Document Imaging | Scanning | Document Coding | OCR (Optical Character Recognition) | Printing
Our production team can meet your requirements for high volume processing of both hard copy and electronic documents. A full quality control procedure is adhered to at all stages of document processing resulting in best quality results. Scanning, OCR, Printing and Data file Conversions offer you a full litigation solution in order to review, discover and present your documents to win the case.
GEON Legal Solutions has the capacity to scan large volumes of documents in a timely manner and at short notice. Scanning your documents allows you instant access to any one of thousands of pages. As the documents are scanned, a database indexing system is prepared, effectively recreating the hard copy file in elctronic format in the exact order as the originals. Each document is assigned a unique ID that may have multiple alpha or numeric parts. The parts are logically represented by elements such as the document source, box, and file. Optional flags may be used to keep track of bindings.
How much space do scanned images take?
The TIFF image files produced from scanning may be burned to CD ROM and/or loaded to your computer systems. Approximately 10,000 - 12,000 pages per CD ROM or 5-7 archive boxes. Other Image formats supported are: TIFF (both Single and Multi page), PDF, JPG (Colour and Greyscale), BMP.
GEON Legal Solutions' scanning process:
Document scanning is done in four phases:
- Unitisation - Geon's scanning department first unitises the documents giving each document a unique number and counting each page in the file. All fastenings are noted at this stage and an index is then sent to phase 2 of the process.
- Preparation - The documents are prepared by removing bindings, staples, clips, and rubber bands. The index with the noted fastenings is followed. The prepared documents are then moved to be scanned
- Scanning - The documents are scanned and carefully monitored. Each page is counted and oriented correctly. The documents may be scanned as black-and-white or colour images. Pages that are old, damaged, faint, or illegible may require scanning adjustments to be sure they are ultimately readable.
- Reassembly - Unless the client specifies otherwise, documents are reassembled to their original state (stapled, clipped, etc.), then readied for storage or return.
From the offset, each project is carefully dealt with to cater for specific needs. GEON's very experienced team has worked on a wide variety of cases ranging from construction disputes, banking and trading as well as a wide range of general litigation matters. We use state-of-the-art coding processes to build an accurate index of your documents, by customising a coding manual for each project. Each coding project goes through an extensive quality control procedure to ensure accuracy and consistency. The finished work products integrate into database programs, with the necessary links to the image viewer.
OCR or Optical Character Recognition is used to create searchable text files of the actual document's text. When images lend themselves to OCR this process can be completed. It is important to note that images have to be a certain quality to be OCR’d and there are inaccuracies on unproofed OCR. However, this extra service is widely used and has proved increasingly beneficial in the litigation process.
GEON has high speed printers available if a set of paper copies are required in original format or with the document ID's assigned, they can be printed from the scanned images at any time without access to the original boxes.