The user can search for information in the document text or on specific additional information that has been added to the image-linked database. When the user finds the relevant document, and wants to see the actual document to confirm signature, date, marginalia, or other information, just a click on the document ICON using a mouse and the imaging system will display the image of the actual document pages. Another “click” enables the user to print an exact copy of the document image should you need to revert to hard copy paper records.

The firm no longer needs to spend valuable lawyer or paralegal time searching through boxes of paper looking for a specific document. The system eliminates the problems of misplaced or misfiled documents. Multiple lawyers or paralegals, even in remote locations, can view the same document. Today’s image viewers allow the user to “annotate” the document images using electronic “post-its” and search the contents of these annotations. Similar electronic tools allow for redacting or highlighting specific portions of the document text. However, the tools do not actually alter the original. The system merely creates an electronic overlay and places it on top of the selected area of the unaltered image as part of the systems display or print functions. These overlays can be displayed or suppressed at will by the user. Additionally, most systems provide security measures that allow the user to limit access to the contents and even mask the existence of these annotations.

Not long ago deposition transcripts on floppy disks seemed revolutionary. Today, that information, in searchable form, saves firms enormous time and effort. In the same way, a system with thousands of documents on optical disk linked to sophisticated retrieval tools rather than in dozens of boxes will provide a comparable increase in productivity and a significant competitive advantage. Deposition and trial preparation time can be reduced dramatically and the number of staff needed to support a major project can be similarly impacted. The ultimate benefit of the image system may be at trial. Since these systems are highly portable, it is no longer a logistical nightmare to bring large numbers of documents to the Court House. Many judges are allowing computers in the courtroom either as tools to aid counsel or, in some cases, as part of the trial presentation process to the jury. Document exhibits can be shown to the jury on monitors, marked with highlights to relevant portions. Complex electronic information such as x-rays, medical test results or CAD drawings could be presented in this way. This trend is likely to accelerate in the near future. Accordingly, the use of imaging systems may move from competitive benefit to practice requirement.

Work Product Retrieval:

Law firms have organizational cultures, but do they have an organizational memory? That is, can  a lawyer immediately find the document or file which he or she needs? Can she readily find the spreadsheet or correspondence, the fax, invoice, permit, report or design? Institutional memory for a law firm is the ability to retrieve information, based on case, client, topic or any number of indices. Consider how much time the attorney, legal assistant or secretary spends looking for documents. Using document imaging, paper based information can be incorporated into a computer system as permanently stored, remotely accessible “files”. This practice would enable the lawyer or her secretary to find it in a matter of seconds without leaving their desks. Once in the system, documents don’t get lost since they can no longer be removed or misfiled by users. Time, expertise and information are a lawyer’s most valuable assets. With an imaging system, the attorneys can use their time and expertise to provide client services, rather than to look for information.

File Room and Records Management:

Law firms invest substantial resources in file rooms, including space, security measures, off-site  storage, personnel and time. Most critically, law firms entrust their information to the file room in order to secure the information and make it accessible when needed. However, placing records in a file room or off-site storage facility may make information both harder and more expensive to locate. Substantial amounts of overhead dollars are consumed by records management and retrieval costs. Storing records in an imaging system both maximizes retrieval ease and speed and dramatically lowers storage cost and staff expense. Using document imaging, a firm could:

• Search across all active or inactive files for any client without leaving your desk.
• Share or route a document among several staff members without making photocopies.
• Substantially reduce off-site storage requirements
• Virtually eliminate off-site retrievals
• Retrieve documents using a variety of indices
• Reduce, even eliminate misplaced documents
• Reduce photocopying costs
• Save storage costs (an optical jukebox, occupying less floor space than one file cabinet, containing 20 optical disks can hold about 500,000 pages, replacing over 25 file cabinets of paper).

Financial Document Control:

Law firm back office and client billing operations require that large amounts of paper records be kept and placed in files for extended periods of time to substantiate client charges or firm expenses. This is an expensive, time consuming process that requires substantial file storage space. Document imaging is ideal for managing client statements, receipts, checks and other supporting financial documents. Capture all of these disparate items using the image scanner. The documents are now part of the electronic network and can be routed, annotated and approved – all electronically. If augmented with basic data linked to the firm’s accounting system, any authorized user can retrieve these documents by vendor, client, matter or any number of indices. Once located through the search of the system, this supporting documentation could be routed by e-mail or faxed directly from the imaging system to the person requesting back up data. Imaging eliminates unnecessary photocopying, saves storage costs and retrieval time. It also eliminates the embarrassment of losing corroborative data.

