Document Management - Legal Litigation eDiscovery
vdocs Document Management Solutions, Scanning Services and eDiscovery Solutions enable you to respond quickly and defensibly to legal and investigative requests for electronic evidence. vdocs eDiscovery solutions also significantly reduce the risk and costs associated with traditional reactive methods.
With vdocs eDiscovery solutions, you can leverage a flexible, scalable infrastructure that proactively addresses legal requirements including vdocs content management software and vdocs specialized legal services.
- Rapid search and retrieval - Speed identification and collection of business, legal, and regulatory information when you use vdocs eDiscovery solutions.
- Early case assessment — Quickly determine the merit of a case and understand your negotiation leverage early in the legal process.
- Audit trails — Verify compliance through audit trails that help protect against severe fines, damaging publicity, and potential criminal investigations.
- Flexible configurations — Address new regulations and changing requirements with tools that enable you to change business rules quickly and easily.
- Concordance, Summation, TrialDirector, Sanction and IPRO Integration and Creation of Load Files
VDOCS Legal File Scanning Services, Legal Document Scanning and Legal Copy Services inlcude:
- B/W and Color scans and copies
- Legal copy and scan service
- Medical records scan and copy service
- Bookmarking of PDF Files
- Load files for Concordance, Summation, TrialDirector, Sanction and IPRO
- Bates stamp
- Bates numbering
- Blank page drop out
- Duplex or simplex scanning
- Deskew/page straightening
- Page rotation
- Track bates numbering
- Append images to existing documents
- Bates stamping -reduction to avoid stamping over information or placement in client preferred areas
- Customized alphanumeric stamping
- Re-stamping and stamp removal
- High speed blow back imaging
- OCR all pages or selected pages. Easily import and search OCR text in your litigation software
- Export formats include Word, WordPerfect, text, HTML and RTF
- ... and more
Let us convert your paper into electronic files:
- Examine each document with specific keyword(s) and print your documents on demand
- Your paralegals time is expensive. Stop searching paper files. This cost time and money. Find information in seconds. With Boolean searches, your document searches will be more thorough and will ad to the profitability of the firm
- Save cost by reducing staff time, storage and shipping. One CD holds several thousand files or multiple boxes of paper.
- One important document that could make the difference of you winning the case. Find the information in seconds instead of going through boxes and boxes of paper
- Electronic Bates stamping and numbering (Pagination) and document coding
- Document attachments and Bookmarking specifically marked as such in the file structure
- Searchable PDF - OCR - Convert your text to a digital format allowing you to quickly and efficiently scan for important information. Note: The quality of the OCR is limited by the quality of the original documents
- vdocs Flexibility: Select the media type desired and you set the document ordering. We will prepare the document for you the way you need it.
- Integrate with Legal Document Management Systems, eDiscovery Solutions.
Load Files for Concordance, Summation, TrialDirector, Sanction and IPRO:
vdocs is able to scan your documents and create the load file for these Legal Document Management Solutions.
- Concordance Load Files
- Summation Load Files
- TrialDirector Load Files
- Sanction Load Files
- IPRO Load Files
File Types vdocs supports:
- PDF Files, OCR Text Searchable PDF Files, PDF/A
- TIFF Files
- MS Word files
- MS Excel Files
- PST files
- ... and many more
vdocs creates the load files, apply Bates Stamps, OCR and batch-process documents.
Why Legal Firms Need Document Management Software
Streamlining business processes and increasing productivity are fundamental challenges for law firms. Much of the work in legal firms is document focused and the effective management of documents improves a firm’s profitability. Constant pressure to invoice more hours has reduced cycle times for processing of documents and many firms are now using electronic document management to make the classification, storage and retrieval of documents more efficient. Additionally, email has become a primary method of communication that needs to be managed alongside other documentation.
Globally stringent anti-money laundering legislation and financial reporting requirements are making regulatory compliance increasingly complex and demanding for organizations. Coupled with this trend of tightening regulatory environment is the drive for greater transparency which is compelling organizations to take a more strategic approach to both content and document management. These trends are increasing the pressure on legal practices to become more organized with their client’s data. Effective electronic document management is recognized as a critical part of compliance with regulatory requirements both from a records management perspective as well from a security and traceability standpoint.
The increased momentum in the move towards the paperless office has been made possible by decreasing costs of digital storage and the exponential growth in computing power coupled with the more affordability and greater ease of use of application software.
