Attachment 2A PWS Appendix1_eTranscription Technical Specifications for Vendors.pdf

Executive Office for Immigration Review (EOIR)

Office of Information Technology (OIT) eTranscription Technical Specifications for Vendors

February 02nd, 2023

UNCLASSIFIED/FOR OFFICIAL USE ONLY

Prepared for:

United States Department of Justice

Executive Office for Immigration Review Office of Information Technology

5109 Leesburg Pike, Suite 900 Falls Church, VA 22041 eTranscription Technical Specifications for Vendors

UNCLASSIFIED/FOR OFFICIAL USE ONLY i

Table of Contents

1.0 INTRODUCTION

1.1 Of Note

2.0 Prerequisites

2.1 Vendor Obligations

2.1.1 Points of Contact

2.1.2 Information Assurance

2.1.3 Technical Information

2.2 EOIR Obligations

2.2.1 Point of Contact

2.2.2 Technical Information

3.0 Vendor Processing of Transcription Work Packages

3.1 EOIR Release of Work to Vendor

3.2 Obtaining Work Electronically

3.2.1 Accessing the Vendor Portal

3.2.2 Accessing the Transcription Work Packages

3.2.3 Downloading the Transcription Work Packages

3.2.4 VIQ Player

3.2.5 Uploading Transcription Delivery Packages

3.2.6 Bulk Uploading Transcription Delivery Packages

3.2.7 Received Packages

3.2.8 Rejected Packages

3.2.9 Cancellation of Transcription Work Packages

3.2.10 The Vendor Portal Contingency Plan

3.3 Transcription Work Package

3.3.1 Transcription Work Package File Naming Convention

3.3.2 Digital Audio Recording (DAR) Files

3.3.3 Hearing and Oral Decision Transcript Template Files

3.3.4 Certification Page Template Files

3.3.5 Case Summary Sheet File

3.3.6 Vendor Quality Sheet Template File

3.4 Vendor Production of Transcripts

3.4.1 Document Layout & Formatting

3.4.2 Document Page Numbering

3.4.3 Notation of Indiscernible Audio and Untranslated Testimony

3.4.4 Document Properties

3.4.5 Use of Brackets on Cover and Certification Page

3.4.6 Certification Page Signature

3.5 Transcription Delivery Package

3.5.1 Conversion to PDF/A-1a

3.5.2 Transcription Delivery Package File Naming Convention

3.5.3 Unrelated Cases

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3.5.4 Archive File Format

3.5.5 Transcription Delivery Package File Naming Convention

3.5.6 Delivery

3.6 Vendor Invoices

3.6.1 Invoice Status

3.6.2 Adding a new Invoice

3.6.3 Editing an Invoice Detail Item

3.6.4 Adding a New Invoice Detail Item

3.6.5 Deleting a Detail Invoice Item

3.6.6 Submitting an Invoice

3.6.7 Deleting an Invoice

4.0 EOIR Processing of transcription Delivery Packages

4.1 EOIR Receipt of Vendor Work

4.1.1 Validation of Transcription Delivery Packages

4.2 EOIR Quality Assurance

4.3 EOIR Acceptance

4.4 Bulk Upload Transcription Delivery Packages

5.0 Commercial Software

5.1 Word Processor

5.2 PDF/A-1a

5.3 VIQ Player

5.4 File Archive Application

6.0 Vendor Support

6.1 Training

6.2 Provision and Maintenance of Account Information

6.3 Commercial Software

6.4 Vendor Portal

7.0 utilities

8.0 Resources

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1.0 INTRODUCTION

This document provides process and technical information the interface between the Executive Office for Immigration Review (EOIR) Transcription application and transcription vendors.

The EOIR eTranscription application allows for EOIR personnel to electronically process cases that require transcription, request services from vendors and receive completed transcripts.

EOIR Personnel will receive transcript requests for cases, approve them and then route the request to the transcription vendors. The vendor receives the requests via the Vendor Portal, download the work packages and submit completed transcript back to EOIR.

Below is the process high level diagram:

The specifics contained in this document constitute the mutually agreed upon format as defined in the transcription vendor contract.

1.1 Of Note

The use of the term “template” used throughout this document does not equate to unique non-executable file formats intended specifically for a particular application, such as Microsoft Word Templates (.doc or .docx). Within this document “template” is used generically for a document with a preformatted layout and pre-populated information for the purpose of allowing quick use.

Business days are official EOIR working days of the week. Business hours are from 8:00 am to 4:30 pm Eastern Time (ET). All eTranscription application system times are ET.

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2.0 PREREQUISITES

2.1 Vendor Obligations

In order to participate in the EOIR eTranscription program and utilize the application, there are technical requirements for the vendor to fulfil. This section discusses the basic requirements the vendor must adhere to.

2.1.1 Points of Contact

The vendor needs to provide a technical point of contact for coordination with the Contracting Officer’s Representative (COR).

2.1.2 Information Assurance

The vendor is required to pass an information assurance review conducted by EOIR Systems Security & Integrity staff. Details of this process are covered in other documentation provided by the COR.

2.1.3 Technical Information

The vendor is to ensure they have the technical capability to download large volumes of data in order to obtain work packages containing Digital Audio Recording (DAR) files. Network bandwidth needs will vary depending on the amount of cases and size of the DAR files.

Electronic delivery is the primary delivery mechanism for DAR files. However, in some instances, Compact Disc Read Only Media (CD-ROMs) will be provided containing the DAR files.