The consultant also can assist the firm in selecting the appropriate system and finding the right vendor to implement it. Good systems are not enough. It is important to analyze the firm’s needs and to plan the transition from present methods to the new system carefully. Proper training and sufficient ongoing support for users are among the most critical elements in assuring a successful implementation. The firm can create a plan to do all of the required image processing itself and other tasks to create its new system. Alternatively, outside vendors also can provide all services to capture the information needed to create a complete turn key system. Whatever path your firm takes, it is important to recognize that optical imaging is an important early stop on your travels along the information super highway.

Image Processing Glossary of Terms and Definitions:

Archival : A copy of document images on storage media, such as optical disks, typically preserved in its original state for a long period of time. An example would be the management of vital records, such as births and deaths.

Compact Disk-Read Only Memory (CD-ROM) : A version of the Compact Disc for the storage of mastered digital data.

Compression : The process of reducing the number of bytes required for digitized image storage and transmission by “removing” unused white space from an image such as common business documents, printed pages and engineering drawings.

Conversion : The process of preparing, capturing, and indexing current files, usually on paper documents or microfilm, for use on an imaging system.

Imaging : The process of capturing, storing, and retrieving information, regardless of its original format, using micro-graphics and/or optical disk technologies.

Index : Information that enables a user (and/or a retrieval device) to search for and retrieve desired images; also includes physical location information (i.e., which file on which disk) and document identification information (e.g., date, creator, contents).

Jukebox : An automated storage device for housing multiple optical disks and one or more read/write drives.

Laser : A device emitting a highly coherent beam of light for burning information onto optical disks. Using less power, a laser can “read” information from an optical disk.

Optical Character Recognition (OCR) : The technique by which a document can be converted to ASCII or similar format, using pattern matching.

Optical Disk : A 5 1/2-inch or 12-inch disk coated with a recording alloy on which binary information is burned using a laser.

Scanner : A device that uses a narrow beam of light to resolve a document into a stream of bits.

WORM (Write-Once-Read-Many) : A characteristic of any digital storage medium on which information can be recorded once and read many times thereafter. A WORM disk cannot be erased.

• Data Archives – Access our Archives
• Data Archives – Deposit Your Archives
• Data Archives – Digitize & Secure Data
• Data Archives – Get Yourself Online!

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.

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.

Storage : Once digitized and indexed, the image file must be stored for future retrieval. Magnetic, Compact and Optical disks, as well as magnetic tapes are all viable storage mediums for the typical imaging system. In most cases, a combination of two of the four is used to provide the most cost-effective storage solution while delivering the fastest data retrieval rates.

Computing Infrastructure : An electronic imaging system can be as simple as an electronic “filing cabinet” where all input, storage and retrieval are performed at one standalone workstation. It can also be a departmental system that encompasses only one area of your firm (that is, legal). Or, it can be an enterprise-wide document manager with multiple department access and many separate applications. Depending upon which of these options best fit your needs, the proper computing infrastructure will be critical to your system’s effectiveness.

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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.

Productivity improvements : Immediate access to documents will eliminate countless hours now spent in the file retrieval process. Your employees will be able to process more work in less time.

Labor reduction : An average firm expends over 20 percent of its administrative labor in some form of file maintenance. Fewer employees therefore will be able to perform more tasks, more effectively.

File integrity : The American Records Managers Association reports that on average over six percent of documents in a paper-based filing system will be lost or misfiled and that each misfiling will cost the organization an average of $200 to either find or recreate the document. This has substantial cost ramifications and possible legal implications. Document imaging will greatly reduce misfiles and virtually eliminate lost files.

Network-wide access : Simultaneous access to the same document or file by different departments will enhance the workflow process. In addition, forget about the typical “CC” with its inefficient photocopying and subsequent distribution. Imaging will enable the routing of either internally or externally generated documents with the click of a mouse.

Space reduction : Every firm, regardless of size, can eliminate the valuable office space now devoted to desk files, central file cabinet areas and archived storage. These by no means represent all the benefits of document imaging technology. Your firm may have unique criteria that will provide additional hard dollar savings that would further enhance a cost justification for an imaging system.

Document imaging is becoming a mainstream technology in today’s fast-paced business environment. Still, many components require considerable experience and knowledge to ensure peak performing, cost-effective operations.

The firms that implement the imaging technology as part of a strategic business decision can expect improvements in customer service, increased productivity and reduced operating costs. Considering what most firms have already invested in networks, hardware and employee training, document imaging is an excellent vehicle to maximize existing data processing assets.

