Remote Depos Guide

Any Time, Any Distance – We have the step-by-step guide to make your remote depositions happen. Remote depositions keep your case moving forward, and have never been more streamlined than now. Learn how to give your remote depositions the in-person feel with proper set-up and tips to optimize the experience. When you partner with Planet Depos for your remote deposition, you can confidently expect the best.

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Steps to Prep

Confirm all parties/participants agree to take the deposition by remote means

Prepare the Notice. Make sure to include language to allow for a remote deposition. See sample language

Confirm agreement between all Counsel regarding administration of the oath, if necessary (state laws may vary)

Schedule

Schedule a court reporter and technician

Recording of the proceeding is available through the videoconferencing software. This recording does not include timestamps and does include off-the-record discussions
If video is needed for trial purposes, schedule a videographer. This recording will include date and timestamps, as well as announcement of times on and off the record. Synchronized transcript and video is also available. Off-the-record discussions will not be included in this video which can be synched to the transcript
Provide scheduling with names and email addresses for all participants

Consider realtime. If realtime is needed, be sure to request a realtime court reporter

View realtime on the screen during the remote deposition
Highlight text and make notes at any time during the remote deposition

Plan for exhibits, if being used

Exhibits can be organized and presented by the attorney, or, if desired, a technician can be hired to do the same. We request that they be emailed to schedulenow@planetdepos.com at least 24 hours prior to the remote deposition
Last-minute exhibits can be sent to the technician in the remote deposition using the Zoom chat box
Exhibits can be pre-marked or the technician can mark them during the deposition, just as the reporter does for in-person depositions
The technician or the witness can highlight text and make annotations to the exhibits at your request
The technician can give control of the shared exhibits to participants, enabling participants to review documents at their own pace

Test

Test internet speed, connection strength, headsets, microphones, webcams, and volume. All affect audio and video quality for the remote deposition

All participants are urged to run a test call with the technician to check the connection – this includes all counsel and the witness

Q&A with your technician – this is the perfect opportunity to discuss features of Zoom such as:

Security
Chat feature
Breakout rooms

Test your proposed “deposition room”

Eliminate distracting background noise – set up in a quiet room where you won’t be interrupted
Eliminate distracting visuals – wear solid colors to keep the focus on the record
Ensure visibility – do not sit in front of a window or light, as it will interfere with a clear visual
Position webcam so that you are visible mid-torso up

Tips to improve the remote deposition experience

Hard-wired internet connection is optimal
Connecting audio by phone (rather than from your computer) provides best quality audio
Speak slowly, articulately, and only in turn
Position webcam so that you are visible mid-torso up

Housekeeping

Unique meeting link and password is sent ONLY to provided email addresses

Each meeting is encrypted and password protected

Technician sets up waiting room and breakout rooms – only the technician can move approved participants from room to room

Your Remote Deposition

Sign in about 10-15 minutes early for testing

Set up your view

If there are concerns about witness coaching, you can ask the witness to swivel their camera around the room to confirm no one is in the room with them. The technician can also disable the chat feature if there are concerns about coaching through that medium
The technician/host will usually pin the witness to the screen (screenshot) with counsel and the reporter along the top
If the technician/host does not pin the witness, you can set up a different view, for example, gallery view
When exhibits are shared, if the witness has been pinned, the witness will appear in picture-in-picture format, to better display the exhibit