News From Planet Depos

Each morning, various legal professionals enter their respective law offices with a list of depositions, trials, and videoconferences to schedule. With their morning coffee by their side and a pending stack of scheduling to complete, they quickly place a call or send an email to Planet Depos.

What is not as well-known is what happens behind the scenes at Planet Depos once a case is scheduled. There are certain elements to ensure that the case is managed in a personal, efficient and seamless manner:

1.  Each time a deposition is scheduled with Planet Depos, it is assigned to a case manager. A case manager ensures that there is a single point of contact to field questions, fill orders, or handle last-minute needs or changes.

2.  The case manager will contact the parties for any standing orders to guarantee that requests are always up-to-date and orders are filled consistently and accurately. Standing orders include special services such as:

– Realtime
– Rough Draft
– Videotaping
– Videoconferencing
– Expedited Delivery
– Complimentary Video-to-Text Synchronization

3.  Each case on our calendar contains a list of past, present, and future depositions. The case manager will keep track of what is coming up, the due date of transcripts, and upcoming hearings and court dates. A confirmation email or phone call is always placed the day before each deposition to confirm the details. A case manager is also responsible for ensuring that court reporters, legal videographers, and interpreters are consistent throughout the course of a case.

4.  Sometimes a deposition is required to be held out of state or even out of the country. Your case manager will gladly assist with finding a location for the deposition; whether it’s five minutes away or five countries away, Planet Depos will have a location and a court reporter there for you!

5.  All files in a case are uploaded with case management software such as: LEF (Livenote), SBF (Summation), MDB (Sanction), CMS (Trial Director), VDF (Visionary), and  XML (RealLegal). Planet Depos complimentary online repository houses transcripts, errata sheets, exhibits, invoices, and the online calendar.

6.  Lastly, our case managers keep track of a distribution list pertaining to each case so that rough and final transcripts are sent to the appropriate parties in the case.

To schedule court reporting coverage for your next case, contact the experts at Planet Depos by emailing scheduling@planetdepos.com or calling 888.433.3767.

By Brittany Davies

It’s finally time to enjoy those BBQs, beaches, and family vacations that summer brings! However, as we all take time out in the summer to relax and have fun, life doesn’t stop, especially for a litigation attorney. Taking the steps to ensure you can unwind and have fun during your vacation without having to worry about what’s going on back at the office takes time and preparation. Below are some tips and suggestions to make sure your summer is both fun and stress-free!

• Make sure all of your depositions are scheduled and ready to go before you leave for vacation. By using the Planet Depos’ online Schedule Now feature, or by calling, emailing or faxing our scheduling department at scheduling@planetdepos.com, you can rest assured that every detail is being handled while you’re away.
• Not sure if you scheduled the deposition? No problem! By using the Planet Depos online repository, you can see exactly which dates you have requested a court reporter.
• Don’t worry about taking massive piles of papers with you to the beach! By using the same online repository, you can view transcripts, exhibits, invoice details, videos, and any files related to your cases. Travel lightly!
• Have a case where you absolutely must take a deposition while away? Try mobile videoconferencing! As long as you have access to the internet, this secure and convenient tool will allow you to get the job done as if you were in the office with your witness.

While extremely helpful in the summer, these tips can be used year-round. Wishing you a fun summer season from your friends at Planet Depos!

By Neal Price

Retaining certified and highly experienced court reporters, legal videographers, and interpreters when taking depositions abroad will save money and ensure that the proceedings run smoothly. The following questions should be asked of your vendor before a commitment is made:

Is the team local, or do they need to travel to the location?

One of the first things to consider is whether or not the court reporter, videographer, and interpreter are local to the country in which the depositions are set to take place. If they are not local, will you be charged for airfare, hotel, meals, taxis, travel days and other expenses? Also, non-local teams can be affected by delays or cancellations of flights due to weather, mechanical issues and/or natural disasters.

Do the court reporter and videographer have back-up equipment?

Lost luggage is common and technical difficulties occur. It is of utmost importance that the reporter and videographer have a backup plan if any of their equipment malfunctions or is lost. If someone plugs in a power strip to an outlet overseas without the proper adapter, all of the connected equipment is subject to massive failure. There must be backup equipment close by just in case something like this should occur.  Trying to get a steno machine repaired in remote parts of Taiwan or Sweden is nearly impossible. Having to fly a replacement machine in could take two to three days.