Intermediate benefits:

• Each CD-ROM holds the equivalent of 5-10 boxes of documents (depending on scanning resolution0, records, pleadings and discovery).
• Cost reduction for archival storage.
• Cost reduction for internal mail, courier, etc .
• Improved physical security. (Write-only optical media is rated at 30+ years, read-write media at 10+ years, but for most intents, the media is virtually
  indestructible. It’s even immune to low-level radiation fields.)
• Cost reduction by shipping documents on CD.

Potential strategic benefits:

• Improved consumer service.
• Projection of a high-tech/high-touch image to consumers.
• Improved information flow.
• Significantly improved response time for data analysis.
• New potential sources for data analysis (i.e. software).
• Reduced administrative workload.

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:

With imaging systems, the contents of paper documents are captured via scanners, which look and operate much like photocopiers. The images are exact electronic copies of the paper document. While they can be viewed on the computer screen, they cannot be edited or altered. As such they conform to the Best Evidence Rule in the same manner as do photocopies. Once scanned into the computer system, the document images can be “read” and converted by Optical Character Recognition (OCR) software to computer searchable and editable “text” files that can be placed into a word processing document, a “database” or a text retrieval tool. This would enable searching for information contained in the body of the documents in the same manner one searches on-line systems (such as Lexis or Westlaw The database can be augmented with additional fielded information such as document date or client and matter information for more sophisticated searching and sorting. The images, related text and additional data information can be stored on magnetic hard drives, optical disks or CDs.

After the information has been captured and stored on the computer system, it can be integrated into a computer network and accessed by multiple users at the same time. By using CD-ROM (read only) or WORM (write once read many) optical disks, the documents can be on an archival medium, like microfilm, to assure that they cannot be altered in any way. However, unlike microfilm, optical media keeps the document images immediately accessible as part of the firm’s on-line computer information system.

The process for creating such a system is straightforward. The images are placed into the system using a sophisticated document scanner with associated software and hardware to both capture and compress the image. Data entry is required to create a fielded database file linked to the image. If the user desires to search the full text of the document as well as the fielded information, the image would need to be converted into a computer-readable format. This requires additional computer processing to convert the image file through optical character recognition (OCR) into a computer search-able text (ASCII) file. This file would then be combined with the database containing the fielded information about that document. Because of the technological limits of the OCR conversion software, the text file usually requires manual cleanup if it is to “mirror” the visual form and content of the image. The amount of “cleanup” required depends on the potential use of the text and the overall accuracy desired. Many technology experts believe that uncorrected text may be sufficient for most retrieval. Their reasoning is based on the fact that one often desires to find a single reference in a document and that the actual words may repeat several times in the document. As a result, only one occurrence would need to convert in order to retrieve the actual record.

Once the desired information about a document has been entered into the system and its image  captured, a user can search the database, display the database results and/or the corresponding document images. The user can print either the data or the image or take advantage of Windows’ functionality to send other staff members documents (images) by electronic mail or by fax from their desks. Some more sophisticated tools allow the users to select specific items to place in “electronic folders” in a manner similar to the present file pocket or trial note book, thereby replacing paper-based  documents entirely.

Document Imaging Software Systems:

The software components needed to implement an imaging system should consist of industry standard software products. The ideal system must be technically robust and its elements should be selected specifically for needs of the practice of law. The system should include:
• High Speed Image Capture.
• OCR Conversion Software.
• Multiple Levels of Security.
• Complex Document Support.
• Image Annotation.
• Customization for Specific Needs.
• Strong Workflow Component (ability to route documents or information to individuals or groups in an ad hoc or pre-designed process).
• Intuitive User Interface.

Today’s technology requires that such a system run under Microsoft Windows on standard PC’s and PC networks (LANs). As a result, the imaging application can be added to existing PC networks, and once installed for a specific use, it easily can be expanded for additional applications.

Benefits of Imaging:

As you can now see, image-enabled information management systems provide the law firm with a variety of benefits in the areas of performance and productivity. Most industry observers believe that imaging systems should be part of any organization’s computer plan for the 1990s. These experts feel that imaging systems pay for themselves by reducing the costs associated with paper handling and storage without regard to the additional returns due to increases in staff productivity. Some of the major benefits of using imaging systems are set out below.

•Increases Productivity
•Improves client service and provides a competitive advantage
•Integrates with existing computer systems
•Reduces staff costs
•Systems can expand easily to meet increased needs
•Easy to implement and use
•Save on off-site and on-site document storage costs
•Save photocopying costs