Top Ten Remote Deposition Best Practices
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- Taylor Boysen
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Top 3 Tips to Improve Your Remote Deposition Experience
Each week we are introducing helpful tips and informative guidelines for your seamless deposition experience, whether it be in-person or remote.
Our focus this week is the Top 3 Tips to Improve Your Remote Deposition Experience using our two recommended web conferencing options. Both are secure platforms that are monitored by a live Huseby tech expert from deposition setup to conclusion, to ensure you have a smooth remote deposition experience.
HusebyConnect
Improve your remote deposition experience by implementing the tips below when using HusebyConnect, one of our top web conferencing platforms. Learn more about HusebyConnect by clicking here.
Connecting your audio through your telephone
We recommend connecting your audio using your telephone rather than your computer’s microphone, as this allows for two separate connections to the deposition. One connection for your video/ exhibits through the internet and a separate connection for audio through the phone. In the event you temporality lose your internet connection, you will still maintain an audio connection while you reconnect your internet feed. Connecting through the phone also allows for enhanced audio quality for the court reporter. You will find the telephone dial-in information when joining the event. A window will pop-up allowing you to dial-in or requesting the web conference call your direct dial.
Handling large exhibits - optimizing/reducing size
For most PDF’s, a file can be preloaded, introduced and saved in under 20 seconds on each step in the exhibit presentation workflow. While handling smaller to mid-sized exhibits electronically can be faster and more efficient than introducing and marking hardcopy documents in person, it is important to take into consideration the time it may take to introduce and save larger PDF files that might be hundreds to thousands of pages in size. When introducing larger documents, you might consider two options (also see PDF Optimization/File Size Reduction Guide):
- Timing questions in your deposition that do not require handling documents to coincide with the upload and save time larger documents may require. Us
- e the Attorney File Share to handle presenting larger files and mark a slip sheet as a placeholder in the exhibit history.
Using attorney file share
Attorney file share allows files to be passed between counsel, deponent and court reporter and can be used in multiple ways:
- Providing a courtesy copy of exhibits to opposing counsel.
- Allow the deponent to upload files brought to the deposition.
- An alternative to consider for larger files is to electronically hand counsel and the deponent a complete version of the large PDF using the Attorney File Share. The deponent can download locally and flip through independently to confirm the document is complete and potentially use to answer questions.
RingHuseby
Improve your remote deposition experience by implementing the tips below when using RingHuseby, one of our top web conferencing platforms.
Connecting your audio through your telephone
We recommend connecting your audio using your telephone rather than your computer’s microphone, as this allows for two separate connections to the deposition. One connection for your video/ exhibits through the internet and a separate connection for audio through the phone. In the event you temporality lose your internet connection, you will still maintain an audio connection while you reconnect your internet feed. Connecting through the phone also allows for enhanced audio quality for the court reporter. You will find the telephone dial-in information on your web conference email invitation or by selecting “Join Audio by Telephone” on the RingHuseby platform.
Granting deponent remote control rights
While you are presenting exhibits, the deponent at any time can request remote control of the document to flip through and add annotations. The deponent can request control by selecting “View Options” then “Request Remote Control” at the top of their screen. Once requested and accepted, the deponent will then be able to control the document at their pace or make temporary annotations on the screen.
Preparing for your exhibit share
We recommend creating an easily accessible folder on your desktop to house your exhibits, allowing you to locate and share your exhibits on-the-fly. To present an exhibit, open the document first and then click share. This allows you to present only the document itself rather than sharing your entire screen, protecting you from sharing something you don’t want to be seen such as your email, Outlook previews, calendar pop-ups or any other confidential information.
We have also included some additional computer tips below to help prepare you for your next remote deposition.
- Set your screen saver and sleep mode options to “NEVER” for the event
- Work off 2 monitors if possible so you can view the deposition on one screen and your notes/email on the other screen
- Test! Give us a call to test with you (and – TEST with your Expert and/or Witness!)
Give us a call today to schedule your remote depositions! (800) 333 – 2082 or calendar@huseby.com
To Remote or Not Remote, Is That Your Question?
Holding off on scheduling depositions due to the uncertainty of COVID-19? We have a solution! Reliable deposition solutions are important to you, now more than ever before, and we are working around-the-clock to deliver “excellence in every interaction.”
We can help you keep your depositions moving forward in August. We understand that guidelines vary by state and localities. That is why we are providing solutions for in-person depositions and remote depositions. Check out our deposition options by clicking here.
Whether you are considering in-person, remote or a combination of the two, have the peace of mind that if things change you can easily modify the deposition format any time, even the day before your deposition. By getting your depositions on calendar now, our Schedulers and Case Managers can work closely with you to adjust or change your attendance options as needed. As you approach the deposition date, if the event simply cannot go forward, no worries, up to 24-hours (business day) prior to the event you can reschedule or cancel with no penalty.
From the time you schedule to the delivery of the transcript, the Huseby team is working around the clock to ensure a smooth deposition. Before the proceeding, we make sure you have all the necessary tools. For remote depositions, we’ll run tests with you, opposing counsel, and the witness so that each party is familiar with how to connect. Our support team will reach out to you days before the deposition to run the test as well as discuss exhibits. Your virtual conference room will be available to you hours before the deposition start time, so you’ll have plenty of time to get prepared. A member of our support team will login and be present the entire deposition in case you have any questions or need help troubleshooting a tech issue. To learn about the support Huseby offers you when conducting remote depositions, click here.
If you prefer to conduct an in-person deposition we’re ready for that, too. When you visit our offices, you will see signage reminding you to help us all manage spacing of at least 6 feet. We have provided different layouts of conference rooms as guidelines for our offices. Second, face coverings will be required for all team members, reporters and videographers. Where not required by local health officials, face coverings are also recommended for clients and deponents - especially when moving freely around the office. Third, we are asking health question checks at the door to screen for those with symptoms or who have been exposed to someone either showing COVID-19 symptoms or someone who has been infected with COVID-19. Throughout the day and after each deposition, we are conducting enhanced cleaning with a special emphasis on high traffic areas and hard surfaces such as tables, chairs, and doorknobs.
A philosophy that drives the Huseby team is “empowering today’s attorneys.” That philosophy rings true all the time, but it seems to ring especially true during these uncertain times. And in the current situation you may be facing today, at Huseby we are determined to do what we can to put those words into actions. Contact our experts or live chat with your local market manager for scheduling your deposition, a demo, or to get more information on our deposition solutions.