Deposition Transcripts and You: Considerations When Requesting Transcripts and Exhibits

ASCII Transcript

The raw file generated by the court reporter’s software is typically delivered in a standard plain text format known as ASCII. While this file can be opened in a basic text editor such as Notepad, it contains little formatting and is not intended for everyday review. Instead, ASCII files are primarily used as an exchange format that can be imported into litigation support applications such as Case Notebook, CaseMap, TrialDirector, and other compatible software. Reporting agencies also use the ASCII transcript as the foundation for creating more advanced transcript formats.

Rough Transcripts

Rough transcripts are draft versions of the final transcript and are often delivered in ASCII format because they come directly from the court reporter’s machine before final editing and certification. Depending on the reporting agency, rough transcripts may also be provided as searchable PDFs for easier review. Because rough transcripts have not been finalized, they should not be cited or relied upon as the official record.

PDF Transcript

A searchable PDF transcript is the most universally compatible transcript format and can be opened on virtually any computer, tablet, or smartphone without specialized software. Because the PDF is generated from the transcript text, it supports full-text searching, making it easy to locate testimony quickly. Many transcript PDFs also include bookmarks, hyperlinks, and other navigation features that simplify review.

Linked PDF Transcript

This format is similar to a standard PDF transcript but also includes the linked exhibits within the same PDF file. Each time an exhibit is referenced in the transcript, a hyperlink takes you directly to the corresponding exhibit, allowing you to move seamlessly between testimony and evidence. This provides a convenient way to review the complete deposition record from a single document.

TextMap Transcript

LexisNexis TextMap, part of the CaseMap suite, supports the TextMap Exhibit Package (.xmef) format. An XMEF file can include a searchable transcript, linked exhibits, and, in some cases, synchronized deposition video, allowing multiple proceeding deliverables to be packaged into a single file for use within the TextMap ecosystem. While this format remains useful for firms that use TextMap, the free TextMap Viewer previously offered by LexisNexis is no longer available for download from LexisNexis. As a result, recipients should verify that they have compatible software before requesting or distributing XMEF files.

Case Notebook Transcript

Organizations that continue to use Thomson Reuters Case Notebook may request the PTZ transcript format. Similar to XMEF, PTZ files can include a searchable transcript, linked exhibits, and synchronized deposition video. Because PTZ is a proprietary format, it requires a licensed copy of Case Notebook and is best suited for firms that have incorporated the software into their litigation workflow.

Synchronized Video Transcript

One of the most valuable litigation tools is synchronized deposition video, which aligns the transcript text with the recorded video. This allows attorneys to instantly jump from any line of testimony to the corresponding point in the video, significantly reducing the time required to review testimony and prepare for hearings or trial. Synchronized video can also be used to quickly create deposition clips for mediation, motion practice, or courtroom presentation. Many litigation support and trial presentation applications support synchronized video, and some reporting agencies also provide browser-based viewing options that eliminate the need to install specialized software.

Exhibits

With the variety of transcript formats available, exhibit delivery is relatively straightforward. Most exhibits are delivered as searchable PDF files.

PDF exhibits are typically created by scanning paper documents or exporting electronic files directly to PDF. Most reporting agencies perform optical character recognition (OCR) before delivering exhibits, making them fully text searchable. OCR enables attorneys to quickly locate keywords and phrases within exhibits, significantly improving document review and case preparation. Because searchable exhibits have become the industry standard, it is still worth confirming that OCR processing has been performed when requesting production files.

Best Practices for Requesting Transcripts and Exhibits

When requesting transcripts and exhibits, specify the formats that best fit your firm’s workflow to avoid delays or unnecessary conversions. Many firms establish standing delivery preferences with their reporting agency to ensure consistent production across all proceedings.

Searchable PDF transcripts and exhibits remain the most universally compatible formats for sharing with clients, witnesses, experts, and co-counsel. Firms using specialized litigation software may also request native formats such as XMEF or PTZ to streamline importing materials into their case management systems.

Today, many reporting agencies also provide secure online access to transcripts, exhibits, deposition video, and related case materials through cloud-based client portals. These platforms make it easier to organize, search, collaborate, and securely share materials without managing multiple local files.

If you encounter missing exhibits, formatting issues, or other production concerns, contact your reporting agency promptly so corrections can be made before they affect your case preparation.

As technology continues to evolve, discussing your preferred delivery methods with your reporting agency before the proceeding can help ensure you receive materials in the formats that best support your litigation workflow.