Is the reporter able to provide accurate realtime involving technical terminology including Asian or European proper names and geographical terms, and do they specialize in realtiming complex intellectual property cases? Will they bring multiple laptops to the depositions for attorneys who have connectivity problems in Asia? It is very important for interpreters to also view the realtime feed to make sure that they are interpreting correctly and quickly catch mistakes. Can the reporter provide laptops to the interpreters to facilitate a smooth-flowing deposition?

All of these questions are very important when selecting a court reporter, videographer, and interpreter to cover your depositions abroad. In most cases, clients are very cost-sensitive, and issues that could have been avoided through proper planning and review can be very costly and time consuming. Finding a firm with years of expertise in covering international depositions, like Planet Depos, is paramount in the process.

For assistance with an upcoming international deposition, contact the experts at Planet Depos by emailing international@planetdepos.com or calling 888.433.3767.

Before the Deposition

• Determine the venue after verifying that the lighting, seating, heating, and air conditioning allow for good ventilation and visual conditions, and that photocopying and internet connections are available.
• Include the court reporting, videography, and interpreter firms in the Deposition Notice.
• Verify with the court reporting, videography, and interpreting firms that the Notice was received and the deposition calendared.
• Work with the court reporting firm’s Scheduling Department to arrange for:
  • Any changes in time or venue
  • Transcript delivery (regular or expedited)
  • Realtime connections, local or remote
  • A rough transcript, if needed
  • Legal videography services
  • Equipment rental (such as laptops, iPads, tablets, projection equipment, or screens)
• If the case is technical, provide a case-specific list of terms to the reporting firm so that the reporter may program those terms into his/her stenotype job dictionary.

At the Deposition

• Introduce yourself to the reporter and videographer and provide your business card.
• If you have exhibits to be introduced, consider providing them to the court reporter to be pre-marked before going on the record.
• Do not sit on the same side of the table as the witness, as it causes the witness to turn his/her back to the reporter.
• Remind the witness that “uh-huh’s” or “huh-uh’s” should be avoided, as they do not appear in the transcript as clearly positive or negative responses.

Before Leaving the Deposition Room

• Ask the court reporter if he/she has all of the spellings he/she needs.
• Verify the delivery timetable for the final transcript and synchronized video.
• Clarify who will be retaining the exhibits.
• If an order form is available, use it to ensure that your needs are met.
• If possible, give the court reporter a few minutes to briefly clean up the rough transcript before disconnecting the realtime feed.

Planet Depos has realtime certified court reporters, as well as highly skilled, trained videographers capable of providing you with top-tier reporting and videography services for all of your court reporting needs across the U.S. and around the world. Contact us at 888.433.3767 or scheduling@planetdepos.com.

Where do I go to find a court reporter? How do I know if the court reporter is qualified? How much will it cost? Do I need a videographer, realtime, rough ASCII, or expedited delivery? How would I like my transcript delivered?

These are the most common questions that come up when court reporting services are necessary. First, let’s review the three things to consider:

1. Contact a Court Reporting Agency

When trying to find a court reporter, going directly to the reporter is usually not the best route. Most reporters are associated with a court reporting agency. A court reporting agency can handle the administrative tasks such as scheduling, production, and billing, while the reporter takes down the spoken word at a deposition, arbitration, or court proceeding. Developing a relationship with a court reporting agency ensures availability, accountability, and quality transcripts.

2. Know Your Order (Special Services)

Would you like a videographer present to film the proceeding? Will you need realtime? Would you like a rough draft of the transcript at the end of the day? When would you like the final transcript delivered? What type of format would you like to receive your transcript and video? These are all things to consider when ordering a court reporter. Knowing what you need at the time the deposition is scheduled and conveying that to the court reporting agency will ensure you receive exactly what you need every time. A qualified court reporting agency should be able to provide you with a transcript and video in any format: PDF, TXT, E-Transcript, LEF (Livenote), SBF (Summation), MDB (Sanction) and/or VDF (Visionary).

3. Cost

The cost of the court reporter will depend on which state/country your proceeding takes place and which special services you will require. For example, court reporting services in Washington, D.C., will most likely be less expensive than arranging for a court reporter in South Africa. Having a videographer present, requesting a rough draft version of the transcript, or receiving realtime will also increase costs associated with taking a deposition.

Finding a Court Reporter

1. Referral

Starting within your circle is a great first step. Ask your colleagues which company they hire for court reporting services, and why.

2. Google/Bing Search

Run a search for a court reporting agency in your area using one of the main Internet search engines. Explore each website from the results. Read their blogs and then contact at least three of the court reporting agencies for pricing. Let each agency know that you are getting quotes from other companies. Inquire as to whether attendance fees are charged or if there are discounts given for receiving all case material in electronic format.