The vendor will provide corporate email address for users who need to access the Vendor Portal. The user will receive email notification to setup password and multi factor authentication. The vendor must communicate and request to add or remove users. Adding new user accounts to the system may take at least five business days.

2.2 EOIR Obligations

2.2.1 Point of Contact

The EOIR COR is the point of contact for vendors.

2.2.2 Technical Information

EOIR will provide this document, the training specified in Section 3.2, and access to the Vendor Portal as covered in Sections 3.2 and 6.2.

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3.0 VENDOR PROCESSING OF TRANSCRIPTION WORK PACKAGES

3.1 EOIR Release of Work to Vendor

The eTranscription application allows for EOIR personnel to transmit and receive all transcription work in an electronic format at scheduled intervals. Please note that there will still be occasions where EOIR will prepare batches of work that will require physical components (such as cassette tapes or CD-ROMs) to be shipped or picked up by a vendor’s representative (e.g. driver).

3.2 Obtaining Work Electronically

The units of work released electronically are referred to as Transcription Work Packages which are defined in Section 3.3 Transcription Work Package. EOIR will make available via the Vendor Portal.

3.2.1 Accessing the Vendor Portal

The Vendor Portal is a web enabled application that can be accessed using the latest web browsers such as Microsoft Chromium Edge, Google Chrome and Mozilla Firefox. It cannot be accessed using Internet Explorer browser. The vendor will be provided with the website address. The user will need an account set up with user name, password and multi factor authentication in order to sign in to the portal.

3.2.2 Accessing the Transcription Work Packages

After logging in to the Vendor Portal successfully, the vendor can navigate to the Assigned Packages screen. The screen shows cases detail that are assigned to the vendor and contains the information below:

• Team – PCM, East, West, Motions, and Non-Appeals

• CLIN – Determine the type of work and/or pre-determined Turn-Around-Time

• A-Number – Alien Number

• Alien Name

• Appeal ID

• Base City

• Tapes Count

• DAR (Digital Audio Recording) Duration

• Total Duration

• Language

• TAT – Turn-Around-Time

• Released Date

• Due Date

• Re-Work indicator

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• Status o Released – Work package is ready for download.

o Delivered – Delivery package is uploaded and waiting to be processed.

o Rejected – Delivery package is rejected. View the rejected reason for detail.

o Accepted – Delivery package is accepted.

• Actions o Download – Download work package o Upload – Upload delivery package o Information – Display rejection reason

3.2.2.1 Quick Search

The vendor can search cases that contain a specific text by entering a full or partial term in the quick search box.

3.2.2.2 Advanced Search

The vendor can perform advanced search by multiple criteria. The Vendor Portal will display cases that match the search criteria. For instance, the vendor can select ‘Released’ status for a specified ‘Released Date’ range.

3.2.2.3 Sorting the Cases

The vendor can sort cases by clicking on the data table column headers. The sortable columns are Team, CLIN, A-Number, Alien Name, Appeal ID, Base City, Language, TAT, Released Date, Due Date and Status.

3.2.3 Downloading the Transcription Work Packages

After performing a quick or advanced search and locating a specific work package, the vendor can download the work package to their local computer by clicking on the download icon.

Contents of the work packages will be described in section 3.3 Transcription Work Package. The vendor can also download multiple work packages at the same time by selecting multiple cases and clicking on bulk download icon. In order to speed up downloading cases for a given day, the vendor can download multiple work packages from multiple computers simultaneously.

3.2.4 VIQ Player

In order to playback DAR, the vendor may need to use VIQ Player that lets them to quickly and easily mute or unmute individual channels of audio. It also allows them to isolate a particular channel (or group of channels) to aid in transcription. The vendor can download the latest VIQ Player directly from https://viqsolutions.com/resources/ https://viqsolutions.com/resources/

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3.2.5 Uploading Transcription Delivery Packages

When the delivery package for a work is completed. The Vendor will locate the case using quick or advanced search and click on the upload icon. The vendor will then locate the delivery package location on the local computer to upload. The delivery package filename must confirm with the specified naming convention for the case before it can be accepted.

3.2.6 Bulk Uploading Transcription Delivery Packages

The vendor can upload multiple delivery packages at the same time by clicking on the bulk upload button. The Vendor Portal will match each delivery package against the cases that are in ‘Released’ status. The bulk upload will be rejected when one of the delivery package name does not match.

3.2.7 Received Packages

The work status will be marked as ‘Accepted’ after the delivery package is determined to be in compliance with the technical specifications outlined in this document.

3.2.8 Rejected Packages

The work status will be marked as ‘Rejected’ if the package is found not be in compliance with the technical specification outlined in this document. The rejection reason is displayed by clicking on the warning icon. The vendor is required to fix the issues and re-upload the package again.

3.2.9 Cancellation of Transcription Work Packages

If a work package is errantly assigned to a vendor, EOIR will cancel the work package and remove it from the Vendor Portal. When a cancellation occurs, EOIR will directly contact the affected vendor via a telephone call to provide them with the details of the cancelled work packages. Please note that the vendor cannot upload transcripts associated with a cancelled work package.

3.2.10 The Vendor Portal Contingency Plan

In the event that the Vendor Portal is unavailable for use, EOIR will notify the vendor of the outage and allow for transcription work packages to be sent out and returned to the EOIR using portable USB thumb drives. EOIR will provide the USB thumb drives to each vendor along with detailed instructions on how to utilize the USB thumb drives should they be needed. Please note that prior authorization from EOIR is required before using the USB thumb drives to send out or return transcription work packages.

