Scanning & Indexing

Despite the continuous advancement of document management and eDisclosure technology over the last 15 years, paper remains at the heart of many businesses.

Whether it is court bundles, HR documents or the accounts archive, a mountain of paper may be continuing to grow in your office.

Whilst many of us may still prefer the tactile nature of holding a document, our reliance on paper is both inefficient and costly, limiting productivity and profitability. It is also a poor environmental practice to use paper unnecessarily. Legastat’s hard copy scanning and indexing services are ideally placed to overcome the limitations of the processing and managing paper either in litigation or for archiving purposes.

Legastat has over 25 years of experience delivering high-speed and high-quality imaging and indexing services to law firms, government departments, commercial organisations and chambers. Providing significant operational speed and capacity, Legastat’s high-volume scanning and coding services are provided from our secure facility in Central London. Delivered by highly experienced operators, each document is subject to a rigorous 4 stage, page-by-page quality control process, ensuring all images and document coding is captured to the very highest standards.

Document Indexing

Once scanning is complete, Legastat can extract information from the scanned images, such as author, recipient, date, or document title. Depending on the originals, the indexing can be automated, using most up-to-date software solutions available.

The indexed documents can be easily sorted alphabetically or chronologically and filtered using multiple criteria. Either within a document review platform (eDisclosure) or within your document management system (DMS), the scanned documents are available, searchable, easy to distribute, and stored only for the appropriate length of time (GDPR).

Where required, the bundles are OCR-ed using optical character recognition software, enabling end users to search for keywords, renamed as per client instructions, or organised in eBibles, useful for quick navigation within a large collection of documents. Scanned images can also be paginated in various ways, using bespoke characters, assuring consistency and continuity across large collections of documents.

On-site scanning

Where necessary, at short notice, Legastat can deploy a scanning facility at the client’s premises, having worked previously on numerous projects within the UK, Europe and Middle-East. The on-site equipment will include a ring-fenced network of computers, server, scanners and back up facilities, and will be manned by project managers and operators trained to operate in client-facing environments.

Historical documents

The continuous advancement of technology-enabled many firms to archive their documents in electronic form. Consequently, when faced with a legal challenge, eDisclosure has become the default option for review and document production, both in litigation and compliance matters.

Many cases, however, have a historical component, and paper bundles are being brought back from archives in various conditions. By partnering with Opex, Legastat has developed capabilities for dealing with large amounts of historical evidence, producing enhanced quality scanned images, overcoming the effect of time and other adverse conditions on the originals.

Reasons to scan

  • Reduced costs – moving paper is expensive and inefficient. Sharing documents becomes a task itself
  • Searchable documents – finding the right document can be reduced to seconds, no matter how large the volume of documents
  • 24/7 Accessibility – large volumes of paper are bulky, heavy, and expensive to move between locations.
  • Business Continuity Plan – vulnerable to fire, water, sunlight, and time, paper is extremely fragile.