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S E R V I C E S

LegalScans Services

Document Scanning
Document Conversions
Indexing
Coding
Optical Character Recognition (OCR)
Database Design & Interfacing
Storage on CD Media
Consultation
Why Scan? - Paper Facts, Paper Costs, Why Invest, The Benefits
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Document Scanning
Scanning your documents allows you instant access to any one of thousands or even millions of pages.

Our sophisticated scanning services utilize a combination of interactive and automated scanning procedures, supported by leading edge hardware and software technologies.

Scanned documents are simply digital pictures of paper documents, usually stored on CD-ROMs. Imaging improves your document control during indexing, case preparation, witness depositions, settlement talks, and trial. Imaging technology also saves expensive office space required to store paper documents. This technology produces significant savings throughout the trial preparation process.

Once scanned, the images are burned to CDs and retrieval indices are prepared either to your specifications or for use with one of the retrieval software systems that LegalScans recommends. You can load the image data from CDs to your disk system or use the CDs directly with the image retrieval software and pull images up on your screen. If you've also indexed your documents, you may use a linked system to pull up images as you search for particular documents using your database; e.g. Concordance or Summation.

If you use a different software package, LegalScans can convert the scanned images to other formats, such as TIFF, JPG, or PDF files.
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Document Conversions
In contemporary lawsuits, much of the evidence exists as word processor documents, spreadsheets, databases, presentations, e-mail messages, and other computer files.

These existing electronic files are "converted" and indexed to common formats for universal access by the retrieval software and database system.
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Indexing
Indexing is a descriptive set of data associated with a document for the purpose of identifying and locating the document's location. Indexing can be used to consolidate documents that may not be "logically" related, or that may be stored in different locations, or on different media. Indexing can be accomplished manually or automatically.

Indexing has the objective of guiding an end user to the intellectual content and physical location of documents. Imaged documents must be accessible for retrieval, processing, routing and queuing, maintenance and reporting.

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Coding
Coding is the process of entering document-specific information into case specific objective and subjective database fields.

Objective coding consists of entering information about a document that is judged to be non-subjective. Objective fields include beginning document numbers, ending document numbers, attachment ranges, author, recipient, and date.

Subjective coding consists of entering data into case-specific database fields. Subjective coding requires a subjective interpretation of the data in relation to the case or to a specific legal position.

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Optical Character Recognition (OCR)
Optical Character Recognition takes imaging one step further and is a service offered by LegalScans that converts scanned documents into standard text files that can be word-searched and edited. In order for you to search for information on imaged documents, information has to be converted to searchable text. One conversion process involves the use of an OCR program to read the image and convert the information to text.

OCR involves the recognition and conversion of printed characters on an image (picture) to searchable ASCII text (similar to type in a word processing program). Recognition is impacted by the quality of the scanned page. Even on quality pages, OCR output may results only in 80% accuracy and will need to be edited. The OCR'd text files can be linked to the original image and provided to the client with links that provide a useful transition from text to image.

  • Three (3) enhanced OCR engines deliver the most accurate results ever!
  • LegalScans uses sophisticated voting to optimize performance based on individual document characteristics.
  • Built-in legal and medical dictionaries ensure the accurate conversion of important documents.
  • Transcript data conversion to specific litigation software formats.
  • Click here for more information on OCR...

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Database Design & Interfacing
LegalScans exports coded databases using a variety of excellent litigation support software packages and other database management systems. They include Concordance, Summation, TrialPro, and others.

The integration of the coded database with the actual images requires the proper matching of document identifiers in the coded database with the images. By generating document boundaries for the imaging project from the coded database, LegalScans ensures perfect matching of both coded and imaged document boundaries.

To meet the various software and system platform needs in multi-party litigation, we can output multiple versions of a database. No matter what software is being utilized, we provide output that flawlessly integrates with the client system.
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Storage on CD Media
After the files have been scanned and indexed, they must be stored. For long term image storage, files are copied onto CDs. CDs are easy to use, virtually impervious to environmental damage, have a long useful life (100 years), and can be stored in a very small space. A standard CD can hold 10,000 to 15,000 pages, depending upon how the pages were scanned.

When we create a CD, we copy the images, the indexes, and any needed viewer program onto the CD. This makes the CD a totally self-contained unit. There is no other software needed to use the information on the CDs. The CDs can be used on any Windows PC that has a CD drive. Duplicate CDs can be made for redundancy, for data security, or to allow different people to use the CDs at the same time. This means that different teams within the firm can have their own set of CDs. It also provides a way to make the data portable. The CDs can be taken to court, to a meeting, or can be used to work from home.

As convenient as CDs are, they do have a few limitations. Since they only hold about 15,000 pages, there may be quite a few CDs by the time all of the documents for a particular case have been scanned. Sometimes, several CDs may have to be searched before all the needed information is found. Tracking and managing a large number of CDs can be cumbersome over time. There also has to be some decision made as to how to group the files on the CDs, since each CD will be only a small portion of the total files.
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Consultation
LegalScans provides project design and consultation services to customers, particularly in the area of records management systems. With over twenty years of honed skills and experience, we can assist you with your document management and information system processes to improve efficiency and help reduce costs.
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