Your local court reporting agency is the best source to find a reporter or legal videographer in another state as well. Reputable court reporting agencies, like Planet Depos, have established relationships and partnerships around the world and can manage every aspect of your out of town needs, including conference rooms, videographers, or videoconferencing facilities.

You are now equipped with the necessary information to find a qualified court reporter anywhere in the world. To schedule an upcoming deposition with Planet Depos, please email scheduling@planetdepos.com or call 888.433.3767.

Starting in 2025, U.S. passport holders will need a travel authorization via the ETIAS before boarding a plane bound for 30 European countries.

What is ETIAS?

ETIAS stands for the European Travel Information and Authorization System. Based on its American equivalent ETAS, the system will check the security credentials and charge a fee to travelers visiting EU member countries for business, tourism, medical, or transit purposes.

The ETIAS aims to strengthen security measures across Europe, requiring people from visa-exempt countries to apply before traveling. The ETIAS is not a visa but an additional layer of security. The European Union (EU) developed ETIAS to help monitor travelers who might pose a security or migration risk. It will be in effect from mid-2025, offering streamlined travel procedures for low-risk individuals.

For more information, visit https://etias.com/etias-frequently-asked-questions.

Why was ETIAS created?

Effective border security requires collaboration between different European countries. The ETIAS promotes a cohesive border security policy between participating European nations by creating a single travel authorization system.

The ETIAS utilizes a unified authorization system for international travelers entering the Schengen Zone, ensuring stronger European border control. Although the system adds an extra step to the travel process and will impact how millions of travelers enter Europe, it aims to make the Schengen Area safer.

By pre-screening travelers, the ETIAS reduces the chances of illegal immigration, terrorism, and other cross-border crimes. This will ensure that European borders remain open and accessible while providing security for both residents and visitors.

Is the ETIAS a visa?

No. The ETIAS is not a visa and is more accurately referred to as a visa-waiver. It is a travel authorization for short-term stays of up to 90 days. It differs from traditional visas in that it does not require an interview or physical paperwork.

Travelers can apply for ETIAS online, and no additional documents, like letters of invitation or hotel bookings, are needed for the application process.

Unlike a Schengen visa, which is necessary for longer stays or work purposes, an ETIAS focuses solely on short visits. This makes ETIAS simpler and more affordable than a visa, but travelers should still check local visa requirements for specific needs.

When does it take effect?

The ETIAS is scheduled to launch in 2025. Travelers should expect the system to be fully operational by June or July of that year. Originally scheduled to launch in 2021, several setbacks including unforeseen technical challenges, data privacy concerns, the delayed EU Entry/Exit System, and the 2024 Paris Olympics combined to ultimately push the launch into 2025.

It is advisable for people planning future travel to Europe to stay updated on the rollout, as authorities will begin enforcing this requirement soon after the launch. Visit https://etias.com/what-is-etias for more information and to sign up for updates.

What European countries will require the ETIAS?

Several European nations signed the first Schengen Agreement in 1989. It established a freedom of movement zone between the participating nations by removing travel restrictions. With ETIAS, you can visit many countries across Europe in different categories based on whether they’re in the Schengen Area, the EU, or otherwise associated with the Schengen Agreement.

The below 30 countries will all require ETIAS for entry:

The below six territories, connected to ETIAS member countries, follow Schengen rules for travel and will require ETIAS for entry:

How do I apply?

Applying for an ETIAS is a straightforward online process. Simply fill out an electronic form, providing personal details, passport information, and travel plans. The system will cross-check this data against multiple security databases like Interpol and Europol.

After completing the online form, the application is processed electronically. In most cases, travelers receive approval within minutes.

When should I apply?

To be safe, apply at least one week ahead of your trip to avoid potential delays. Luckily, an ETIAS authorization is valid for three years or until the passport used for the application expires, whichever comes first. You may travel throughout ETIAS-requiring countries as often as you’d like during this period, without needing to reapply, provided your passport remains valid.

ETIAS application process

1. Fill out the application form on the official ETIAS website.
2. Pay the €7 application fee.
3. The system will process the application electronically and will cross-check data from security databases.
4. Travelers receive approval within minutes.
5. Some travelers may be required to send additional documentation.
6. Travelers can appeal their application if it is rejected.

