Call US: +91 879 350 1634
 
Legal Process Outsourcing
 

The purpose of a document-database is to obviate the need for storage of mounds of paper files, and to substantially lessen the time it would otherwise take to manually search for certain documents by hand. This end process of automation demands a great deal of planning, focus, and detail, and the end reward is a reliable and smoothly functioning database which has consistency in its structure, so as to simplify any given query. The purpose of this Manual is to exemplify to all persons involved in the coding process (including document preparation, scanning, and database design), the manner in which documents should be prepared and coded, in order to avoid pitfalls.

There are two (2) basic types of coding: 1.) Objective; and 2.) Subjective. Objective Coding is the process of extracting information from the face of the document for input into a computerized database. Objective data includes names, dates, authors, and other visible data. Subjective coding requires the Coder to seek out information, perform an analysis and make a subjective interpretation of the document. Depending on the project, the database structures we use may contain Objective information, Subjective information or a combination of both. The larger the dataset (the original documents) the more valuable subjective information becomes as researchers begin to narrow their search.

Litigation Coding
Litigation Support
The organization's storage and distribution of documents involved in litigation complex rules, co-ordination and precision. Each client, whether from a counsel's office or outside firms of Law, has preferences about how these rules are implemented. We have developed procedures and strategies to ensure each client's requirements while maintaining the highest level of document integrity.

Bibliographic Coding Services
Our basic coding service provides with bibliographic information: document page numbers, attach ranges, authors, recipients, copied parties, date, document type, document title etc.

We support a range of formats for data delivery and provide customized load files to bring data into your document management software including Concordance, Summation, and JFS Litigators Notebook and any type of system utilizing ASCII or TXT load files.

Advanced Coding Services
We also have a more comprehensive service that provides database with bibliographic information and relevant data extracted from the document body, names and organizations in text, marginalia, keywords, created and enhanced titles etc.

Unitization
Unitization is a part of a service, whereby the determination of document boundaries is established. This is performed when bibliographic coding is required. We are proud to be the forerunner in Document Unitization with a quality percentage as high as 99.99%.

Logical Document Determination establishes two levels of unitization viz. attachment range. We inspect all pages for logical boundaries while coding. An LDD complements the physical determination and in that the binding element is typically the attachment range.

How We Work
We prepare customized project manuals for different cases. Detailed internal specifications are developed to ensure adherence to guidelines and instructions of the project. Training and retraining plays important role of our processes and after the internal manual is prepared; our staff is trained by our experienced coding supervisors.

Tools are designed in-house and are modified by our IT professionals to enable each project more efficient. Testing phase of the tools take place before document coding begins. Examples of the customization in our coding tool are creating the drop-down lists of fields like Doc. Types, date ranges and attachment ranges.

Document Preparation / Reconstruction
» Document preparation is the most important tasks in a litigation project.
» Location of bindery elements will be tracked, should document relationships be important to the project.
» Sticky notes are pasted to paper in the process of scanning
» Double sided and odd-sized pages are noted.
» Page orientation is marked for those projects requesting image rotation.

Documents are made prepared so that reconstruction is possible, should it be part of the project objectives.
Our tracking system allows accurate updates on delivery timeframes and detail status of ongoing projects. The system allows continuous control of work in progress, enabling up-to-date quality and work-in-progress status reports. Inventory control systems ensure incoming, processing and outgoing of every document ensuring data security.

The quality process follows clientele's specific intakes, effective rationalization and thorough orientation based on project analysis. The quality-control group is intricately involved in each and every step of the project. The output of the operation teams is measured against stringent quality practices and 100% quality check at every stage is carried out to ensure the best output.

Quality
We are well aware that quality is the most important factor for success and it is committed to stride with quality hand in all its way. Disciplined conventions followed at Isource ensures that data will not be missed or overlooked due to spelling variations or incorrect entries of dates or codes.

Specific quality control methods ensure that documents are treated in a very consistent way even when large number of coders are required to complete a job. We boast an exceptional quality level of 100% in Litigation Coding something that has never been achieved in this industry.

The result of such quality work arises from the quality coding control mechanism that we practice.

Methods such as
100% visual verification of each document by experienced quality check team
Project Specific Validations and Edits custom tailored to suit each project
Automated and semi automated checks for spell checks
Random Checks on the data will be dispatched by Project Management Team
The result of these quality checks empowers us with the advantage that many of its competitors find hard to achieve.

