AAERT CDR Exam Study Guide

AAERT CDR Exam Comprehensive Study Guide

• Preparing for the AAERT Certified Deposition Reporter (CDR) exam requires mastery of professional practices and technical skills.
• The study guide follows the CDR exam blueprint, covering all four knowledge domains, seating/microphone setup, and test-taking strategies.
• Real-world examples, definitions, best practices, and memory aids are included.

Exam Overview

• The CDR knowledge exam consists of 154 multiple-choice questions.
• There is a 120-minute time limit and an 80% score is needed to pass.
• The exam is delivered online via remote proctoring and can be scheduled at the test-takers' convenience (24/7 availability).
• All questions are based on the exam blueprint topics and there is only a written knowledge exam.

Working as a Legal Professional

• This section (about 20% of the exam) covers ethics, confidentiality, impartiality, and professional behavior for deposition reporters.
• As a deposition reporter, one is an officer of the court when swearing in witnesses.
• High standards of integrity and professionalism are mandatory.

Ethics and Impartiality

• A deposition reporter must remain a neutral third party.
• Do not take sides, give legal advice, or express opinions on the case.
• Maintain a fair and unbiased demeanor and avoid reacting to testimony or indicating favoritism.
• Understand what constitutes a conflict of interest, such as having a financial interest in the case outcome or a close personal relationship with a participant.
• If a conflict of interest exists, it must be disclosed, and the reporter required to recuse oneself if necessary, to preserve impartiality.
• Even the appearance of bias must be avoided.
• Conduct yourself “above reproach” and avoid impropriety.
• Socializing in private with one side's attorney during a break could create an appearance of partiality.
• When in doubt, err on the side of formality and transparency.
• It is considered unethical for reporters or firms to give excessive gifts or incentives to attorneys or clients, creating an appearance of favoritism.
• Best practice is to limit tokens of appreciation to nominal values (e.g., under $100).
• Remember, “Nothing offered in exchange for future work is permissible” to preserve trust in neutrality.
• If an attorney offers an expensive gift, politely decline citing professional ethics.
• Accepting coffee or a small treat is fine, but a lavish gift (e.g., event tickets) could violate ethical codes.
• Always ask, “Could this gift make others question my impartiality?" and decline if yes.

Confidentiality and Security

• Reporters handle sensitive case information.
• Do not share any testimony, exhibits, or case details with anyone outside the proceeding, even after the job is done.
• Treat all transcripts and audio files as confidential work product.
• Reporters may be asked to sign a Non-Disclosure Agreement (NDA) for certain depositions (common in patent or trade secret cases).
• Understand that an NDA is a legal contract in which you agree not to divulge specified information.
• Always honor NDAs; clarify with your client what can or cannot disclose about the assignment.
• Protect recordings and notes from tampering, loss, or theft.
• Use strong passwords and encryption for digital files.
• Store audio on reliable media and make backup copies.
• Never leave your laptop or recorder unattended in an unsecure location.
• After the deposition, transfer files to a secure archive or cloud with access controls.
• HIPAA (Health Insurance Portability and Accountability Act) compliance is required if depositions involve medical or personal health information
• HIPAA requires safeguarding protected health information.
• This means using encryption for electronic files containing medical info and being cautious about who can access such data.
• As a memory aid, think “HIPAA = Health Info, Protect All Access.”
• When in doubt, treat all personal data as confidential.
• Upload audio files with sensitive testimony to a secure server rather than a personal Google Drive.
• Label files clearly and store them in a restricted folder.
• Retain files for the required period (see Records Retention under Digital Reporting) and then properly destroy or delete per protocol.

