Retrieving important information is a real challenge with paper-based documentation.It’s no wonder that legal firms are looking for document scanning services to help them convert their paper documents into easily manageable digital format.

1. Document Scanning Services--Going Paperless in a Legal office or Law Firm
A law firm can be small in size comprising of two to three persons or it can be a large
organization with offices spread nationally and internationally. Irrespective of size,
law firms are usually overwhelmed by piles of paper documents which are difficult to
handle and store. Retrieving important information is a real challenge with paperbased documentation. It’s no wonder that legal firms are looking for document
scanning services to help them convert their paper documents into easily
manageable digital format.
The documents in a legal office include text files, photos, pictures, maps,
instruments such as contracts, deeds, mortgages, and wills, and pleadings such as
complaints, cross-complaints, answers, and counterclaims. Depending on the nature
of the cases handled by the firm, these could be files relating to different areas of
law such as personal injury, family law, clinical negligence, employment law, human
rights and criminal law.
Services are available to scan this textual and graphic material so that they can be
stored as images or as text files on disk or magnetic tape or a database. The
scanned material can be printed or transmitted in seconds across the Web and other
communication networks. In scanning, the legal material is transformed into
electronic pictures. In another process, it is also possible to convert the text in these
images to word processing files via Optical Character Recognition (OCR). This allows
lawyers to search for specific legal documents using a keyword or phrase and
relieves them of the need to look through hundreds of files to find the one they need.
OCR also offers the option to edit the text within any word processing program.
So scanning and conversion of legal paper helps in





Ease of data modification
Elimination of data redundancy
Ease of data management
Simultaneous data sharing
Saving of physical storage space
Buying a new scanning machine as well as hiring and training data scanning team
can be prohibitive. Entrusting the task to a trustworthy service partner is a feasible

2. option. Reliable service partners provide comprehensive services including aperture
card scanning, legal document scanning, OCR scanning, and microfilm scanning.
Photograph scanning, book scanning, and microfiche scanning are some other
services available.
Points to Consider When Outsourcing
Some of the points to be noted before outsourcing document conversion services
are:









Are the services cost-effective?
Is the work being completed within the stipulated time period?
Is the staff trained and experienced?
Do they use the latest advanced technology?
What is the security measures implemented?
Do they provide customized turnaround time?
Who are their previous and present clients?
Does the company enjoy a good reputation?
How many years of experience does it have in the field?
All the above points have to be duly noted and investigated thoroughly. Once you
are satisfied with the answers to these questions, you can sign up for the service.
Document scanning along with document conversion can definitely improve the
efficiency of work flow and productivity in a legal office.