Legal Document Scanning Services
Pearl Scan Legal was launched in 2011. This is a dedicated section of the Pearl Scan Group aimed at providing document scanning and management solutions for the legal sector. Our legal scanning services and legal document management solutions have become extremely popular with law firms throughout the country. Using our legal scanning services, law firms can streamline their workload, improve their efficiency in and outside of the office and save considerable amounts of time and money.
We are a document scanning company based in London and Manchester with more than 12 years' experience in the UK. Over this time we have been awarded multiple ISO certifications that confirm the quality of our work. Our document scanning process is undertaken with strict supervision and we use the latest in image processing technology to guarantee the best results. Whether you have one box of documents or a large archive, we provide the legal document scanning solution for your project.
Benefits of legal document scanning
For law firms, even the smallest of contract discussions can result in large amount of documents. Take the more complex and larger-scale disputes and matters into account and it's not difficult to imagine why most law firms pay fees to store roomfuls of paper records and files. Choosing to scan, store and manage these documents digitally reduces the need to pay for this physical storage, while giving you to access critical information found within these documents with ease.
Using legal scanning services, critical information can easily be found and extracted from an electronic catalogue of clients and cases with a simple click of a mouse. Adding Optical character recognition (OCR) technology to these documents also allows you to rapidly scan your files for keywords or phrases, precisely pinpointing where in the text they can be found. Read more...
We can typically scan these types of files:
- Case files
- Police reports
- Property & mortgage documents
- Litigation documents
- Reference materials
- Communication documents
- Financial files
- Disclosure documents
- Claims files
The process of scanning legal documents
Fast secure collection service
We can collect your files or boxes from your offices anywhere in the mainland UK on the same, next day, or whenever is required. The boxes can be provided to store all of your documents safely.
Removal of staples and paper clips
To ensure a smooth scanning process takes place, we remove staples, paper clips and tags before scanning the files.
Legal document scanning
We use the latest scanners to digitise your legal documents, equipped with ultrasonic, double-feed and automated colour detection and image processing tools. Scanned documents can be supplied to you as PDF, PDF Searchable, TIFF or JPEG, among others. We can scan paper of any size in full colour, greyscale or black and white.
OCR Processing can convert your documents to fully text-searchable files. Using this, it is quick and easy to locate specific data within a file, using keywords to search through the files.
File indexing and categorisation
We typically index each scanned legal document by the relevant data, for example:
- Reference number
- Document title
ISO quality checks
Our legal files services are fully accredited to ISO 9001:2000 quality assurance standards and we have developed our internal quality-control procedures to ensure that the files meet required industry standards.
With our legal document scanning service we can transform your documents CD, DVD or USB. When supplying confidential data, we normally encrypt the entire collection using high-level encryption.
Once you have approved the disks your papers can either be returned to you, securely disposed of via environmentally friendly document shredding, or we can store them for a further required period of time.
Legal document scanning case study
BWL Law have 1400 boxes in storage costing them £8,500 per annum. They retain the documents for a period of 12 years (Many firms archive beyond the statutory period). They generate 55 boxes per annum for archiving. We digitise the archive over 6 years. Each year we will scan the most recent year's archive and the ongoing monthly files plus securely destroying the files that have reached the retention period. After 6 years, all of BWL's old and current archive will be available on their electronic repository. The archive will now be available indefinitely with no recurring costs.
See the results below:
Key advantages of scanning legal documents
Paper documents are inconvenient and take up a lot of room. With a legal scanning service those documents can be digitised and you can take advantage of the ability to share, print, e-mail and even edit them.
Compete work faster
With a digital legal document management system in place, files can be accessed much quicker and there is no need to look through piles and piles of paperwork thanks to our powerful indexing and OCR text-searchable capabilities.
Fewer daily tasks
With a more convenient workload comes a more convenient and less stressful day. As everything is in one place with easy search functions, you will be able to cut the amount of tasks you do to an absolute minimum. Read more...
Access legal files anywhere
Digital files can be hosted online through your own secure servers or via ours. This way the files can be accessed on the go, just as in the office.
Save money of staff time
Document scanning can increase efficiency for your staff, allowing more work to be completed in less time.
Comply with legal standards
Legal admissibility is catered for, as scanned files are now legally accepted in UK courts. Learn more about legal admissibility.
Save money on printing and paper costs
You can keep adding to your digital library of documents even after the legal scanning is complete which means printer ink costs, paper costs and the costs of new printing equipment and significantly reduced.
Amazing space saving
Documents previously taking up valuable room in cupboards and filing cabinets can be disposed of leaving more room around the office for your staff to enjoy.
Document management software
We supply our very own document search and retrieval software, Halogen, to our customers as a complimentary addition to our legal document scanning services. Halogen was built with law firms and legal practices in mind, combining an easy-to-use and familiar feel along with an intuitive interface. Search and find your documents quicker than ever before, giving you back vital time which can be spent on each legal case.
Scan on demand legal documents
As well as offering ongoing legal document scanning services, we also offer an innovative scan on demand service. Here, we store your documents for you until you request particular files to be scanned and sent to you, usually within 24 hours. This is much quicker than retrieving them from a document storage facility. With scan on demand you are given the document in a digital format, but you can request whether you'd like us to put the original paper document back into storage or dispose of it for you.
Learn more about our scan on demand service.