Pearl Document Scanning Blog

News and updates related to the document scanning industry.

The future of the legal sector

Paperless solutions are not a new concept; the idea has been around for many years, but it has only been this last five years or so that the idea has been one that many have thought about as realistic. News stories about businesses pioneering the paperless movement and operating solely digitally have brought the idea to the forefront of people’s minds. And the latest story that’s got the paperless industry talking refers to legal document scanning.

Solicitors and lawyers have long been associated with paper documents. Numerous files and folders complete with statements, evidence and notes have been dragging the law industry down for many years. However due to increasing caseloads and stagnant staff levels, a city in Texas has decided to make the switch to digital practices and utilised legal document scanning in order to achieve paperless court case management.

The Texan legal industry has used their available resources and used a professional company to undertake all of their management of documents in order to digitise them and encourage them to implement digital processes going forward – and it has had incredible results in just a short period of time.

Prior to implementing the paperless movement, employees experienced a number of issues managing paper processes. Documents in the law sector are obviously passed on from person to person, meaning it wasn’t uncommon for important files to go missing, be misfiled or even be absent from courtroom proceedings. This even resulted in constituents not receiving essential notifications from the court. However since the digital transformation, the industry has turned on its head.

Now court employees receive instant and secure access to court documents when and where they need it, all documentation is connected which allows for processes to be streamlined and provide instant access to information for staff, and information is able to be sent directly to judges, attorneys and constituents should they need it – safe in the knowledge that these documents won’t go missing, and even if they get deleted by the recipient, there is always a backup available to be accessed instantly.

So successful has the process been, that all courtrooms in Garland are now completely paperless. Record requests, prosecutions, warrants and even judges’ final sign-off on court documents are all paperless, which has not only helped to improve the city’s business processes, but has created a quicker and more efficient process in order to ensure it is able to serve its constituents and stakeholders in the most effective way.

Do you think a whole paperless legal sector is possible worldwide?

Find out about our legal document scanning services.

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Why legal document scanning is revolutionising law firms

Legal firms typically produce and rely on large amounts of paper work in their day-to-day operations. However, in an industry that needs to access and analyse this information in a short space of time, traditional methods of document storage can prove to be detrimental to their operations. Pearl Scan’s innovative legal document scanning service is revolutionising law firms across the country, enabling entire catalogues of data to be located and examined in just a matter of minutes.

Pearl Scan has been providing document management solutions to a range of industries for over a decade, using document scanning technology to provide highly efficient solutions for data storage and retrieval. Using its dedicated scanning facility, the company can digitise case files, police reports, mortgage documents, death certificates, wills, disclosure documents and more, turning them into text searchable PDF, TIFF or JPEG files. As well as saving time on searching for documents, choosing to digitise these files means that they can be safely and securely stored in a virtual format, without risk of destruction or being misplaced.

Naveed Ashraf, Managing Director at Pearl Scan said, “The legal profession uses and creates a lot of paperwork, resulting in many firms needing to pay for external storage facilities. Not only is this a waste of money, but also it limits access to archives of information - information that could mean the difference between winning and losing a case for a client. With our legal document scanning service, huge amounts of data can be searched and analysed at the click of a mouse, improving efficiency and productivity for law firms.”

Pearl Scan has a long experience of document scanning for the legal sector, launching Pearl Scan Legal in 2011 in order to focus its services specifically for the legal profession. The specialist document scanning company is ISO 27001 certified, meaning that is has passed an audit of its security standards. Sensitive data remains safe with Pearl Scan.

Ashraf continued, “We can save legal practices huge amounts of time and money with our legal scanning services, revolutionising the way in which they operate. I urge any company that is feeling limited by its traditional document storage process to get in touch with a member of my team, to see how we can help.”

Learn more about Pearl Scan and its legal scanning service visit: https://www.pearl-scan.co.uk 

Or head to the dedicated page at https://www.pearl-scan.co.uk/industry/legal-document-scanning

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Paperless Courts Speed Up Justice

It seems that no industry is untouched by the current drive for going paperless, and although the goal set for the NHS may be the most high profile case of embracing document digitisation, the legal industry also has plans to adopt a paperless system, enabled by the use of legal document scanning. In 2013 it was announced that £160million was to be invested in the development of ‘digital courtrooms’ and better, more secure IT systems to help implement this change. Three years later, it seems that the improved efficiency that was envisioned by developing these digital courtrooms has in fact been realised by the courts that have trailed this new technology.

What is a digital courtroom?

The money invested by the government into the justice system is being used to give traditional courtrooms a ‘digital upgrade’ in order to handle cases more quickly and efficiently. This includes:

·         Supplying a majority of the courthouses with good quality Wifi. This will help every member of court staff to access relevant documents easily.

·         Installing Court Presentation and Collaboration Software which will allow even the most complex of Crown court cases to be navigated easily.

·         Installing Digital Evidence Screens which will allow the defence and prosecution parties to display their accompanying documents much more clearly and quickly while also reducing the risk of important files being lost or damaged due to the fact that they will be stored digitally when using this process.

