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Litigation support was one of the first practice areas to be the focus of computerization. Document imaging systems for litigation matters are often the firm’s first imaging project because of the need to provide more effective tools to the litigator and the client’s concerns about cost control. Automated litigation support systems should provide fast, precise access to information. With document Imaging, the attorney can put virtually all information related to the case on line, including electronic copies of all documents, such as:
• photographs
• canceled checks
• maps
• drawings
• invoices
• articles and printed matter
• medical reports
• letters or memoranda
• depositions and other transcripts
• any other hard copy or electronic materials

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In a very short time, document imaging will be as indispensable to the effective office management as word processing is today. It is time to incorporate document imaging into your firm. To get started, a firm with sufficient in-house support could determine its own requirements and acquire the necessary system components. Many would find this a daunting process. For those firm’s that are interested but need some help, consultants are available to assist firms in providing more information on how to get started. In choosing a consultant, it is important to make certain that the person you select is not only well grounded in technology but, more importantly, that this person understands the requirements of the practice of law and how technology can be harnessed to support them. The consultant can work with the firm in the planning and consultation phases to assist in determining what areas of practice could benefit most from the application of imaging systems and determining an implementation strategy.

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Electronic imaging utilizes technology that allows the capture, indexing, storage and retrieval of real documents with speed and accuracy. While it is similar in concept to micrographic technologies or intricate paper based filing systems, imaging offers capabilities that far surpass these traditional techniques (see table for comparisons). There are many components of an electronic imaging system with the following being the most critical:

Scanning : In the scanning function or data capture, technology similar to a fax machine is used to digitize paper based information. Midrange scanners that accommodate scanning speeds of 20 to 40 pages per minute are most suitable for use in a typical food broker firm. Indexing. All documents scanned into an imaging system will require some form of indexing to facilitate rapid document retrieval. A critical component of the imaging system therefore, is the database that is selected to “manage” the indexing function.

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Many firms that are considering a migration to the imaging technology have recognized that there are many tangible benefits associated with document imaging.

Enhanced customer service : Recent industry surveys reveal that some firm administrators regularly “call back” principals and customers following routine inquiries regarding deductions, contracts or invoices. In most cases, this is hours or even days after the initial call and always at the broker’s expense. With document and correspondence at their fingertips, personnel are able to immediately respond to those questions, thereby improving customer service and holding
down costs.

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• Document retrieval time reduction in the 30-90% range.
• Transaction volume increases per employee in the 25-50% range.
• Image access through a custom database.
• Instantaneous cross-reference to, and ’screen-’view” display of, Depositions, Database, Trial or Motion Exhibits or records concurrently with review of the text of such documents and records (e.g., use with Summation Blaze™ to search transcripts from multiple depositions for specific deposition testimony with
  relevant exhibits, then instantaneously view the exhibits).
• Image access through DOS or Windows.
• Storage and net floor-space reductions in the 50-80% range.
• Imaging coupled with PC fax cards or PC network that reduces mailing and copying costs 50-90%.
• No lost and misfiled documents. Multiple persons can access and view the same document at the same time it you’re networked.
• Documents produced in volume.
• Coding of documents for search and retrieval preparation for interviews, depositions, arbitration, etc.

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Despite computers and the productivity increases they offer most professional offices (law offices included) are still surrounded by paper. Some have opined that word processing, spreadsheets, photocopiers and faxes have only increased the amount of paper in today office. In Law firms particularly, staff members spend countless hours searching for paper documents, organizing, reviewing, copying, annotating and sending them. Firms spend substantial sums storing them on or off-site.

Document imaging enables more efficient management of the information currently on paper and reduces the amount of paper records. Document imaging increases productivity and in many instances reduces costs.

What is Document Imaging:

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