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3.3 Transcription Work Package

The electronic replacement for tape bags is the Transcription Work Package. All the information required for transcribing a case electronically is provided in these work packages, except the physical cassette tapes and the VIQ Player application. Cassette tapes shall continue to be provided to vendors as in the past. The VIQ Player can be downloaded directly from the VIQ Solutions web site https://viqsolutions.com/resources/

Each case requiring transcription will have a single work package file. These work packages are available for vendor download from the Vendor Portal. These files are archive files that contain:

• EOIR Digital Audio Recording (DAR) files

• Hearing Template(s)

• Oral Decision Template(s)

• Certification Page Template(s)

• Case Summary Sheet

• Vendor Quality Sheet

The individual files and directory structure are compressed within the archive file and may be extracted using any archive tool supporting the ZIP compression format.

EOIR DAR files are in the same format found on the CD-ROMs that have been previously provided to vendors. As EOIR DAR files are already compressed in their native format, there is no significant reduction in total size when DAR files are compressed into a ZIP archive. The vendor will receive approximately the same amount of data via the Vendor Portal download that they currently receive physically on CD-ROM.

Templates are generated for each hearing and oral decision that requires transcription.

Additionally, a set of templates are generated for use in transcribing unrelated cases included in DAR files. All of these templates will include custom document properties specific to the work package. Templates are discussed in detail in Section 3.3.3.

Transcription Work Packages are created for all cases requiring transcription, including cassette tape only cases with no digital audio recordings. For cases with only cassette tape media, the work package will contain hearing, oral decision and other templates, as well as the files for use in transcribing unrelated cases, but no DAR files.

3.3.1 Transcription Work Package File Naming Convention

Transcription work packages will have the standard naming convention of A-Number [AID appeal id].zip.

Example: 999-888-777 [AID 4801234].zip

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3.3.2 Digital Audio Recording (DAR) Files

DAR files for transcription are provided in a directory structure. Recordings consist of four audio channels in the proprietary VIQ Solutions Inc. file format. Each audio channel is contained in an individual file with the extension being .a00 to .a03 for channels 0 to 3. Recordings include an annotations file in an eXtensible Markup Language (XML) format. One annotation file accompanies each set of the four channel recording files.

Each collective of files for a single recording are approximately fifty (50) megabytes in size for each hour of recording. The directory naming convention for each collective is A-Number underscore Hearing Date.

Example: 999-888-777_2010-11-02

As discussed in Section 3.2.5, the VIQ Player application is available for playback of DAR files.

The player application allows access to annotations logged in the annotations.xml file.

Immigration Judges (IJs) may use annotations to note the start and end of an oral decision or other significant moments that occur during a hearing. Such annotations will allow easy navigation through the audio file during playback.

At a minimum, the annotations file will contain:

• Alien Name

The VIQ player application also offers several advanced features. One feature is the channel selection feature that allows users to isolate and playback the audio from individual channels on a recording. This allows for isolation of a single channel which is typically tied to a specific person’s microphone in the courtroom.

While audio is being played back, there is a meter that can be used to play audio at faster or slower speeds while maintaining a normal pitch. This feature is useful for transcribers who may wish to listen to a recording at a faster speed in order to produce transcriptions more quickly.

This speed control may be operated by the use of an optional foot pedal control.

3.3.3 Hearing and Oral Decision Transcript Template Files

Transcript template files are provided for the convenience of vendors. Templates include information required by EOIR and the eTranscription application for processing of submitted work in the form of document properties. Vendor production of transcripts for submission is discussed in Section 3.4. Use of the transcript templates provided by EOIR for preparation of transcripts is at the discretion of vendors, however the information (metadata) required by EOIR and the eTranscription application is required in the prescribed format.

A transcription template is provided for each identified hearing. A transcription template for the last oral decision is also provided. The first page of each template is the cover page.

Subsequent pages of hearings will contain the transcript. Transcriptions of oral decisions begin

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on the cover page. These templates are provided in the Microsoft Office Open XML format, ISO/IEC 29500:2008 Part 1- commonly known as Microsoft Word’s .docx format. If there are multiple oral decisions, the vendor should create different oral decision files by copying the oral decision template, modifying the file name to reflect the correct date, and modifying the property values in the document accordingly.

Because of the manner in which work packages are prepared, it is possible to have templates provided by EOIR without the existence of hearing recordings (tape or DAR). The vendor is to ignore such templates, note the existence of each template without a recording in the Transcription Vendor Quality Sheet (Section 3.3.6) and not include the erroneous template in the completed work package.

3.3.3.1 Document Properties

To facilitate automated processing and electronic retrieval, templates are pre-populated with information, including the Alien Registration Number (commonly referred to as the A-Number), Alien Name, Charging Document Date and Immigration Judge (IJ) Name. This and additional information is contained in the custom document properties (metadata) within the template document.

All template document properties can be accessed through the use of a word processing application. As all word processing applications are different, it is up to each vendor to determine how to access the document property feature of their chosen word processing application.

Some of the custom document properties are linked to document bookmarks. Document bookmarks are text fields displayed in line with the text of a document. These bookmarks are linked to document properties. This allows a person to edit the document properties using the bookmarks as they edit the document text.

It is important that the linkage between the bookmark and the document properties be maintained. It is possible for a person to inadvertently break the connection between the bookmark and document property. The vendor needs to fix the bookmark linkage or use the original template in the work package.

