Scanning and Coding Paper Solutions

Legal Document Solutions

Back to: Services

We recognize the importance of providing meaningful solutions for managing both paper and electronic documents. Our imaging and coding solutions are designed to maintain the integrity and organization of your physical paper documents, while carefully integrating imaged data with electronic data into one consolidated, fully-searchable database.

Our production facilities across Canada, ISO 9001:2008 quality-certified processes, rapid turn-around time and proven methodologies that optimize the effectiveness of your database, make us unique in the industry. You can be confident we will handle your boxes with confidence and care.

Scanning and Coding Stack of PaperDocument Imaging

The sheer volume of paper produced by litigation can be staggering, if not maddening. There aren't enough hours in a day to sift through the sea of documents that a lawsuit can generate sheet by sheet. Doing so would be a massive drain on a firm's resources.

By converting all legal documents into an imaged format, multiple users can access a single, fully-searchable database of documents, whether they are doing it locally or remotely. Lawyers and their litigation support team can then print relevant documents as needed and in any order required. As a result, costs often associated with photocopying sets are dramatically reduced.

In addition to the convenience and long-term cost savings of an imaged database, additional advantages include:

  • Full text sorting and searching provide a better handle on your evidence
  • Improved security and integrity of client documents
  • Routine back up and archiving of all images and case related annotations
  • Improved efficiency as multiple users can index and review the same collection at the same time
  • Portability – the ability to carry a laptop with images versus 25+ banker’s boxes of paper
  • Efficient and simple document retrieval
  • Ability to produce or exchange documents electronically with other parties
  • Ability to provide secure web access to remote users including witnesses and/or the client
  • Ability to work more effectively with the Judiciary (all Judges in Ontario are now able to receive a free copy of Summation and complimentary training)
  • A complete electronic copy of your documents which could be integrated with the client’s document management system at a later date
  • Efficient review of duplicates using automated technology to locate images with similar fields (i.e. the same author, date and title)
  • Ability to re-size all originals to 8½ x 11 regardless of their original orientation.
  • Less physical space required to archive paper copies, binders and boxes of paper at the law firm

Coding

The coding services provided through Commonwealth Legal will make the document review process more convenient for you. Our team will ensure that your materials are not only transcribed with uncompromising fidelity, but that they are also organised and indexed with logic and convenience in mind.

Rather than simply creating a list of documents in word processing format, our highly trained team of coders and unitizers follow strict coding protocols based on a customized manual that we prepare with your input and approval. Our standard objective coding services include a minimum of 5 basic fields of coding (Docdate, Doctype, Doctitle, Author and Recipient). The fielded data is subjected to three levels of quality control to check for accuracy, consistency and spelling errors. The completed coding is imported directly into a structured litigation support database, linking together document images, discovery transcripts, and other key information pertinent to the case all in one place.

Our goal is to provide you with a deliverable that is as accurate, as it is time-saving. We keep the range of categories as focused and as compact as possible. Creating overly-specific and exclusive doctypes for each unique document would lead to a cluttered and disorganised product, full of miscategorized and overlapping materials. To prevent that, we focus on using categories that are both straight-forward, and commonly recur in legal proceedings. In the interest of organization, and efficiency, certain documents which do not conform to a specific doctype, due to a lack of content, or detail, are assigned a generic category. This minimizes the possibility of documents being shoehorned into inaccurate groups.

Offshore Coding

OCR (Optical Character Recognition)

A cost-effective supplement to the coding of your scanned documents is OCR (Optical Character Recognition) text conversion. Based on the quality of the original documents, OCR can be 98% accurate. While scanning converts a paper document into a digital image file that is not searchable, OCR converts an image into a text file designed for keyword searching.

Using the "fuzzy searching" functionality within your litigation support software will enable you to locate key documents based on words within the text even if the OCR conversion accuracy was less than perfect. OCR conversion also provides a mechanism to locate and compare like documents using near duplication identification technology.

Near-Duplicate Detection

Printed Paper Sets

For many of our customers, the convenience of a printed paper set of documents is still desirable. We operate high-speed printers and can print large batches of scanned images in chronological order, sequential order or based on a database query to locate a subset of documents or productions. Our digital printing services also allow for the insertion of bates numbers, header and footer labels, annotations or separator sheets into the print process to indicate document breaks and boundary breaks.

With the highest quality assurance levels in place including validation reports and page number counts, your document sets will be prepared error-free.

Electronic Closing Books