Important ETIAS requirements for American citizens:

• Valid E-Passport: Travelers must possess a machine-readable e-passport.
• Purpose of Visit: ETIAS authorization is granted for short-term visits, including tourism, business, transit, and medical purposes.
• Duration of Stay: The visit should not exceed 90 days within a 180-day period.
• Age Considerations: Applicants under 18 or over 70 years of age are eligible for a fee waiver.
• Application Deadline: It is recommended to apply for ETIAS at least 96 hours before your departure.
• Citizenship Requirement: Full American citizenship is required for ETIAS.
• ETIAS Validity: Once issued, ETIAS is valid for three years or until the passport expires, whichever comes first.

What if I don’t obtain ETIAS and try to travel to Europe?

ETIAS approval is linked to your passport. Without it, airport security will not let you board the plane and you will not be going to Europe!

For additional information on conducting depositions in Europe and around the world, be on the lookout for the 2025 Planet Depos International Deposition Guide (IDG), available for request in mid-February.

There are countries that do not allow taking depositions for a number of reasons. This can obviously lead to numerous discovery problems that can make or break a case. So, what do you do if you need to depose a witness who resides in a country where depositions are not permitted?

Here is more information about a few countries that prohibit depositions and tips on nevertheless taking depositions that remain important to a case.

Why don’t some countries allow depositions by foreigners?

There are over 20 countries that have restrictions or prohibitions on depositions and legal discovery. There are good reasons, but the resulting discovery problems are nonetheless real. Brazil does not permit the taking of depositions by foreign persons. It is considered a violation of Brazil’s judicial sovereignty. Participating in such a deposition in Brazil can result in the arrest, detention, or deportation of the participants. Russia and Austria do not permit depositions at all. China does not allow depositions by foreign persons, but Hong Kong does. Make sure you check with whatever country you will be taking a deposition in prior to potentially violating the law.

What to do about legal discovery problems if depositions are not allowed in a country

Move the deposition. Pay for the witness travel. Get an international court reporting agency that knows the local customs, laws, and procedures. If the witness is willing to travel, take the deposition in a nearby country that permits depositions without prior permission from any Hague Central Authority regardless of the nationality of the witness.

Take steps to reduce discovery problems by preparing for local obstacles or challenges. Ask your court reporting agency about meeting the legal team and witnesses at stations or hotels to ensure travel. Avoid time zone problems by having an agency with people close-by who can communicate in a timely and colloquial manner.

Frequently used alternatives to native countries where depositions are prohibited or restricted:

• Finland can serve as an alternative to Russia
• Hong Kong is frequently used to depose witnesses who reside in China
• Czech Republic and Austria are both members of the Schengen Area, making Czech Republic an ideal substitute for Austrian witnesses as there will be neither witness passport nor immigration controls

Prepare legal team and court reporter travel

There is also your own travel to consider. When traveling internationally, you should:

• Your passport should be valid for at least 6 months after your return date.
• Have at least two blank pages for any entry stamps.
• Check on visa requirements as early as possible, in case procuring any necessary visa is a complicated or time-consuming project.  The State Department lists entry requirements on its website.
• Check the State Department site for relevant travel alerts.
• Keep the information organized to make completing any necessary steps easier.

Local knowledge: The benefits of a court reporting agency

Hotel and accommodation recommendations and help. If you have not been to the deposition destination before, consider asking your court reporting firm for hotel recommendations. With reporters and videographers living and traveling abroad, they can provide knowledgeable recommendations based on your hotel preferences. Once you have arrived at your destination, the reporter and videographer can even tell you where to eat and shop. They can also tell you what places to avoid! Take advantage of their experience; your eyes and your stomach will thank you.

Technical aid. In addition to giving expert travel advice, the reporting agency, court reporter, and staff will technically enhance the deposition with:

• Realtime reporting
• Offsite streaming
• Same-day rough drafts
• Preparation and destruction of exhibits
• Language barriers
• Local procedural nuances
• Room reservations and tech setup
• Aid with technical difficulties

Realtime reporting allows you to immediately access testimony, on your own laptop or a loaner from the reporter. Realtime can also be streamed to offsite participants. You will also receive an instant rough draft at the conclusion of the day’s deposition. The reporter can handle the printing of your exhibits as well as their confidential destruction after the depositions are concluded.

The videographer also adds value to your depositions abroad. There are few things worse than experiencing technical difficulties. But, a skilled videographer will smooth out any technical difficulties. The videographer can step in to assist with conference room reservations, making sure no detail is missed. If anyone is participating via mobile video conference, the videographer can monitor the connection to ensure no interruptions.

While discovery problems are inevitable dealing with international cases, international depositions are easier with support and insight.

For more information on scheduling international depositions, contact Planet Depos International Scheduling at 888.433.3767 or international@planetdepos.com.