Legal Document Scanning and Data Capture

Vital to the discovery process is searching and finding the critical documents that are relevant to an attorney’s case. Of course hot documents are necessary to prepare and through trial, but often these documents have to be stored and archived digitally. In many cases, this critical information is locked in static paper documents, including court filings, litigation records, and client correspondence. Federal, state, and local retention schedules require many of these documents and records to be maintained for years, some indefinitely. Without effective legal document conversion, those records can expand into massive archives that are difficult to manage and protect.

Information related to current and archived cases needs to be easily accessible so as to reduce the amount of time spent on research. Full text, keyword and boolean searches are important tools for any associate, paralegals or legal assistant.  ILM provides legal document scanning and data capture services that ensure both efficient management of information and documents as well as ease of access. These solutions streamline document workflow and help you move beyond paper.

Legal Document Scanning Solutions

ILM assists law firms with document conversion and data capture of various types of legal documents, including:

  •        Court documents
  •        Briefs
  •        Case studies
  •        Depositions
  •        Interrogatories
  •        Complaints
  •        Discovery documents
  •        Estate planning and probate files
  •        Trust documents
  •        Written communication with clients and other parties
  •        Financial and tax documents
  •        Client documents and legal records
  •        Class action lawsuits

 

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Benefits of Legal Scanning Services

Scanning, digitizing, and indexing legal documents yields a number of advantages to law firms in multiple industries – from criminal to civil. These advantages include the following:

Accessibility of Information

Attorneys, paralegals, and other legal professionals spend a great deal of time reading and reviewing documents, so accessibility to key information is vital to the success of any firm. Legal document scanning services, paired with an efficient indexing strategy, can drastically reduce the time it takes to access data. This greatly improves productivity for lawyers and their associates.

Workflow Automation

Customized digital mailroom services catered to a firm’s particular business practices improve the process in which the right people have access to the right information. When time-sensitive and confidential mail is received, scanned, and securely uploaded, partners and paralegals alike are put one step ahead as a case moves forward. ILM spends time learning your firm’s unique processes and helps streamline the process of getting to the right information.

Regulatory Compliance

Many law firms specialize in certain industries, such as healthcare or employment. Each industry is bound by extensive regulations and rules regarding the privacy of sensitive information such as HIPAA and the American with Disabilities Act. Firms are responsible for safeguarding their data. Legal scanning services not only improve security, they simplify statutory and regulatory compliance for law firms.

Reduced Storage

The greatest weakness of paper documents is the physical space they require and most law firms will accumulate extensive archives over the course of their operation. Digital documents can be stored digitally on a hard drive or server and they can also be stored in the cloud. This flexibility frees up much of the costly space once required to store physical documents.

Lower Expenses

Streamlined access, simplified security, and decreased storage all result in lower costs to the firm, which means more resources can be put toward expanding the operation rather than being poured into maintaining an ever-growing archive of paper files. Diminished risk also reduces the costs of lost clientele or the potential for lawsuits.

Confidentiality

Just as it makes information more accessible, legal scanning services also make it less costly to keep sensitive information secure. Confidentiality is of the highest priority in the legal industry as client information must remain secure. Keeping images and data on servers secure requires less space and involves less risk than storing physical documents.

In addition, optical character recognition (OCR) and specialized data capture techniques help protect the privacy of client and firm data during digitization and indexing processes, ensuring all sensitive information remains private.

Frequently Asked Questions

What is the cost of scanning?

The cost of a document scanning varies based on the type of document you want to scan. The average price range for scanning paper documents is $0.06-$0.11 per page.

What are the benefits of scanning documents?

Accessibility of information, workflow automation, regulatory compliance, reduced storage, lower expenses, and confidentiality are all benefits of scanning documents.

How do I scan an oversized document?

Oversized documents require a specialized wide format scanner that can process oversized documents not only physically, but at a higher resolution as well. ILM uses wide format scanners capable of handling documents up to 44” wide. The standard resolution for wide format scanners is 1200dpi, while letter-sized documents are typically scanned at 300dpi.

 

Contact ILM for Legal Document Scanning & Data Capture Services

ILM has worked with law firms to convert their paper archives into digital records and create effective document management systems. The work we provide is guaranteed—we complete each project on time and in the right way, thereby offering the full benefits of our services to every client. To learn more, submit an inquiry, or give us a call at 540-898-1406.