Written accounts of spoken words are necessary for correspondence, records, or legal proof. These verbatim reports of speeches, conversations, legal proceedings, meetings, or other events are taken by stenographers and court reporters.
Stenographers and stenotype operators take dictation and then transcribe their notes on a typewriter or word processor. They may take dictation using either shorthand or a stenotype machine, which prints shorthand symbols. General stenographers, including most beginners, take routine dictation and do other office tasks such as typing, filing, answering telephones, and operating office machines. Experienced and highly skilled stenographers take more difficult dictation. For example, they may sit in on staff meetings and provide word-for-word records or summary reports of the proceedings to the participants. They may also supervise other stenographers, typists, and clerical workers. Some experienced stenographers take dictation in foreign languages; others work as public stenographers serving traveling business people and others.
Technical stenographers must know the medical, legal, and engineering or scientific terminology used in a particular profession. For example, medical transcriptionists listen to doctors' audio recordings and use typewriters or word processors to transcribe what they hear into the proper printed format. These reports are not always word-for-word; they may be edited for grammar or abbreviated words may be expanded. Transcriptionists must be medical language specialists and familiar with patient assessment, therapeutic procedures, diagnoses, and prognoses. In addition to transcribing letters, reports, and the like, they may have other clerical duties. (Medical secretaries and assistants may transcribe as part of their jobs. These occupations are covered elsewhere in the Handbook.)
Court reporters record all statements made in an official proceeding. They take down all statements at speeds of approximately 200 words per minute and present their record as the official transcript. Because there is only one person creating an official transcript, accuracy is vitally important.
Court reporters often use stenotype machines to record statements made in official proceedings.
Many reporters do freelance work recording out-of-court depositions for attorneys, proceedings of meetings and conventions, and other private activities. Still others record the proceedings in the U.S. Congress, in State and local governing bodies, and in government agencies at all levels.
Some reporters still dictate notes on magnetic tapes that a typist can transcribe later. Others transcribe their own notes, or give them to note readers, persons skilled in reading back shorthand notes. Most commonly, reporters use stenotype machines that print shorthand symbols on paper and record them on computer disks. The disks are then loaded into a computer that translates and displays the symbols in English. This is called Computer-Aided Transcription. Stenotype machines that link directly to the computer are used for real-time captioning. That is, as the reporter types the symbols, they are instantly transcribed by the computer. This is used for closed captioning for the deaf or hearing-impaired on television, in courts, or in meetings. Court reporters who specialize in captioning television news stories may be called stenocaptioners.
Stenographers usually work in clean, well-lighted offices. Court reporters sometimes record depositions in the offices of attorneys, but they more often work in nonoffice settings, such as courts, legislatures, and conventions. Medical transcriptionists may also work in hospitals, doctors' offices, or outpatient service facilities. Although the work is not physically demanding, sitting in the same position for long periods can be tiring. In addition, pressure to be accurate and fast can be stressful.
Stenographers and court reporters can work a standard 40-hour week. Many court reporters, however, are self-employed and freelance their services, which may result in irregular hours. Others work part time or as temporaries.
Stenographers and court reporters held 115,000 jobs in 1992. Nearly 15 percent were self-employed freelance court reporters. Of those who worked for a wage or salary, about one-third worked for State and local governments, a reflection of the large number of court reporters working in courts, legislatures, and various agencies. An additional one-fourth worked for hospitals as medical transcriptionists. Other stenographers and court reporters worked for colleges and universities, secretarial and court reporting services, temporary help supply services, and law firms.
Stenographic skills are taught in high schools, vocational schools, and proprietary business schools. There are 350 postsecondary schools and colleges that offer 2- or 4-year training programs in court reporting. About 100 programs have been approved by the National Court Reporters Association, and all of them teach computer-aided transcription.
For stenographer jobs, employers prefer to hire high school graduates and seldom have a preference among the many different shorthand methods. For court reporter jobs, however, employers prefer stenotype, not only because reporters can write faster using stenotype, but also because they can feed stenotype notes to a computer for high-speed transcription. Speed and accuracy are the most important factors in hiring. To qualify for jobs in the Federal Government, stenographers must be able to take dictation at a minimum of 80 words per minute and type at least 40 words per minute. Workers must achieve higher rates to advance to more responsible positions. Although requirements vary in private firms, applicants with the best speed and accuracy usually receive first consideration in hiring. Court reporters in the Federal Government generally must take at least 175 words a minute, and many court reporting jobs require at least 225 words of dictation per minute.
Some States require Court reporters who stenotype depositions to be notary publics, and 18 States require each court reporter to be a Certified Court Reporter (CCR). A certification test is administered by a board of examiners in each State that has CCR laws. The National Court Reporters Association confers the designation Registered Professional Reporter (RPR) upon those who pass a two-part examination and participate in continuing education programs. Although voluntary, the RPR designation is recognized as a mark of distinction in the profession.
For medical transcriptionist jobs, understanding medical terminology is essential. Good English grammar and punctuation skills are required, as well as familiarity with word processing using computers. The American Association for Medical Transcription awards the voluntary designation Certified Medical Transcriptionist to those who earn passing scores on written and practical examinations.
Stenographers can advance to more responsible secretarial positions, especially if they develop their interpersonal skills such as the ability to communicate well. Stenographers who get the necessary education can become court reporters. Court reporters, on the other hand, have little advancement opportunities, although some reporters choose to specialize in captioning television programs.
Employment of stenographers and court reporters is expected to decline. Decreases in stenographer jobs should more than offset growth in transcriptionist and court reporters jobs. Despite the decline, job openings will arise each year due to the need to replace workers who leave the occupation.
The widespread use of dictation machines has greatly reduced the need for office stenographers. The traditional steno pool is practically a thing of the past. Audio recording equipment and the use of personal computers by managers and other professionals should continue to greatly decrease the demand for these workers.
Although the need for health care documentation is expected to increase as health services continue to grow, growth of medical transcriptionist jobs should be slowed as more doctors and nurses directly enter their notes into computers. Meanwhile, skilled court reporters jobs should remain nearly unchanged as video recordings are increasingly recognized as legal records of proceedings. Also, budget constraints should limit the ability of Federal, State, and local courts to expand, even in the face of rising numbers of criminal court cases and civil lawsuits. Demand should grow, however, for court reporters willing to take depositions for court reporting service bureaus or as independent freelancers.
Another factor stimulating demand is the growing number of conventions, conferences, seminars, and similar meetings whose proceedings are recorded. Although many of these events are being videotaped, a written transcript must still be created for legal purposes or if the proceedings are to be published. The trend to provide instantaneous written captions for the deaf and hearing impaired also should strengthen demand for stenocaptioners.
Competition for entry level jobs as a court reporter is increasing as more workers are attracted to the occupation. Opportunities should be best for those who earn certification by the National Court Reporters Association.
Stenographers and court reporters had median earnings of $410 a week in 1992. The middle 50 percent earned between $370 and $540 a week. The lowest paid 10 percent earned less than $310, while the highest paid 10 percent earned over $960 a week. Court reporters generally earn higher salaries than stenographic office workers. Regardless of specialty, earnings depend on speed, education, experience, and geographic location (earnings are generally higher in large cities than in rural areas).
A number of other workers type, record information, and process paperwork. Among these are bookkeepers, receptionists, secretaries, personnel clerks, administrative assistants, and medical assistants.
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Reprinted with Permission of U. S. Department of Labor