I-4-1-14.Obtaining Transcriptions of Hearing Recordings

Last Update: 7/3/14 (Transmittal I-4-30)

A. Submitting Request for a Transcription

When the claim(s) file is electronic, the Office of Appellate Operations (OAO) Court Case Preparation and Review Branch (CCPRB) staff will create a compact disc (CD) of any recording contained in the electronic folder pertaining to the final agency decision. Staff will send the CD to the contracts staff for processing under the timeframes in Hearings, Appeals and Litigation Law (HALLEX) manual I-4-1-14 B below.

When a paper claim(s) file is involved, CCPRB staff will duplicate any CDs contained in the paper file that pertain to the final agency decision. The CCPRB staff will send duplicate CDs to the contracts staff for processing under the timeframes in HALLEX I-4-1-14 B below.

NOTE:

CCPRB staff must not postpone the request for recording transcription while awaiting the resolution of any other issues present in the court case.

B. Determining Transcription Priority

The CCPRB staff requests hearing transcripts with the following priority:

  • If a case is due in court in 14 days or less, the delivery schedule is 1 workday. If the transcript is not received within 2 workdays, CCPRB staff will follow up with the contracts staff.

  • If a case is due in court in 15-30 days, the delivery schedule is 5 workdays. If the transcript is not received within 6 workdays, CCPRB staff will follow up with the contracts staff.

  • If a case is not due in court for more than 30 days, the delivery schedule is 10 workdays. If the transcript is not received within 15 calendar days, CCPRB staff will follow up with the contracts staff.

NOTE:

All court remand cases are assigned a 10 workday delivery schedule unless the Commissioner must meet a court-imposed time limit.

The contracts staff tracks each request, separates the recordings for the various contractors, prepares an inventory list for each contractor, and routes the recording to the contractor for transcription.

C. Recording Returned as Inaudible

On occasion, the contractor will return a recording to the contracts staff noting that it was wholly or partially inaudible. On receipt of such an allegation, the contracts staff must audit the recording to verify whether the recording is inaudible.

If the recording is audible, contracts staff will either return the recording to the contractor or prepare the transcript itself.

If the recording is inaudible, contracts staff will prepare a memorandum explaining the recording is inaudible and return any materials to the CCPRB. On receipt, CCPRB staff will verify the hearing recording is inaudible. The case will be assigned to an analyst for further action, as explained in HALLEX I-4-1-25.