workspace. 
      3. If there is no folder or transcripts, proceed with step two. 
      4. If the transcript(s) they are requesting already exist in the Realtime folder, proceed with steps under Scenario 3 2a. 
    2. Explain the following to the client if they have not provided the documents already:
      1. They will need to send the transcripts as text searchable PDFs via Opus 2 Transfer with a corresponding Excel index in line with the standard upload process (if they haven't sent the documents already). 
      2. The request will be billed in line with our standard upload or content management rate depending on whether the documents are going into a new or existing folder. 
    3. When we have finalised the instruction, process as normal. 
  • SO Billing
    • Bill as standard request (i.e. upload, insert or replacement) in line with billing guidance here.
Scenario 3 - Hearing sat as a standard combo case (i.e. on a UK, SG or HK server) and would like transcripts uploaded as PDFs in their Hearing Bundle. Client asks for the transcripts from their hearing to be uploaded to the hearing bundle as PDFs.
  • SO Action
    1. Check if the transcripts are in the Realtime folder on their workspace.
      1. If they aren't, proceed with the request as normal. 
      2. If they are, proceed with step two. 
    2. Explain to the client that we advise against uploading transcripts as PDFs when they already exist in the Realtime folder as: 
      1. It causes duplication on the platform as they are already available in the ‘Realtime’ folder.
      2. Users’ annotations will be available on the main (current) version but not the PDF copy in the bundle which can be frustrating.
      3. The hyperlinks would not be activated by default – they can be activated at the standard linking rate however, they are available in the current transcripts. 
      4. Referencing the condensed transcript can be confusing as:
        1. The cover page and then combination of transcript pages per PDF page means there is often confusion what page number to reference.
        2. It is not possible to reference specific lines in the PDF copy but this is possible in the more advanced transcript version currently available.
      Copy
    3. If the client still instructs us to proceed, explain the following if they have not provided the documents already: 
      1. They will need to send the transcripts as text searchable PDFs via Opus 2 Transfer with a corresponding Excel index in line with the standard upload process (if they haven't sent the documents already). 
      2. The request will be billed in line with our standard upload or content management rate depending on whether the documents are going into a new or existing folder.
    4. When we have the finalised instruction, process as normal. 
  • SO Billing
    • Bill as standard request (i.e. upload, insert or replacement) in line with billing guidance here.
Scenario 3 also applies if clients ask us to upload amended transcripts that already exist in the Realtime folder. 
Production replace transcripts once amendments are complete so there is no need for them to be uploaded again.