Professional Conduct and Demeanor

• Maintain impartial, neutral behavior and act as a “silent participant” whose job is capturing the record accurately.
• Maintain a calm, professional demeanor even if proceedings become tense.
• When attorneys argue, do not get involved and stay neutral and focused.
• Adapt etiquette in various settings like law offices, conference rooms, or via remote video, not just courtrooms.
• Introduce yourself to all parties, explain you will be recording and may interrupt for clarification if needed in in-person depositions.
• Be courteous and respectful to everyone (attorneys, witnesses, support staff); avoid chatting about case matters; dress professionally to match the legal setting (business attire).
• Ensure your screen name is professional (e.g., “Jane Doe – Digital Reporter") during remote proceedings.
• Remind participants to speak one at a time and unmute when speaking.
• Mute yourself when not speaking to avoid background noise, but stay alert.
• Interrupt politely (e.g., audio drop-out) if interrupting is necessary.
• Have a neutral background and dress as you would in person.
• Know the difference between necessary and unnecessary interruptions.
• It is permissible (and necessary) to briefly interrupt if:
  • A speaker is too quiet or talking over another (to ensure clarity).
  • Repetition of a muffled word or a clarification of technical terms/spellings is needed.
  • The participants forget to go “on the record” or someone speaks while off record.
• These interventions protect the record.
• Always apologize and explain the need (e.g., "Excuse me, this is the reporter – I need you to repeat that name for the record, please.”).
• Unnecessary disruptions include interjecting personal comments, reacting emotionally, or interrupting out of curiosity.
• Do not insert yourself unless it's about the recording or clarity.
• A good rule: If the transcript would not reflect any issue, the reporter should not interject.
• A reporter must remain patient and composed, even if proceedings are long or testimony is confusing.
• If an attorney or witness is difficult (speaking too fast, etc.), patiently request them to slow down or speak up as needed, without showing frustration.
• By staying unflappable, you uphold the dignity of the process.
• To preserve an accurate record a reporter must interject by saying : "This is the reporter, I'm sorry, I cannot capture both of you speaking at once. Could you please speak one at a time?" when Two attorneys begin arguing with each other and talk simultaneously.
• Maintain a slight smile at most and stay focused.

Professionalism and Client Service

• Dress appropriately for all assignments.
• “Business casual” is usually expected at depositions (unless a law firm specifies otherwise).
• For men, wear a collared shirt and slacks and women should wear equivalent business attire.
• Avoid loud colors or excessive casual wear (jeans, t-shirts).
• A neat, professional appearance instills confidence in your role.
• Memory aid: When in doubt, dress like you're going to court.
• Always be on time or early for proceedings.
• Punctuality in digital reporting is critical because you may need time to set up equipment.
• Aim to arrive (or log in) at least 30 minutes early for in-person jobs and 15 minutes early for remote ones.
• Demonstrate respect and gives a buffer to handle any setup issues.
• Inform the scheduling party immediately if an unforeseen delay occurs (traffic, technical trouble).
• Being consistently punctual builds your reputation for reliability.
• Digital reporters often interact with attorneys (your clients).
• Provide excellent service by being responsive, accommodating, and consistent.
• Confirm details before the deposition, this includes the start time, location or dial-in, expected duration, and checking for special requests like real-time or rough transcript.
• Be attentive to requests (e.g., playback of testimony) during the proceeding.
• Stop recording promptly and note the time, if an attorney says "Let's go off the record.”
• After the proceeding, promptly handle transcript orders or file deliveries as agreed, and provide audio or notes to a transcriber by the end of the day as promised.
• Maintain a polite, can-do attitude and treat everyone with courtesy, even under stress.
• Actively listen to all testimony, even if it's lengthy or technical.
• Concentration ensures you catch every detail in your annotations.
• Stay mentally present and avoid daydreaming or checking your phone.
• Take very brief mental breaks during off-record moments.
• Stand up or stretch if possible, to stay alert.
• Train yourself to write down notes continuously, which inherently keeps you listening.
• Hydrate and eat lightly during breaks to keep energy up, but never eat while on record.
• Remind yourself that any lapse could mean missing an important utterance.
• If your mind wanders, refocus by silently repeating the last sentence you heard, then continue tracking.
• Some reporters use subtle cues like pressing a foot pedal or tapping a finger in rhythm with speech to stay engaged.
• If experiencing fatigue at a deposition that goes on for several hours stay sharp by reviewing your last annotations during a break to re-engage with the content.
• Have a caffeinated beverage, if permitted.
• Know that it is a test of endurance, accuracy is paramount, and the day is nearly done.
• Attentiveness from start to finish ensures a complete record, which is a service clients appreciate and the exam will expect you to provide.
• Best practices include integrity, impartiality, confidentiality, punctuality, and professional demeanor and appearance.
• Treat every proceeding with the seriousness of a court hearing.
• By adhering to ethics and best practices, you fulfill your role as a legal professional and set the stage for a smooth deposition.

Digital Reporting (Equipment, Software, and Best Practices)

• Digital Reporting is the largest domain (around 40% of exam questions).
• Topics include everything involved in capturing a high-quality digital audio record: from equipment setup and microphones to software, annotations, and troubleshooting.
• A CDR must be technically proficient and prepared for any scenario.