Any discrepancy between a document property and the value displayed within documents submitted to EOIR will be identified as a quality issue. This may require rework by the vendor at no cost to the government.

Errors in the document properties may cause submitted work to be rejected by the EOIR eTranscription application’s automated validation. Additional details on rejected delivery packages are discussed in Section 4.1.

It is the responsibility of the vendor to confirm that the information in the document properties match the information stated verbally in the DAR files. Discrepancies found are to be reported

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using the Vendor Quality Sheet. Details on the Vendor Quality Sheet are covered in Section 3.3.6.

In addition to using document bookmarks, another option for editing document properties is to use the features of the word processing application (e.g. File > Properties > Advanced Properties > Custom in Microsoft Word 2016). When the bookmark and document property are properly linked editing the value of one will be reflected in the other. That is, editing a document property using the word processing application feature will be reflected in the bookmark displayed inline.

The following document properties listed in Table 1 are for Hearing and Oral Decision Transcript templates.

Table 1: Document Properties for Hearing and Oral Decision Transcript Templates (v1.0)

Property Name Bookmark Name Pre- Populated Required Inline Appearance

Alien Counsel Name

AlienCounselName no no [NAME]

Text field, all upper case, punctuation allowed, maximum 256 characters

Alien Name

AlienName no yes [FIRST MIDDLE

LAST]

Text field, all upper case, punctuation allowed, maximum 256 characters

A-Number

AlienNumber yes yes [A-NUMBER]

Text field, 11 alpha-numeric characters in the format of three digits, dash, three digits, dash, and three digits; nnn-nnn-nnn

Author n/a yes yes n/a

Text field, all upper case, punctuation allowed, maximum 256 characters; valid values, as appropriate, are “Executive Office for Immigration Review (EOIR)” (no quotes)

DHS Charging Document Date* n/a yes yes n/a

Text field; mm/dd/yy format with 00/00/00 being an accepted value

DHS Counsel Name DHSCounselName no no [NAME]

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Property Name Bookmark Name Pre- Populated Required Inline Appearance

Text field, all upper case, punctuation allowed, maximum 256 characters

EOIR Docket ID* n/a yes yes n/a

Integer number; n. This is the appeal ID used in the file name(s).

EOIR Document Type n/a yes yes n/a

Text field, all upper case, punctuation allowed, maximum 256 characters; valid values, as appropriate, are “HEARING TRANCRIPT” or “ORAL DECISION TRANSCRIPT” (no quotes)

EOIR Document Version* n/a yes yes n/a

Text field; major.minor

EOIR Transcript Transaction ID* n/a yes yes n/a

Integer number; n

Immigration Judge

Immigration Judge yes yes [NAME]

Text field, all upper case, punctuation allowed, maximum 256 characters

Location

Location no no [CITY, STATE]

Text field, all upper case, punctuation allowed, maximum 256 characters

Proceeding Date Proceeding Date yes no [DATE]

Date field; any valid date format. E.g. mm/dd/yy, month dd, yyyy.

Subject n/a yes yes n/a

Text field, mixed case, punctuation allowed, maximum 256 characters; valid values, as appropriate, are “EOIR Hearing Transcript” or “EOIR Oral Decision Transcript” (no quotes)

Title n/a yes yes n/a

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Text field, mixed case, punctuation allowed, maximum 256 characters; valid value is “EOIR Transcript Documentation” (no quotes)

Transcription Completion Date n/a no yes n/a

Date field; any valid date format. E.g. mm/dd/yy, month dd, yyyy.

Transcription Vendor

Transcription Vendor yes yes [TRANSCRIPTION

VENDOR]

Text field, all upper case, punctuation allowed, maximum 256 characters;

Valid values are the full names of the vendor companies as identified by the COR.

Typist n/a no yes n/a

Text field, all upper case, punctuation allowed, maximum 256 characters

Italicized property names indicate custom document properties.

* indicates document properties that the vendor is not expected to validate as the values for these fields would not be verbally spoken during a hearing or otherwise known by a vendor.

Three bookmarks are defined in the template but not associated with any document properties: ProceedingTitle1, ProceedingTitle2, and ElectronicSignatureTitle. They are for EOIR internal processing. Transcription vendors should not modify them.

To account for inaccuracies with EOIR information (e.g. recordings containing unrelated cases) blank templates for a case hearing, oral decision and a certification page are provided as part of the work package. Transcription vendors can use these templates in the event of one or more unrelated cases being contained within recordings or other situations related to the specific work packages.

These blank templates will contain a minimum number of document properties required by the EOIR eTranscription application for automated processing. This information will include document properties referencing the original case recording on which the unrelated case

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occurs. Because situations such as this are anomalies it is not possible to populate the templates with the usual amount of pre-populated information.

Should the use of the blank templates be required, the vendor will note this using the Vendor Quality Sheet by selecting “Generic Document Templates Used” and entering a description of the problem and correction in the comments field. If blank templates are not used the unused templates are to be discarded and not included in the completed work package.

Templates are unique to the work package for which they are contained. Templates are not to be interchanged or reused for other work packages.

3.3.3.2 Template File Naming Convention

Each type of transcript template will have a standard naming convention.

