Documents have always been an important part of practicing law, but in these days of digital overload, attorneys are bombarded with more files than ever before. Most legal documents cannot simply be shredded at the conclusion of a trial, because lawyers could be sued for destroying relevant evidence if the case is challenged. Federal discovery rules are now more complex and stringent than ever. In such an environment, it is crucial to have a way to backup legal files through document scanning services.
Converting paper documents into a digital format seems simple enough. After all, nearly all offices have a scanner. How difficult can it be?
Well, difficult is the answer to that. Many firms fail at in-house scanning methods due to the following:
A lack of understanding of conversion techniques and processes
Insufficient time to get the task done
In today’s high paced legal environment, lawyers are rapidly producing and storing a colossal amount of paper on a daily basis. A professional document scanning company understands how confidential your legal client files are and how important it is that they are handled with accuracy and care. Your chosen provider should also be HIPAA certified, which guarantees your documents will always be handled with the utmost of confidentiality.
A professional legal document scanning company can seamlessly help you complete a large scale back file conversion. Any worries you may have will be put at ease, knowing that your project is being managed with the latest technology and scanning equipment. By utilizing a professional scanning company, you will also be supported by an experienced team that will make the whole process stress-free.
The key phases of a scanning project may include:
Archived and live client paper documents can be converted into digital format. Digital images can be output to any required format e.g. pdf, jpeg or tiff. Alternatively, images can be uploaded to a secure online repository for quick and easy retrieval. Documents can quickly be OCR’d for the most convenient access.
OCR is a special function that allows your scanner to recognize text in the images that it scans. This functionality allows the scanner to create searchable PDFs from the documents that it scans. This capability is important since an increasing number of courts will only accept searchable PDFs as electronic filings. Of course, scanning a document with OCR also allows you to perform text searches within the document itself.
But OCR also offers another practical use for your firm: modifying scanned documents. Most scanners that offer OCR functionality also allow users to save scanned documents into formats such as Microsoft Word and rich text format, which allows you to make changes to the document even if you never had the original computer file.
Your documents can also be BATES stamped by case reference number, surname or court date to ensure you can find them quickly and easily using simple keyword terms.
For over 35 years, Naegeli Deposition and Trial has been known as the industry’s leading choice for court reporting and litigation support. For information on the best scanning solution to suit your needs, call our knowledgeable team today at 800.528.3335 and see for yourself how Naegeli Deposition and Trial’s legal document scanning services can save your case!