Audio Recording Equipment and Setup

• Use a digital audio recorder or laptop with multi-channel recording software.
• Use an audio mixer or audio interface to manage multiple microphone inputs.
• Use several microphones, often one per speaker.
• Use headphones for monitoring audio quality in real-time (confidence monitoring).
• Use necessary cables, connectors, power sources, and stands.

Differences Between Mixers vs Recorders vs Interfaces

• A mixer combines multiple audio inputs and allows adjusting levels for each.
• Some mixers record internally or to a computer, while others output to a separate recorder.
• Mixers can be larger but offer fine control (e.g., equalizer, gain knobs for each channel).
• A field recorder is a portable device (often smaller) that can take multiple mic inputs and record them (usually to an SD card or internal memory).
• Field recorders might have built-in mics and typically run on battery, ideal for on-site depositions.
• An audio interface connects microphones to a computer.
• It converts analog mic signals to digital so your software can record.
• Interfaces usually don't record on their own; they rely on the laptop.
• They range from simple 2-channel USB interfaces to larger multi-input boxes.
• ASIO (Audio Stream Input/Output) is a technology/driver standard (especially on Windows) that allows low-latency, high-fidelity audio streaming from interfaces to software.
• Knowing this term helps if configuring software – using an ASIO driver can improve recording performance.

Identifying How Equipment is Powered

• Mains AC power (wall outlet) is reliable but use surge protectors and/or an Uninterruptible Power Supply (UPS) if possible.
• A sudden outage could stop a deposition cold.
• Many field recorders and some mixers can run on battery.
• Always start with fresh or fully charged batteries and keep spares handy and know how long your device can run on battery.
• Some smaller interfaces draw power from the laptop's USB.
• Ensure laptop is plugged in or has sufficient battery if relying on this, and for important jobs, have a backup power plan.
• If recording with a laptop (AC) plus a battery-operated recorder as backup, you're covered even if one fails.

Equipment for Different Settings

• Be prepared with the right gear for each scenario.
• For a conference room/deposition, use a portable multi-channel recorder or laptop+interface, 2–4 microphones (witness, attorneys, plus possibly a “room” mic).
• Bring extension cords, a power strip, and tape to secure cables on the floor (to prevent tripping).
• If participating remotely but participants are in various locations, ensure you know how to record the session (platform recording vs. external software capturing system audio).
• A headset with a good mic helps you monitor and also be heard clearly when speaking.
• Test your internet connection and have a phone as audio backup (teleconference line) in case the platform fails.
• For a large meeting or courtroom, more channels may be needed for full coverage.
• A 4-channel recorder might be minimum, but more may be needed for full coverage; ensure equipment can scale up (enough inputs, cables of sufficient length, etc.).

Equipment Preparedness

• Always double-check your toolkit.
• Inventory check all microphones, cables, power adapters, batteries, memory cards, and a laptop charger are packed.
• Function check: Turn on devices and test recording briefly to confirm all channels work and levels register.
• This should be done ideally before leaving for the job and again on-site.
• Bring a backup recorder (even if a simple handheld) that can run in parallel, whenever possible: If your main system crashes, the backup audio could save the day.
• When packing spare parts, pack extra batteries, an extra SD card, spare cables (in case one is faulty), and even a second set of headphones.
• Preparedness means having a plan B for common failure points (power, storage, connectivity).

Sound Settings and Quality

• Good audio is the foundation of the record.
• Microphone placement is critical and mics need to be as close to speakers as feasible.
• Adjust the gain/levels on your mixer or interface so that voices peak around a safe range (commonly -12 dB to -6 dB).
• Gain staging ensures strong audio without clipping.
• If levels hit 0 dB (clipping), one will get distortion that cannot be fixed and if too low, transcription will be hard due to noise when amplifying.
• Always listen live to what you're recording with headphones (this is confidence monitoring).
• Issues like buzzing or if someone is too far from mic and can be fixed on the spot.
• Use over-ear or in-ear headphones that seal out external noise so you hear the recording clearly, not just the room.
• Check audio meters regularly during the deposition.
• Modern recording software shows level meters for each channel, keep them bouncing in the target range.
• Be ready to tweak gain accordingly if an examiner suddenly starts shouting or whispering.