Transcript Type Codes

• CH - Case Hearing

• OD - Oral Decision

Case Hearing A-Number [AID appeal id] [proceeding date CH] [TS transcription date].docx Example: 999-888-777 [AID 4801234] [2010-11-02 CH] [TS 2010-12-15].docx

Oral Decision A-Number [AID appeal id] [proceeding date OD] [TS transcription date].docx Example: 999-888-777 [AID 4801234] [2010-11-30 OD] [TS 2010-12-15].docx

It is possible for a given type of event (e.g. hearing) to occur more than once on a particular date (e.g. two distinct hearings on the same day). When such situations occur a sequential alphabetic character is appended to the date for subsequent events.

Example:

999-888-777 [AID 4801234] [2010-11-02 CH] [TS 2010-12-15].docx 999-888-777 [AID 4801234] [2010-11-02a CH] [TS 2010-12-15].docx

File names for blank templates are Case Hearing Template.docx, Certification Page Template.docx, and Oral Decision Template.docx.

3.3.4 Certification Page Template Files

For each work package, a certification page template is provided that is specific to the work package’s associated case. To account for inaccuracies with EOIR information, e.g. a recording containing an unrelated case, a blank certification page template is provided as part of the work package. This template is named Certification Page Template.docx.

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3.3.4.1 Document Properties

To facilitate automated processing and electronic retrieval templates are pre-populated with information, including the Alien Registration Number (commonly referred to as the A-Number), Alien Name, Charging Document Date and Immigration Judge (IJ) Name. This and additional information is contained as custom document properties (metadata) within the template document.

Some of the custom document properties are linked to document bookmarks, text fields displayed within the document. This allows for editing of the property from within the document or from the word processing application’s document property feature. It is important that this linkage be maintained. Any discrepancy between a document property and the value displayed within submitted documents will be found to be a quality issue and require rework by the vendor at no cost to the government.

The following document properties listed in Table 2 are for Certification page document template.

Table 2: Document Properties for Certification Page Template (Version 1.0)

Property Name Bookmark Name Pre- Populated Required Inline Appearance

Alien Name AlienName no yes [FIRST MIDDLE LAST]

Text field, all upper case, punctuation allowed, maximum 256 characters

A-Number

AlienNumber yes yes [A-NUMBER]

Text field, 11 alpha-numeric characters in the format of three digits, dash, three digits, dash, and three digits; nnn-nnn-nnn

Author n/a yes yes n/a

Text field, all upper case, punctuation allowed, maximum 256 characters;

valid values, as appropriate, are “Executive Office for Immigration Review (EOIR)” (no quotes)

DHS Charging Document Date* n/a yes yes n/a

Text field; mm/dd/yy format with 00/00/00 being an accepted value

EOIR Docket ID* n/a yes yes n/a

Integer number; n

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EOIR Document Type n/a yes yes n/a

Text field, all upper case, punctuation allowed, maximum 256 characters;

the valid values is “TRANSCRIPT CERTIFICATION PAGE” (no quotes)

EOIR Document Version* n/a yes yes n/a

Text field; major.minor

EOIR Transcript Transaction ID* n/a yes yes n/a

Integer number; n

Immigration Judge

Immigration Judge yes yes [NAME]

Text field, all upper case, punctuation allowed, maximum 256 characters

Location Location no no [CITY, STATE]

Text field, all upper case, punctuation allowed, maximum 256 characters

Subject n/a yes yes n/a

Text field, mixed case, punctuation allowed, maximum 256 characters;

the valid value is “EOIR Transcript Certification Page”

Title n/a yes yes n/a

Text field, mixed case, punctuation allowed, maximum 256 characters;

valid value is “EOIR Transcript Documentation” (no quotes)

Transcription Completion Date n/a no yes n/a

Date field; any valid date format. E.g. mm/dd/yy, month dd, yyyy.

Transcription Vendor

Transcription Vendor yes yes [TRANSCRIPTION VENDOR]

Text field, all upper case, punctuation allowed, maximum 256 characters;

Valid values are the full names of the vendor companies as identified by the COR.

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Typist n/a no yes n/a

Text field, all upper case, punctuation allowed, maximum 256 characters

* indicates document properties that the vendor are not expected to validate as the values for these fields would not be verbally spoken during a proceeding or otherwise known by a vendor.

3.3.4.2 Template File Naming Convention

Certification page templates will follow the below standard naming convention.

A-Number [AID appeal id] [CP] [TS transcription date].docx Example: 999-888-777 [AID 4801234] [CP] [TS 2010-12-15].docx

As with hearings and oral decisions, a blank template for certification pages is provided as part of the work package for when there are inaccuracies with the recordings.

3.3.5 Case Summary Sheet File

Work packages will also include a case summary sheet that will include any special instructions from EOIR. The case summary sheet is intended to serve as an aid to the vendor.

Information provided by the case summary sheet is;

• Alien Number

• Alien Name

• Charging Document Date

• Lead A-Number

• Appeal Team

• Base City

• Custody

• Language

• Vendor

• Total DAR Time

• Total Tapes

• IJ Decision Date

• Appeal Due Date

• Appeal Filed Date

• Vendor Due Date

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• Transcription Unit (TSU) Instruction

This document is not processed by the eTranscription application and is not to be returned to EOIR as part of the transcript delivery package (Section 3.5).

3.3.5.1 Document Properties

The case summary sheet does not contain any document properties of relevance to the vendor.

3.3.5.2 File Naming Convention

Case summary sheets will follow the below standard naming convention.

A-Number [AID appeal id] [CS].docx Example: 999-888-777 [AID 4801234] [CS].docx

3.3.6 Vendor Quality Sheet Template File

To facilitate the gathering of quality issues identified by the vendor, a vendor quality sheet is included in each work package.

