Legal Document Management and Scanning Services
Scanning and Document Repository
Using existing manual methods, paper is difficult and expensive to collect, copy, move and manage. In a litigation setting, individual office and central file searches are intrusive and disrupt a company’s operations. The sheer bulk of the collection makes management expensive and difficult. Firms are typically required to hire temps or maintain a staff whose sole responsibility lies in tracking and moving boxes of documents. Indexing, coding and identifying important documents requires still more floor space and largely remains as labor intensive today as it has always been.
Scanning allows you to digitize your documents and store them electronically, in a single location. Text documents can be made searchable through the Optical Character Recognition (OCR) process. The documents can then be viewed and processed from virtually any PC, eliminating the need to store and move boxes and freeing up wasted office space and manpower. These digital images can also be stored on a secure website where authorized users can access them from any Internet access point in the world.
In addition to document scanning services saving you valuable time and money, your new document storage system will allow for convenient, instant, company-wide access to your digital documents.
Following document scanning, EDDM will store your electronic files on a secure on-line data repository. Reach your securely stored files from anywhere in the world using a username and password. Define ranging levels of accessibility to documentation for various personnel contingent on their username, ensuring security and confidentiality. Search for and locate files and specific words in just seconds. Easily correct errors and update information. Document scanning and digital storage will generate a variety of long-term advantages for your company.
In addition to standard document scanning services, EDDM’s expertise extends to a variety of specialized scanning services.
What Legal Document Management Covers
Document management in a litigation context is more than storage. It is the work of getting paper and mixed-media records into a form where they can be searched, reviewed, produced and defended — without disrupting the business they came from.
- Collection and inventory — retrieving records from offices, central files and off-site storage, with a documented chain of custody
- Scanning and digitisation — converting paper to image files at review-grade quality
- OCR — making scanned text searchable rather than just viewable
- Indexing and coding — applying the metadata that makes a collection navigable
- Secure repository — a single electronic location accessible from any authorised workstation
- Production support — pulling responsive sets in the format opposing counsel or the court requires
Who This Is For
- Firms facing a document-heavy matter without the floor space or temporary staff to manage it
- Corporate legal and compliance teams digitising legacy records ahead of anticipated litigation
- Organisations whose records live across multiple offices and storage facilities
- Any matter where a paper collection is large enough that manual tracking has become the bottleneck
Why Paper Costs More Than It Looks
The direct cost of a box of documents is rarely the real cost. Physical collections require staff to track and move them, floor space to hold them, and duplicated effort every time a document needs to be found twice. Individual office and central file searches interrupt the people whose work is being searched.
Digitising early converts a recurring operational cost into a one-time processing cost, and makes everything downstream — review, privilege screening, production — faster and cheaper.
How We Work
1. Scoping. We assess volume, condition, media types and where the records physically sit. This determines everything about the cost and timeline.
2. Collection. Records are retrieved and inventoried with chain of custody documented from the point of pickup.
3. Scanning and OCR. Documents are digitised and processed so text is searchable. Poor-quality originals are flagged rather than silently produced as unsearchable images.
4. Indexing and coding. Metadata is applied so the collection can be filtered by custodian, date, document type or issue.
5. Repository. Records are loaded into a secure, searchable location your team can access without moving boxes again.
Common Questions
What happens to the original paper?
That is your call. We can return it, arrange storage, or coordinate destruction once you have confirmed the digital set is complete and accepted.
Can you handle mixed media?
Yes — paper, photographs, oversized documents and legacy electronic formats. Unusual media should be raised at scoping so it does not stall the schedule.
How is this priced?
Typically per image or per box, with separate line items for OCR, coding and hosting. Volume and document condition drive the number more than anything else. We scope each project and provide a written estimate before work begins. Get in touch for an estimate.