·         Investing in better IT systems when needed, to support these plans for a paperless court system.

What are the benefits for the justice system?

Having improved access to the legally admissible documents used as evidence within a court case can ultimately speed up justice, while also improving the accuracy of the decisions that are made. With accurate, legal document scanning, every file is stored safely and securely in its digital format, available whenever it is needed. With a digital courtroom, waiting times are vastly reduced which benefits both the convicted party and the entire legal system.

 

Legal document scanning and digital management of files can make this vision of a paperless courtroom become a reality, and with more and more courts across the country slowly rolling out this scheme, legal firms that are looking to stay ahead of the industry trends can prepare for the widespread adoption of this technology by investing in legal document management services today

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The Benefits of Legal Document Scanning

Document scanning and management technology has revolutionised the way a wide range of businesses operate, freeing up time and saving money for medical companies, educational institutions, logistics firms and corporate offices alike. In fact, almost any organisation that relies on large amounts of information that is currently found in physical format can benefit from document digitisation, and by scanning legal documents law firms are another sector addition to the list of companies that can achieve better outcomes thanks to the document scanning technology.

The benefits

For any business, choosing to scan and digitise files and then storing them on a hard drive archive or a cloud-based server can help its day-to-day operations in many ways. The benefits of legal scanning are no different:

·         Save time – no matter how organised a storage or filing system may be, physically searching through piles of folders can be time consuming. If a person requires access to specific documents in order to complete a task, choosing to scan and manage these files digitally can dramatically reduce the time spent searching for each document down to a click of a mouse. When using OCR scanning technology text is even more searchable, and it is easy to find a specific line or section within even the largest of documents.

·         Save money – businesses that handle and archive large amounts of physical documentation often need to pay costly monthly fees, keeping these documents in an external storage facility. Scanning these files and storing them digitally instead is free, and from one initial cost a lifetime of investment is returned.

·         Reduce risk of destruction – by nature, physical documentation is destructible and can get lost, which can be detrimental to many businesses. Digitising important documents can ensure that vital information is always retrievable when it is needed.

The uses

Saving time and reducing the risk of destruction are two very important matters to the legal profession, especially when dealing with case files that requires evidence and forensic documentation. Legal document scanning can help a solicitor, paralegal and legal teams, find the information needed to win a case at a much quicker time than the opposition, benefiting both the firm and the client equally.  Preserving important documents in digital format can also help to back up any point made by the legal professional. Ultimately, scanning legal documents and managing them digitally can increase productivity within legal firms, leaving clients more satisfied while saving money in the long run.

 Find out more about how document scanning services can benefit legal firms by heading to the dedicated webpage

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Can Legal Documents Be OCR’d?

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Some people are put off scanning legal documents under the assumption that they will be left with a scanned image that can just be viewed and nothing else but that’s simply not the case.

Legal Document Scanning

There are a number of different reasons why law firms look to change the way they handle documents, from wanting to free up office space to increasing office efficiency, and this is when they tend to come across the idea of legal document scanning. The benefits of scanning legal files and storing them digitally speak for themselves but there is still a common misconception that stops people from deciding to go digital. They think that once a document has been scanned it is just kept there as a static image with only a title to distinguish it from other files but there’s a secret weapon waiting in the document scanning wings. That secret weapon is Optical Character Recognition (or OCR).

What is OCR?OCR hand

Optical Character Recognition is the process of converting digital scanned images into fully editable electronic files such as Word files, Excel spreadsheets and XML, CSV, PDF searchable formats. OCR conversion can transform the flexibility of your digital documents enabling you to retrieve files by searching words found in the body of the documents. It can also help you to create online directories of client’s details to make files relevant to each client easily accessible. OCR can even work on non-English documents such as those in French, German, Portuguese, Italian, Spanish, Urdu, Arabic, Russian and many more.

So can you apply OCR to scanned legal documents?

In short, the answer is yes. You can apply OCR software to digital legal documents. Depending on the quality of the images, the accuracy may vary so if a document is old and worn and the scanned image is of low quality, less characters will be captured during the process. However, this is often not a problem with legal files as their condition is usually good enough.

Pearl Scan Legal

Here at Pearl Scan, we provide a complete and bespoke document scanning service for businesses within the legal sector. We specialise in the scanning of legal files and documents including IVA & debt management files, police reports, litigation documents and reference materials as well as any other legal document you need to be scanned. We can apply Optical Character Recognition software to the scanned images with up to 99.99% accuracy to enable efficient file retrieval through simple content searches.

We operate from a secure Manchester based scanning bureau protected by CCTV and RedCare security systems and provide scanning services to companies, organisations and individuals in London, Manchester, Birmingham and across the rest of the UK. For more information about our legal scanning services get in touch and we will provide you with a free, no obligation quote for your scanning project or you can check out our dedicated legal scanning site.

Related articles you might find helpful:
Advantages of OCR (Optical Character Recognition)
5 Facts about OCR
Legal Scanning: Can You Afford Not To Go Digital?
How Better Document Management Affects Law Firms

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