3.3.6.1 Document Properties

To facilitate automated processing and electronic retrieval, the vendor quality sheet is pre-populated with information. This information is contained as custom document properties (metadata) within the document.

Some of the custom document properties are linked to document content controls. Content controls are input controls that are displayed in line with the text of a document. This allows a person to edit the document properties using the content controls as he or she views the document contents.

Content controls are a robust way to display document properties inline within a document and to allowing editing of document properties from within a document. The linkage of content controls and document properties is not as fragile as the linkage of document bookmarks.

Due to technical limitations with the conversion of documents using content controls to PDF EOIR is only able to support use of content controls in the vendor quality sheet which is not to be converted to PDF for submission to EOIR.

Another option for editing document properties is to use the features of the word processing application (e.g. File > Properties > Advanced Properties > Custom in Microsoft Word 2016).

The following document properties listed in Table 3 are for Vendor Quality Sheet document template.

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Table 3: Document Properties for Vendor Quality Sheet Template (Version 1.0)

Property Name Content Control Name

Pre- Populated Required Content Control Input

Label

Alien Name Alien Name no yes Alien Name

Text field, all upper case, punctuation allowed, maximum 256 characters

A-Number

Alien Number yes yes A-Number

Text field, 11 alpha-numeric characters in the format of three digits, dash, three digits, dash, and three digits; nnn-nnn-nnn

Audio Skip Audio Skip no no Audio Skip

Text field; Yes or No

Author n/a yes yes n/a

Text field, all upper case, punctuation allowed, maximum 256 characters;

valid values, as appropriate, are “Executive Office for Immigration Review (EOIR)” (no quotes)

Blank Recording Blank Recording no no Blank Recording

Text field; Yes or No

Comment Comment no no Comment

Text field, mixed case, punctuation allowed, maximum 256 characters

DHS Charging Document Date*

DHS Charging Document Date yes yes n/a

Text field; mm/dd/yy format with 00/00/00 being an accepted value

Embedded Decision

Embedded Decision no no Embedded Decision

Text field; Yes or No

EOIR Docket ID* n/a yes yes n/a

Integer number; n n/a yes yes n/a

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Name

Pre- Populated Required Content Control Input

Label

EOIR Document Type

Text field, all upper case, punctuation allowed, maximum 256 characters;

the valid value is “TRANSCRIPTION VENDOR QUALITY SHEET” (no quotes)

EOIR Document Version* n/a yes yes n/a

Text field; major.minor

EOIR Transcript Transaction ID* n/a yes yes n/a

Integer number; n

Heavy Accent Heavy Accent no no Heavy Accent

Text field; Yes or No

Immigration Judge

Immigration Judge yes yes Immigration Judge

Text field, all upper case, punctuation allowed, maximum 256 characters

Inaudible Inaudible no no Inaudible

Text field; Yes or No

Incomplete Hearing

Incomplete Hearing no no Incomplete Hearing

Text field; Yes or No

Issue Issue no no Issue

Text field; Yes or No

Issue With Alien Name

Issue With Alien Name no no Issue With Alien Name

Text field; Yes or No

Media Malfunction

Media Malfunction no no Media Malfunction

Text field; Yes or No

Missing Information

Missing Information no no Missing Information

Text field; Yes or No

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Pre- Populated Required Content Control Input

Label

Missing Oral Decision

Missing Oral Decision no no Missing Oral Decision

Text field; Yes or No

Other Issue Other Issue no no Other Issue

Text field, mixed case, punctuation allowed, maximum 256 characters

Poor Quality Recording

Poor Quality Recording no no Poor Quality

Text field; Yes or No

Speaker Not Identified

Speaker Not Identified no no Speaker Not Identified

Text field; Yes or No

Subject n/a yes yes n/a

Text field, mixed case, punctuation allowed, maximum 256 characters;

valid values, as appropriate, are “EOIR Transcript Certification” (no quotes)

Title n/a yes yes n/a

Text field, mixed case, punctuation allowed, maximum 256 characters;

valid value is “EOIR Transcript Certification Page” (no quotes)

Transcription Completion Date

Transcription Completion Date no yes Transcription Completion

Date

Date field; any valid date format. E.g. mm/dd/yy, month dd, yyyy.

Transcription Vendor

Transcription Vendor yes yes Transcription Vendor

Text field, all upper case, punctuation allowed, maximum 256 characters;

Valid values are the full names of the vendor companies as identified by the COR.

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Pre- Populated Required Content Control Input

Label

Too Far From Microphone

Too Far From Microphone no no Too Far From Microphone

Text field; Yes or No

Typist Typist no yes Typist

Text field, all upper case, punctuation allowed, maximum 256 characters

Unrelated Transcription

Unrelated Transcription no no Unrelated Transcription

Text field; Yes or No

Italicized property names indicate custom document properties.

* indicates document properties that the vendor is not expected to validate as the values for these fields would not be verbally spoken during a proceeding or otherwise known by a vendor.

3.3.6.2 Vendor Quality Sheet File Naming Convention

A-Number [AID appeal id] [VQ] [TS transcription date].docx Example: 999-888-777 [AID 4801234] [VQ] [TS 2010-12-15].docx

3.4 Vendor Production of Transcripts

Transcripts produced for and submitted to EOIR must meet the technical specifications outlined in this document. In general; hearing transcripts are to be submitted in PDF and Oral Decision transcripts are to be submitted in Microsoft Words .docx format. All these documents should adhere to the layout, formatting and document properties of the template files provided in each work package. It is the intent that the document templates serve as an aid to the vendor;

however the use of the templates for production of transcripts is at the vendor’s discretion.