###Microphones and Audio Channels

• Microphone Types & Characteristics: Not all mics are equal. Knowing the types helps you choose the right mic for each situation.
• Dynamic Microphones Characteristics: Sturdy, do not require external power, and less sensitive to background noise.
• Dynamic Microphones are Great for depositions in small rooms; they capture sound mainly from close sources.
• Condenser Microphones Characteristics: More sensitive and require power (either battery or phantom power from the mixer).
• Condenser Microphones capture a wider range of frequencies and softer sounds.
• Lavalier (Lapel) Mics: Small clip-on condensers often used if a person moves or if there isn't a table mic.
• Shotgun Microphones: Highly directional condensers that pick up sound from where they point and reject sides.
• Mic shapes also vary: Handheld mics, boundary (flat disk) mics, wireless mics, etc. Size affects placement – e.g., boundary mics sit flat and are great on a conference table; they tend to be condenser omni mics covering 360°. Handheld dynamics on stands are more directional and should be placed appropriately.

Pick Patterns (Polar Patterns)

• Refers to how a microphone hears sound from different directions.
• Cardioid (Unidirectional): Heart-shaped pattern focusing on sound from the front, reducing sound from the sides and rear.
• A cardioid mic (common for dynamics and some condensers) is perfect for one person speaking – it picks up their voice strongly and less ambient noise.
• Omnidirectional: Picks up sound equally from all directions.
• Good for capturing a group of people with one mic (like placing one omni in the middle of a roundtable discussion), however, omnis will also capture room echo and noise.
• Mic Quality vs Cost: Not all microphones are created equal – there's a range of prices
• Higher-end microphones generally provide clearer sound, better build, and consistency.
• Budget mics can still do the job, but might introduce more noise or be less durable. Strike a balance: reliable, good audio, but within budget.
• Have at least one spare mic in your kit.
• XLR Cables: the industry standard for professional mics, with three-pin connectors that lock in place.
• 1/4" (6.35mm) Jacks: Used for some audio gear; can be balanced (TRS) or unbalanced (TS). Some mixers have combo jacks that accept XLR or 1/4”.

Multichannel Recording & Channel Assignment

• Depositions are typically recorded on multiple channels (tracks) to isolate speakers. Key points:
  • Multichannel recording means capturing each microphone on a separate track (rather than mixing them together) to make it easier to understand overlapping speech in playback or transcription.
  • Properly distribute channels and plan which mic goes to which channel. For example, in a 4-channel recorder:
    • Channel 1 is the witness
    • Channel 2 is the questioning attorney
    • Channel 3 is the opposing attorney
    • Channel 4 is the room or interpreter or backup mic
• This is a common scheme for a two-attorney deposition.
• Label your channels in your notes or in the software if possible (some software lets you name tracks).
• Ensure enough channels for more complex setups by choosing which mics might share a channel if you must.
• AAERT's best practices suggest at least 4 channels for a basic trial courtroom, but ideally 8+ if you can mic each area individually (judge, witness, each counsel table, clerk, jury, etc.).
• Always aim to isolate critical sound sources and monitor channels.
• If one channel isn't showing activity when someone is speaking, you may have a dead mic or mis-assigned channel.
• Fix immediately (e.g., plug mic into the correct input or adjust the routing on your mixer).

Digital Reporting Software and Confidence Monitoring

• Software allows multitrack recording: arm tracks, select the correct input for each, and hit record/pause/stop confidently.
• Visual waveforms & meters: Many programs show live waveforms or level meters used to monitor.
• Ensure you know where the software saves files and save to a safe location, like the hard drive, not a temporary folder and save periodically if the software allows.
• Be aware of industry options like For The Record (FTR), CourtSmart, DigitalCAT, or even general ones like Adobe Audition, Audacity, etc. has similar core functions record, annotate, playback.
• Confidence Monitoring: This is the practice of listening to the live audio feed to ensure it's being recorded properly .
• Always monitor with headphones; hearing silence or change is immediate if a mic disconnects or the battery dies.
• Some software provides a visual indicator (like a red recording light or meters).
• In the event the witness accidentally bumps a mic cable loose monitor will notice that the witness's voice suddenly goes faint or off one ear.
• Interrupt politely and fix the mic, or swap to a backup, then resume.
• Think of confidence monitoring as quality control in real-time. It's easier to fix issues now than to discover them after the proceeding.
• In a deposition, an attorney may request readback of a question or answer, it is important to be familiar with your software's bookmark or timestamp features.
• If using software that shows running time to note the time or timestamp frequently in annotations whenever a new question starts or a key point is made.
• Modern systems have foot pedals or a bookmark button to allow quick rewind/play, or to drop a marker during recording whenever something notable happens.

