What is OCR Scanning

Stands for ‘Optical Character Recognition’. OCR scanning software has become an ideal way to convert scanned documents into computer files which are not just images but can also be manipulated, modified and updated. It has an ability to read text and take out information according to the optical characteristics. It is an advanced method to increase productive significance of scanned documents. OCR covert a scanned document into a completely searchable and editable format that can be accessed, stored and shared with ease.

OCR scanning software has found a lot of application in today’s complex and fast pace world. A good number of organizations including law firms, hospitals, governmental agencies, and more tend to utilize OCR to ensure document management which leads to improved faster conversion, storage and easier retrieval of data.

If your business or office work requires scanning on a systematic basis, contract with a cutting-edge scanning companies who feature OCR scanning capabilities to scan and convert documents into word files, text and to extract data from the documents needed in other systems you are running.

Getting a right solution from a reliable source is the key to get maximum value for your money.

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Motivation to Start Case File Scanning

Typical Motivation for Starting Case File Scanning Process.

Do any of the following apply to you. If so, you are probably ready to start enjoying the benefits of having your backfile and on-going case files scanned.

  • Do you spend too much time retrieving case files?
  • Do you need an electronic OCR'd version of the case file in order to complete the proper review of case file information?
  • Do you have files that more than lawyer or paralegal needs to review at one time?
  • Do you have case files that need to be viewed while your law staff is out of town?
  • Do some of your legal files get lost? Files stored in a central location and that are reviewed periodically have a great chance of being mis-filed or never refilled. The result is that it takes a great amount of time to find such files.
  • Do you need more immediate access to files? Is the amount of time it takes to retrieve a file from the file room simply too long? Do you need instant access to the files? Is immediate customer service becoming extremely important?
  • Are you running out of space for the hard copy legal files? Are you looking at the costs of special filing systems, such as rolling files? Are you looking at the costs of acquiring more office space for file storage?
  • Do you feel a need to reduce your overall costs associated with storing, retrieving, refilling and the safety and security of your documents?
  • Are your files safe in their current storage location? Do your current storage methods comply with the various privacy laws such as HIPAA or GLB or Facta?
  • If you had a disaster such as a hurricane, flood or fire, are your case files protected?

Scanning Legal Files Scanning Saves Time and Money

Scanning Saves Time and Money

Legal Case File Scanning can reduce your overall costs of document management in the following areas

  • File Retrieval
  • Cost Associated with Lost Cases
  • Case File Storage Costs
  • Cost of Reviewing Case Files Can Be Reduced By OCR Scanning
  • Cost of Duplicating a Case

What Does It Cost to Retrieve a File

The University of Mass Medical Center published a study about various costs associated with storing and retrieving a file. It is referenced below. In the study, they identified five areas where the manual system affected costs.

1. The time it takes to retrieve a file takes too long. The slow retrieval time is reflected in delayed or lost income.

2. The manual system requires labor and space expense.

3. The manual system results in lost files

4. The manual system lacks the security requirements dictated by various laws

5. No back up exists of the manual files. This lack of backups to paper documents was brought to the fore front of the news during Hurricane Katrina. Lost medical files caused billions of dollars in expense associated with duplicating tests and trying to rebuild some sort of patient history.

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The Law - Case File Scanning

Scanning Protects the Privacy of Confidential Information in Legal Case Files

Scan and protect case files

Scanning your confidential legal case files can make it easier to restrict and control the access of documents to only those who are properly authorized. The laws state that it is the responsibility to do everything in your power to limit unnecessary access to confidential documents.

What better way to restrict the access to private confidential information than to remove the paper records and only allow authorized employees access to the digital images.

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Typical Requests For Services

I am an attorney and have 40 boxes of old files that I would like scanned. Approx 15 boxes have legal sized documemts and the remainder are legal size. No larger documents or color scans are needed. Please forward your pricing for these services.
we are a law firm - we are required to save cases for a period of 7 years, we have approx. 250 bankers boxes in storage and would like to figure out a way to go paperless and scan and save....I need cost inof, etc.
20 legal size file cabinet drawers of files. They vary from Pesonnel Files, to Benchmarking File, to Project Files to Proposal Files
Can you please give me a quote on scanning paper documents to disk, or pdf on 100k pages. Some will be larger then legal, and some will include copies of plans. also some maybe check stubs, ect. Please send quote in writting to above email address.
Could you give me a rough estimate of cost to scan 3 bankers boxes of legal material? It is in many folders and many documents are stapled within folders but almost all of it is 81/2 by 11 rather than legal size - some 500 page documents are single