Behind the Scenes: How We Protect Your Deposition Transcripts and Exhibits
At Todd Olivas & Associates, we understand that when you entrust us with your deposition transcripts and exhibits, you're handing us some of the most sensitive materials in your case. Medical records, financial disclosures, witness testimony .. these documents carry real consequences if they end up in the wrong hands.
That's why we've built our entire technology infrastructure around one principle: your files should be at least as secure with us as they are in your own office.
Here's how we do it.
Enterprise-Grade Hosting with Independent Security Audits
Our server infrastructure is hosted with a nationally recognized managed IT and cybersecurity services provider that has been independently audited under a SOC 2 Type 2 examination. (For those unfamiliar with the term, SOC 2 Type 2 is the gold standard in third-party security auditing. It doesn't just check whether security controls exist on a given day -- it verifies that those controls operated effectively over an entire 12-month period, tested by independent auditors.)
The audit confirmed, with no exceptions, the following protections on our infrastructure:
- Encryption at rest using the Advanced Encryption Standard (AES), meaning your files are stored in an encrypted format and are unreadable if accessed outside of the authorized server environment
- Encryption in transit using TLS (Transport Layer Security) with certificate-based authentication, so your files are protected every time they move between our servers and your browser
- Encrypted backups stored with a dedicated off-site backup provider, ensuring that even our disaster recovery copies are protected
- 24/7 managed firewall with intrusion prevention, monitored by a dedicated security operations center
- Multi-factor authentication required for all administrative and remote access
- Network segmentation to keep client data isolated
- Monthly vulnerability scanning and annual penetration testing by independent third parties
Our Own Security Controls
Beyond the infrastructure layer, TOA maintains its own set of security protocols designed specifically for the court reporting workflow:
Access controls: Our internal portal uses role-based access, meaning team members can only access the systems and files relevant to their job function. Access is monitored daily, and we can see exactly who logged in, when, and from where.
Unique client credentials: Every transcript delivery gets its own unique username and password combination. There are no shared logins. Once your credentials are generated, they are specific to your deposition and your files only.
Session security: Login sessions expire automatically, preventing stale sessions from being exploited. Our portal enforces fresh authentication on a daily basis.
Server access restrictions: Remote access to our server is locked down to a strict whitelist of approved network addresses. Unauthorized connection attempts are blocked before they ever reach the server.
Daily monitoring: We review access logs daily for any anomalies. Every login to every area of our system — both internal team access and client downloads — is tracked and recorded, including timestamps and IP addresses.
File delivery tracking: When you download your transcript files, we log that activity. You can see previous login history right on your download page, providing full transparency into who has accessed your documents and when.
Cyber Liability Insurance
TOA carries cyber liability insurance to provide an additional layer of protection in the unlikely event of a data incident.
Email Security
Our company email operates on Microsoft 365, which provides enterprise-grade email security including threat protection, spam filtering, and encrypted transport between mail servers.
Our Commitment
We've been handling depositions since 2003 -- over 60,000 and counting. In that time, we've continuously invested in upgrading our technology to meet the evolving security expectations of the legal community. We take this responsibility seriously because we know you do too.
02/27/2026
