Court systems are handling more cases and recordings than ever before, with limited time to turn proceedings into usable records. Transcripts are essential for appeals, case preparation, judicial review, and the public record, yet producing them can take days or longer. As a result, courts have begun introducing digital tools to help capture proceedings and convert them into text more efficiently.
Among the companies working in this space, VIQ Solutions has developed a suite of tools for recording, transcribing, and accessing court data that are gaining popularity worldwide.
Courts Move Toward Digital Recording Systems
In many jurisdictions, the move away from analog recording and manual note-taking is already underway. Digital systems now allow courts to capture audio and video with greater consistency and store it in centralized systems.
One such platform leading this transition is VIQ’s CapturePro, which can record proceedings and manage them across multiple courtrooms. Staff can monitor hearings, review recordings, and attach notes or related materials within the same system. Some setups allow several courtrooms to be managed from a single workstation, reducing the need for separate equipment and personnel in each room.
The result is a more consolidated approach to handling recordings, particularly in courts handling high volumes of cases.
Speech Recognition Speeds Up Transcript Drafting
Once a proceeding is recorded, the next step is transferring that material into text. Traditionally, this has required transcriptionists working from audio files, often under tight deadlines.
New speech recognition software has introduced a faster first step. VIQ’s FirstDraft tool, powered by the company’s aiAssist technology, generates draft transcripts shortly after audio is uploaded. These drafts provide a rough copy of the spoken record immediately ready to be searched, reviewed, or edited.
They are not always final. Audio quality, overlapping speakers, and specialized legal language can affect accuracy. For official transcripts, human review is still required, another service offered by VIQ. Even the draft alone, however, can significantly shorten the time to a completed version.
Simplifying Transcription Workflows
Creating a finalized, courtroom-ready transcript involves multiple stages, including recording, processing, transcription, editing, formatting, and delivery. In courts handling multiple cases at once, keeping track of each step can be difficult.
Another VIQ transcription innovation helping courts solve this issue, the NetScribe management platform allows recordings and transcripts to move through multiple stages within a single system. Files can be assigned, split across multiple contributors, and reassembled once complete.
For teams dealing with large caseloads, it reduces bottlenecks and makes it easier to see exactly where a transcript is in the process at any given time.
Streamlining Secure Access to Recordings
Requests for court recordings have traditionally involved manual steps, including locating files and distributing copies. That process can take time, especially when requests are frequent.
Digital systems are changing how courts handle access to sensitive recordings. VIQ’s AccessPoint is used in over 65,000 courtrooms worldwide, according to the company, and provides a controlled online portal where authorized users can search for and retrieve files.
Access is restricted by user permissions, and system activity is logged, creating a complete record of who has viewed or retrieved a file, which is necessary for maintaining the integrity of evidence.
By placing recordings within a secure, trackable system, courts can respond to requests more efficiently while maintaining oversight of how materials are accessed and shared.
Automation Plays a Role, With Limits
Speech-to-text systems can process large volumes of audio quickly, but courtrooms present challenges that are not always predictable. For example, factors such as background noise, accents, and concurrent speech from multiple speakers can affect results.
Because of this, automated transcription is often used as an intermediate step. Auto-generated drafts provide speed, while human review provides accuracy. VIQ’s approach capitalizes on that balance, combining both rather than relying on a single method.
Courts can decide how to use each option depending on the situation. A draft may be sufficient for internal review, while a fully edited transcript is required for official use.
Adoption of Court Technology Continues Gradually
The adoption of digital tools in courts is still underway. Many jurisdictions have fully integrated recording and transcription systems, while others are still relying on older methods.
VIQ Solutions is part of this transitional period, offering tools that can be introduced alongside existing processes. Courts can adopt recording, transcription, or access systems independently and expand them as needed.
As the volume of recorded material continues to increase, systems that can capture, process, and retrieve information more efficiently are becoming a critical part of how courts operate.