3.4.1 Document Layout & Formatting

Transcriptions and certification pages are to adhere foremost to the specifications contained in the vendor contract. Secondary is adherence to the layout and formatting of the provided templates.

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3.4.2 Document Page Numbering

Transcription templates provided by EOIR begin page numbering at 1 on the second page of the document, skipping the cover page. Oral decision templates provided by EOIR begin page numbering on the first page of the document. When using the provided templates it is the vendor’s responsibility to adjust the page numbering sequence of each individual template document to provide proper sequential page numbering throughout all documents in the transcription package.

3.4.3 Notation of Indiscernible Audio and Untranslated Testimony

Sections of recordings that are difficult or impossible to distinguish audibly are to be notated with the text “[indiscernible]” (without quotes) in the transcript document body. The use of opening and closing square brackets and proper spelling of indiscernible is required.

“Indiscernible” may be singular, plural, upper, lower and mixed case. When testimony is not translated by the interpreter, use “[untranslated]” (without quotes) in the transcript document body.

The eTranscription application will identify these notations for quality control purposes. This feature only applies to text within the body of a transcript. The vendor is to note any identifiable reasons for indiscernible audio, e.g. heavy accent, in the vendor quality sheet.

3.4.4 Document Properties

Transcripts submitted to EOIR must contain the same document properties (metadata) as the template provided in each work package. This requirement is to ensure that the EOIR eTranscription application can process completed work and to aid EOIR in efficient and effective retrieval of transcripts.

Document properties that are displayed within the document templates provided by EOIR are implemented in one of two ways. For transcript and certification page templates the document properties are displayed inline using document bookmarks. For the vendor quality sheet the document properties are displayed inline using content controls. In both cases there is a linked relationship between the bookmark or content control and the document property.

When using the provided templates, the vendor is to ensure that the provided document properties remain intact. There is the potential of a typist or reader of the document to inadvertently modify or delete the bookmark. If this occurs it is the vendor’s responsibility to ensure the document property value and the information displayed inline within the document match. Typically this can be done by recreating the bookmark link to the document property.

It is the responsibility of the transcription vendor to verify the accuracy of the provided document properties and to enter information for the Typist and Transcription Completion Date properties.

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In the event that EOIR provides inaccurate property information (e.g., DHS Counsel Name), the vendor will correct the document property and any associated bookmark that is displayed with the correct information. The vendor will then note this change using the Vendor Quality Sheet by entering a description of the problem and correction in the “Other Issue” field. This will provide feedback to EOIR in order to diagnose and correct systemic issues.

When using EOIR provided transcript templates, any text other than the bookmarks may be edited at the discretion of the vendor. An example is the “IN REMOVAL PROCEEDINGS” section of the transcript cover page which may be edited to indicate other proceedings such as deportation, exclusion, asylum and others. The vendor is not to modify the vendor quality sheet, only enter information in the fields provided.

3.4.5 Use of Brackets on Cover and Certification Page

Templates provided by EOIR include blank and populated bookmarks linked to document properties that are displayed inline. These bookmarks are noted using square brackets. Blank bookmarks are displayed with the bookmark label in brackets (e.g. [NAME]) and populated bookmarks include the bookmark value in brackets (e.g. [999-888-777]).

When using these templates, the vendor is to remove the brackets when entering or verifying the bookmark values. The vendor is cautioned to ensure the integrity of the bookmark is maintained, see Section 3.4.4. If these brackets are included within submitted work they will be flagged as a quality issue.

3.4.6 Certification Page Signature

The vendor is to include a graphical representation of the transcriber’s physical signature on the certification page signature line. This image must be compliant with the requirement outlined in Section 5.2. The transcribers name must be typed under the signature line and entered as the value for the Typist document property. The certification page template provided by EOIR links the transcriber name displayed inline within the document to the Typist document property.

3.5 Transcription Delivery Package

The vendor will upload completed work to EOIR’s Vendor Portal in the form of Transcription Delivery Packages. The completed transcripts, certification page, and vendor quality sheet for each case must be contained in a single archive (ZIP) file.

3.5.1 Conversion to PDF/A-1a

It is the intent of EOIR to receive transcripts in the PDF/A-1a format. This format is suitable for long-term preservation of electronic records and provides structural and semantic properties of documents that aid in accessibility by physically impaired users. When using EOIR provided transcript templates, the vendor will convert completed hearing transcripts and certification pages into an accepted PDF format. This conversion must maintain the document properties

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and values of the original template to support the eTranscription electronic workflow and aid EOIR in managing electronic transcripts.

3.5.2 Transcription Delivery Package File Naming Convention

The file naming convention for PDF files is based on the convention used for the templates with the addition of the transcription (TS) completion date and .pdf extension for all files except the vendor quality sheet.

Example of a completed delivery package with two case hearings, one oral decision, certification page and vendor quality sheet:

999-888-777 [AID 4801234] [2010-11-02 CH] [TS 2011-02-13].pdf 999-888-777 [AID 4801234] [2010-11-30 CH] [TS 2011-02-14].pdf 999-888-777 [AID 4801234] [2010-11-30 OD] [TS 2011-02-14].docx 999-888-777 [AID 4801234] [CP] [TS 2011-02-14].pdf 999-888-777 [AID 4801234] [VQ] [TS 2011-02-14].docx

When a bond hearing is on the same recording as the removal hearing, prepare a separate bond transcript using the file naming convention below:

999-888-777B [AID 4801234] [2010-11-02 CH] [TS 2011-02-13].pdf 999-888-777B [AID 4801234] [2010-11-30 OD] [TS 2011-02-14].docx 999-888-777B [AID 4801234] [CP] [TS 2011-02-14].pdf 999-888-777B [AID 4801234] [VQ] [TS 2011-02-14].docx

3.5.3 Unrelated Cases

On occasion an IJ may not stop recording one hearing when moving on to a new hearing. This results in an unrelated case appearing on a DAR session.

