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Victorian Government Reporting Service (VGRS)
Originally established as the Government Shorthand Writers Office in 1854, the Victorian Government Reporting Service (VGRS) has a proud history of providing high quality recording and transcription services to Victoria's courts and tribunals.
VGRS's primary clients include:
- Supreme Court of Victoria
- County Court of Victoria
- Magistrates' Court of Victoria (including the Coroners Court and Childrens Court)
- other commissions, boards and tribunals of the Victorian Public Sector, by arrangement and as required.
In recent years, VGRS has played a key role in assisting Victoria's courts to apply modern technology to enhance people's access to and understanding of the Victorian court system. As a result, Victoria's courts are acknowledged as world leaders in the application of innovative courtroom technology, including video conferencing systems and protected witness facilities.
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Recording and reporting of court proceedings
VGRS' principal product is a written record of words spoken (transcript) of criminal trials and other related proceedings.
VGRS uses a range of methods to record and transcribe proceedings.
Real time reporting
Court Reporters sit in the court. They use computerised stenograph machines to translate shorthand outlines into transcript. An unedited transcript is available to users online in the court room within 10 seconds after the word is spoken. Edited transcript is delivered at lunch time and at the end of the day.
Running transcript
Transcript is prepared off site and is delivered to the court within two hours of the court adjourning at lunch and at the end of the day.
Customised transcript
Transcript is provided to the client on terms negotiated and agreed between the client and VGRS, subject to the daily availability and allocation of VGRS resources.
Audio and visual recordings
Proceedings are recorded digitally in the County and Supreme Courts, and directly relayed to an off-site location for the preparation of transcript (running and customised). This process is supported by video recording, which removes the need for a recorder operator to also be in court.
Local recordings
Proceedings in the Magistrates', Coroners and Children's Courts are recorded by the registrar in the courtroom, who also keeps a record of events (log notes) during the proceedings, such as a change of witness. All recordings and logs notes are forwarded to VGRS for preparation of the transcript by a team of audio typists.
In Court Technology and Video Conferencing
The integration of the courts' audio and audio visual facilities is achieved via a sophisticated switching system designed especially for Victorian courts.
This enables easy in-court control of all systems, including:
- video conferencing systems
- digital recording and transcription production
- audio and audio visual recording systems for the purposes of producing transcript
- audio and audio visual playback of proceedings to the court
- closed circuit TV in protected witness rooms.
VGRS operates in conjunction with Courts Technology Group to provide ongoing maintenance, technical support and training in respect of all in court technology to ensure the system operates to its full potential at all times.
FAQs
Q: Who can obtain a copy of court transcript?
A: Court transcript is available to all members of the community, and incurs a fee.
Q: Under what circumstances may transcript not be available?
A: The court may order that transcript not be made available to those other than the parties to the proceedings. This applies particularly when hearings are conducted "in camera" or when a suppression order is made by the court. VGRS prepares transcript in criminal proceedings only, however not all proceedings are transcribed in full as a matter of course. If you require a full transcript for a current or pending proceeding, you should make the court aware of your needs as soon as possible so that appropriate consideration can be given to your request.
Reporting services for Civil or other proceedings are provided by private reporting companies on a 'user pays' basis.
Q: Can the fee for a transcript be waived?
A: Fees for transcript are prescribed under the Evidence (Transcript Fees) Regulations 2007. The regulations do not provide for the waiving of the fee by VGRS or court staff. The court (Judge) may direct VGRS to prepare and deliver to the court, and the parties, a transcript free of charge. This is usually done in most criminal proceedings.
Q: How do I obtain transcript?
A: Requests for transcript can be made at VGRS public counter, by telephone, facsimile or email at:
2/565 Lonsdale Street
Melbourne VIC 3000
Tel: 03 9603 2424
Fax: 03 9670 4139
Email: VGRS.transcriptrequest@justice.vic.gov.au
Office hours: 8.45am – 5pm Monday to Friday (except public holidays).
You will need to provide the following information:
- the court hearing the proceedings (jurisdiction and location)
- the type of matter
- the name of the accused person
- the date of hearing
- the name of the presiding Judge
- indicate your interest or connection to the proceedings.
Q: Can I read a transcript without having to buy a copy?
A: Yes, as long as the transcript has already been prepared and access is not restricted by an order of the court. VGRS provides a reading area for which bookings are essential. You will need to attend in person at the office of VGRS (see contact details above). No charges are made for this service.
Q: What other services does VGRS provide?
A: VGRS has a fully functional video conferencing suite available for public use at its premises at Level 1, 565 Lonsdale Street, Melbourne. Bookings are essential.
Further enquiries and details of charges can be obtained by telephoning: 03 9603 2451.
Legislation
Part IIA of the Evidence Act 1958 makes provision for the use of audio visual and audio links in court proceedings. Part VI of the Act sets out provisions in relation to the recording and transcription of evidence.
Fees are prescribed under the Evidence (Transcript Fees) Regulations 2007.
Contact Us
Victorian Government Reporting Service (VGRS)
Levels 1 & 2
565 Lonsdale Street
Melbourne Victoria 3000 Australia
Phone - Transcript: +61 3 9603 240
Phone - Video conferencing and Administration: +61 3 9603 245
Fax - Transcript: +61 3 9670 4139
Fax - Video Conferencing and Administration: +61 3 9642 0304
Office hours: 8:45am - 5:00pm (Monday to Friday - except public holidays)
Victorian Government Reporting Service [VGRS]
Levels 1 & 2, 565 Lonsdale Street, Melbourne, Victoria, 3000, Australia
Phone No: Transcript: +61 3 9603 2401; Video conferencing: +61 3 9603 2451; Administration: +61 3 9603 2451
Fax No: Transcript: +61 3 9670 4139; Video Conferencing: +61 3 9642 0304; Administration: +61 3 9642 0304
Office hours : 8:45am - 5:00pm [Monday to Friday - except public holidays]
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