Document management becomes a challenge in litigation when the number of pages reaches 100,000. Not only must the attorney be able to find a document quickly and easily, but he must be able to find all documents which address particular subjects or issues. In most cases, the documents are in hard copy form and come from the clients files, or from other parties to the litigation.
Today, most firms still use a battery of paralegals and clerks in addition to a large relation database system to index, categorize, track and retrieve documents. This is time consuming both in the processing and in the retrieval of documents. Sometimes it is incomplete because of incorrect indexing.
Fortunately, there is a much better way. Organizations like British Petroleum America, Idaho Attorney General, General Electric, Chrysler, Lawrence Livermore Laboratories, and the Federal Government are now using imaging solutions. Documents are scanned into a computer as bit map images, converted to textual format through the use of optical character recognition (OCR) software, and indexed both manually and through the construction of word indexes by sophisticated computer software. A paralegal or an attorney can then form a search in much the same manner as is done on Lexus or WestLaw, and instantaneously have at his or her finger tips all documents matching the search criteria.
Additionally, other top of the line software such as Oracle's database can be integrated into the system to provide a custom system tailored to the user's needs. This is but a brief description of the state of the art document management techniques being used in major litigation. Not only is the ability to recall all documents available instantaneously, but these systems are cost effective when compared to the old fashioned manual systems.
The use of a lap top computer hooked into the home office system through a common phone line can give instant access to all the case files whether in the court room, the client's office or a distant hotel room. If desired, each document may be printed out in either graphical form producing a true photocopy of the original or in ASCI form containing just the textual information.
Mirror Systems, Inc. specializes in turnkey imaging systems for legal firms using the most accurate retrieval software in this new industry. Contact them for additional information at Mirror Systems, Inc., 6629 NE 82nd Ave, Ste 105, Portland, OR 97220, phone (503) 257-8846.
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