Why Legal Firms Need Document Management Software
What is required of a document management system to meet the requirements of the legal fraternity? This article provides some guidance for office managers who are considering their options.
Records Management Strategies mitigate Legal Risk
Since the implementation of Sarbanes Oxley Act in the United States, effective records management has become an essential requirement for good corporate governance and financial reporting. Organizations are required by law to retain certain documents for predefined periods. Legal admissibility and evidential weight of electronic documents are other important considerations when implementing a document management system. Digital signature functionality can also provide benefits. Contract negotiations may occur between remote parties - until recently, signatories were either required to meet face to face at signing time or were required to fax contract documents and post the originals. The implementation of digital signature functionality through the use of public key infrastructure (PKI) provides the ability for legally binding electronic signatures to be applied to contracts. An important part of records management is the ability to automate scheduled events on documents. Document types (e.g. contracts, email etc) are configured to have associated time-based actions so that when a set period has passed, documents may be archived or permanently deleted from the system. Legal firms, as well as other organizations, need assurance that, when faced with a legal battle, their electronic documents are both admissible in a court of law and that they will carry enough evidential weight, alongside corroborating evidence, to be accepted as being the documents they purport to be. Two key features of document management systems increase the admissibility and evidential weight of electronic documents: (1) the ability to freeze a document so that it cannot be changed and (2) an audit trail so that any changes or actions to a document are recorded in the database.
A Secure and Scalable Document Repository provides the Platform
Firms need a secure and scalable document repository that allows the attorney, solicitor or barrister and their support staff, effective access to case information. Other parties such as a litigation team, the client, or the opposing counsel, may also need to participate in legal processes. These stakeholders expect access to electronic documents both during office hours as well as remotely from home or while travelling and so access through a web interface or via hand-held devices is essential. Effective security entails the ability to restrict access rights to documents based on groups and roles within the firm and password security should comply with best practice. Traceability of interactions with the system and individual documents ensures that there is an audit trail from the time someone logs into the system until they log out. Other users can see exactly who checked in new versions of the documents and what changes to content or metadata were made. An interface to the practice management system may automate billing information by relating work in progress to particular cases.
Ease of Use Shortens the Learning Period
For busy professionals training time is often limited and lawyers may be disinclined to learn yet another software program. Additionally, working on the document management system may be a responsibility assigned to support staff. An intuitive interface using well understood document metaphors will shorten the learning period and where possible, end users should be protected from complex areas of the system. Integration with widely-used office productivity tools such as Microsoft Word, Excel and PowerPoint may also reduce the learning period and encourage compliance with processes. Similarly emails and their attachments relating to cases and customers are required to be archived for pre-defined periods. Integration into common email clients such as Microsoft Outlook will allow both outgoing and incoming emails as well as their attachments to be saved, stored and indexed, and have metadata attached.
Metadata and Taxonomies
Legal firms deal with a multitude of different document types including various types of contracts, leases, pleadings, case notes etc. The system should be able to cater for each document type and the accompanying metadata. Document metadata, or data about data, provides information about documents such as when they were created or modified and who the author was. Similarly, the document taxonomy or folder classification should be configured at implementation but may be able to be changed at any stage by adding new folders and subfolders. This primary organization of documents may take: a customer-centric view, a time period view, or a team based view depending on the preferences of the organization. There have been reports of metadata embedded in documents being unintentionally distributed resulting in the disclosure of private information. The ability to output final document versions before distribution to a file format such as PDF, will help avoid this unfortunate occurrence.
Legal & Litigation Document Management Solutions:
Mitigate Risk with Records Management Strategies:
- Ensure Sarbanes Oxley Act (US) compliance, good corporate governance & sound financial reporting with effective records management
- Increase the admissibility & evidential weight of electronic documents - freeze documents to prohibit unauthorized editing & monitor detailed document audit trails
- Define document alerts to remind yourself and your users of time-based events, including contract expiry, document retention periods & reviews
- Remotely collaborate with your litigation team, the client, or the opposing counsel to participate in legal processes
- Ensure secure role or group-based access to case information with a large & scalable document repository
- Scan, store and perform full text searches on documents with ease
- Customize your folder classification structure by adopting a customer-centric view, a time period view, or a team based view
- Customize workflows around your own created document types (contracts, leases etc)
- Number & reference documents according to your firms unique numbering schema
"... turning paper into digital information"