###Real-Time Services

• Traditionally, “real-time” court reporting refers to stenographers providing immediate transcription output.
• Digital reporting is not yet the norm in real-time, but the option may use speech recognition technology to generate live captions of the proceedings.
• Audio streaming provides an audio feed to remote participants in real-time, and the system must broadcast the live audio.
• Real-time means instantaneous access to the record as it's made.
• Clients may ask if you can do real-time transcribing, but the honest answer is usually that a transcript will be produced after, not live during the deposition (unless a separate transcriber is transcribing on the fly).

Annotation Techniques and Best Practices

• Annotations are written notes taken during the proceeding
• Strong annotation skills include managing speaker changes, using timestamps, and distinguishing essential vs nonessential notations.
• These notes serve as a roadmap for anyone to later create the transcript.
• Identify speakers (especially when multiple voices are in one audio track).
• Mark when exhibits are introduced or marked.
• Note spellings of names/terms when clarified.
• Indicate non-verbal events like “[off the record 2:15–2:20 pm]” or “[break taken]".
• Flag any audio issues or important observations (e.g., “witness nods” if instructed to note, or “crosstalk” when people overlap).
• Develop a consistent system, such as using a speaker ID or abbreviation at the start of each entry, even if audio is on one channel.
• If using software, tag speakers with keys to auto-label entries and master these to speed up note-taking.
• It's fine (even necessary) to abbreviate in your notes, but use standard abbreviations.
• Proper abbreviations are those commonly known or defined in your key like Question and Answer (Q&A), witness(W), attorney(ATTY)' objection(OBJ)
• Improper abbreviations would be making up too-obscure codes that others can't decipher.
• The rule of thumb: Notes should be reasonably understood.
• If you create personal shorthand, include a legend. But simpler is better.
• Write out critical terms, names, or jargon fully at least once, then you might abbreviate afterward. For example, The Department of Housing and Urban Development = (HUD).
• Timestamps are time markers that link your notes to the audio timeline.
• Many digital reporters put timestamps at regular intervals or at every speaker change.
• The purpose of timestamps is to expedite locating segments and to have an exact timeline of the proceeding.

Setting Up The Room and Equipment (Different Environments)

• Knowing how to effectively set up equipment in various environments is crucial; there are key considerations including, acoustics and layout.
• A Live room has hard services (bare walls, tile or wood floors, windows with no curtains, ect) A death room has sound-absorbing features (carpet, drapes, acoustic ceiling tiles, etc)
• Why it matters: In a live room, directional mics and placing them closer to the speaker to minimize echoes. You might also need to lower gain.
• Do a quick clap to determine if it’s a death or alive room.
• Position where you can see all particiapants.

Testing and Troubleshooting

• Sound Check with Participants:Before going on to the record ask them to do a mic check.
• MonitorEach Mic: Listen individually to the mics for each the test.This helps catch any weak or noisy start up. Test Backup Reocredr: Turn it on and see that it is logging.
• Always check power _ Verify Phantom power
• • Look for issues.

Sound distortion. _ Make sure that it is ok

• Is The Pad On? Some mics have the pad that can increase the sound.

Special Enviorments

_ Remote locations _ Check for a quite location.

4. The Legal System (Proceedings, Rules, and Reporter's

Role) The CDR exam allocates about 25% to the Legal System . This domain ensures you understand the context in which you operate: types of legal proceedings, key differences between jurisdictions (federal vs. state), the purpose of depositions, and the roles of various participants. In short, you don't need to be a lawyer, but you should know the “big picture” of how a case works and how your work fits in. .

Cases

– Trial. – Hearing – Deposition. – EYO * examination on tour. _ statement on record: Is is a real dep but is intended to be that. – Avadvit _ It is a written statement sworn for the truth.

Important Points

• FCRP Federal role for civil procedures,
• State follow its rules for the state.
• • All the venue for the location

Review & Sign

30 Days to sign if the witness is signed.

• You Must get there for review! _ The witness does not see it than it may be.

5 . Terminology ( Legal, Latin, and Accords)

_ Be sure to notate _ be sure to note subpone _ Afadvit a written statement

English Terms to Konw

~ Objection ~ It is when an attorney over rules an incident ~ on and of recorded ** Is to note if the person is or is doing it ~ motion a call to move something. ~ Hear say! ~ Stipulation: If it an agreement form that.

Latin Law terms

• Corpous - “ have the day”
• Pre se A one to preesnt
• Pria facts: At fist look.

Common Terms

~ AKA also knows ~ DOB_ Date of birth ~ FCRP_ • AALRT Aart organziion,

General Prep

• The blueprint otlines every topic that you see. – use study guiles like quizlet
• practice is important!