If there is an unrelated case on a recording then a transcript for this case and an accompanying certification page are to be submitted as part of the delivery package following the appropriate naming convention.

3.5.3.1 Reporting the Occurrence of an Unrelated Case

The existence of an unrelated hearing is to be indicated on the vendor quality sheet provided in the originating work package. The notation of an unrelated hearing on the vendor quality sheet is to include the A-Number for the unrelated alien and the hearing date of the recording on which it occurs.

3.5.3.2 Unrelated Case Templates and File Naming Convention

For unrelated cases, the vendor is to use the blank templates provided in the work package (Section 3.3.3.2). These templates and converted PDF files are to be renamed as appropriate for the unrelated hearing.

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For example, for a hearing for A-Number 999-888-777 with an unrelated hearing for A-Number 999-555-444 the file names for the unrelated case hearing transcript and certification page would be:

999-555-444 [2010-11-30 CH] [TS 2011-02-14].pdf 999-555-444 [CP] [TS 2011-02-14].pdf

3.5.4 Archive File Format

Transcription Delivery Packages are to be submitted as ZIP (.ZIP) archive files compatible with at least version 4.5 of the PKWARE specification. Transcription Delivery Packages are not to be encrypted or password protected. Acceptable compression methods are Uncompressed, Shrunk, Reduced, Imploded, Deflate, Deflate64™, and BZIP2.

Completed hearing transcripts and certification pages are to be submitted as PDF/A-1a. PDF/A- 1a ensures the preservation of the document’s logical structure and content in a natural reading order in accordance with Section 508 of the US Rehabilitation Act. This feature of defining the logical structure of content is also known as “Tagged PDFs.” Details are provided in Section 5.2.

Completed oral decision transcripts and vendor quality sheets are to be submitted in the format as provided, Microsoft Office Open XML format ISO/IEC 29500:2008 Part 1 (e.g. Microsoft Word .docx).

3.5.5 Transcription Delivery Package File Naming Convention

Transcription delivery packages will have the standard naming convention of A-Number [AID appeal id] [R release date] [D due date].zip.

Example: 999-888-777 [AID 4801234] [R 2011-02-07] [D 2011-02-14].zip

3.5.6 Delivery

The vendor shall upload completed electronic work to the Vendor Portal. The vendor may upload completed work at any time. Work received by EOIR after business hours of the day the work is due will be considered late. Business hours are from 8:00 am to 4:30 pm Eastern Time

(ET).

Upload of completed delivery packages does not constitute receipt or acceptance of work by

EOIR.

3.6 Vendor Invoices

The vendor will generate invoices for completed transcription requests to the EOIR COR. The invoices will include the cases that are completed and uploaded to EOIR’s Vendor Portal in the form of Transcription Delivery Packages.

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3.6.1 Invoice Status

The vendor can view previous invoices by clicking Invoices button. Invoice status indicates the different stages of invoice processing, the status includes:

• Drafted – The invoice is being prepared by the vendor.

• Received – The invoice is submitted by the vendor and received by EOIR COR. The vendor cannot make modifications.

• Verified – The invoice line items have been verified.

• Rejected – The invoice is rejected by EOIR COR. The vendor can review EOIR COR comments, make modification accordingly and re-submit the invoice.

• Accepted – EOIR COR accepts the invoice.

• Finance – EOIR COR sends the invoice to EOIR Finance department.

• Completed – EOIR Finance department completes the invoice.

3.6.2 Adding a new Invoice

The vendor can prepare an invoice by clicking on add an invoice button. The Vendor Portal will generate the next invoice number after clicking the auto-generate invoice number button, the vendor can modify the invoice number to ensure that it is sequential. The Vendor Portal will retrieve cases for the specified Released Date or Receiving Date. Work Packages must be uploaded to generate the line item(s). The vendor can then select cases to include in the invoice. The vendor can add a line item and enter the information manually for cases that are not released through eTranscription application. Ensure release date is correct before manually entering line item(s). The invoice is composed of three parts: the general information, summary section, and details section.

3.6.2.1 Properties in the General Information Section of the Vendor Invoice

The following fields listed in Table 4 are in the general information section of the vendor invoice. The Vendor Portal will pre-populate the information. The vendor should inform EOIR COR when the vendor information needs to be updated. The Vendor Portal will assign Invoice Number based on the previous number.

Table 4: Fields in the General Information Section of the Vendor Invoice

Field Name Description Pre- Populated Required

Contractor Name Yes Yes

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Field Name Description Pre-

CONTRACTOR

(Line 1)

Text field, mixed case, punctuation allowed, maximum 256 characters;

valid value is “EOIR Vendor Name”.

This value is not to be modified by the vendor, please contact COR with change.

CONTRACTOR

(Line 2)

Contractor Address Yes Yes

Text field, mixed case, punctuation allowed, maximum 256 characters;

valid value is “123 Sample Street”

This value is not to be modified by the vendor,…