Advantages

48 hour processing time irrespective of volume.
Accuracy level exceeding 99.5%.
Online web based Work in Process reports.
Capacity of programmers, process and data engineers to meet your non-planned requests.
Quality and process control through ISO certification and Six Sigma methodologies.
Betterment of process for error identification and recovery.
We transform manual and paper intensive forms servicing operations into a fully automated and efficient process utilizing state-of-the-art litigation coding services and solutions.
Lower Financial and Human Resource Processing costs
Greater Accuracy and Faster Processing
Easier to manage the project and achieve the desired outcome
Successful implementation through proven process migration, methodology & domain expertise.


Benefits of Solutions offered

Secure document handling
Impeccable Accuracy
Flexible Capacity
Lower Cost Solutions
Quick turnaround of data
Scanned images can be integrated with the customers document management system
Online export of data & images
Built-in advanced validations during coding
Workflow based exceptions
MIS & statistical reports on processed documents
Customized Export, Archive, back-up and retrieve


Logical Document Determination
Document Unitization
This procedure removes inadequacies and imprecision creeping in during document preparation and imparts accuracy to a document record. This is one of the significant procedures concerned with the progress of an electronic document management system. This process also recognizes every single document by date or by category.

a) Physical Determination

Documents are unitized or separated manually by means of staples or paper clips. The features that are considered in this process are;

1. Beginning Bates: The starting point of the document.
2. Ending Bates: The ending point of the document.


b) Logical Determination
Reasonably differentiates documents from one another and classifies attachment connections among documents. By unitizing this way, it can help the user in expeditiously retrieving his/her specific document by the date, author, or any other implied field even when this document is as an attachment to the original manual compilation.
Each and every one of the documents is scrutinized well and at this stage, we identify the ground purpose.
Listed are a few of the decisive factors;

1. Beginning Bates: Document Starting Point.
2.Ending Bates: Document Ending Point.
3. Beginning Attachment: Parent Document Starting Point.
4. Ending Attachment: Child Document Ending Point.


c) Document Preparation / Reconstruction
The Preparation/Reconstruction of the document is one of the prime tasks in a multifaceted imaging or litigation assignment.

1. Attachment objects such as staples, paper clips, binder clips etc. are removed from the documents
2. The attachment objects are made a note of, in case the relationship of the documents are important in the work
3. Remarks are attached to plain paper in preparation for scanning
4. The details of the documents, whether they are double sided or odd –side pages, are also taken a note of
5. The direction of the pages is noted down in case the work requires alteration in the image direction.
6. The connections or relationships between the documents are noted.
7. The preparation of the documents is completed so that the reconstruction of the documents is uncomplicated.
8. After the completion of scanning and the scan quality checking, the documents are reconstructed and they go back to their original boxes. The original arrangement and the form of the documents will be rebuilt and retained.


d) Optical Character Recognition
Optical Character Recognition (OCR) services – The OCR services from Data BPO help in creation of accurate replicas. Our data-capture and verification procedures provide reproduction and precision services at 99.995 % accuracy rate. Your documents are transferred with Bate numbers to a computer file format.
Conversion from type-written documents to electronic text for enclosures in the on-line recovery system is an added feature from Data BPO. Users can find information either by using the coded data or just some text. Keywords can be located in a more lucrative and capable mode.

Optical character recognition is not 100% correct but at Data BPO, the documents undergo concentrated effort-based scrutiny for the correct of any mistaken text. Nevertheless, contemporary recovery techniques have the capability to locate documents even when they have been incorrectly spelled.

e) Document Discovery
Data BPO offers an effective process of document discovery electronically. The process involves not just the transferring of emails, attachments and documents into TIF images and extracted metadata for databases but also electronic manuscript’s conversion of communications and documents.

Data BPO is one of the principal companies that offers E-Discovery conversion services for email systems in most of the regular electronic file formats.

Previously, the process had been a very tedious one where electronic documents were to be opened and then printed to hard copies, bate numbered, scanned and then coded. Some errors used to surely creep in and these had to be rectified. But Electronic discovery process bypasses all these steps and electronically converts the documents to files that are used in retrieval system.

Electronic numbers may be made use of before and after recovery. Documents with images are transferred to TIF or PDF images.

e1) Data Capture
Data BPO data capture services provide excellent and high-valued assistance for large scale projects such as processing of forms, extraction of data from the internet, keying from images, conversion of files, electronic journals and more. Data BPO being a major company in offshore data entry market, offers a real deal in savings of cost. Our data capture services are relied on for our efficiency, effectiveness, confidentiality and security that we attained after many years of experience.
Two main tasks within Data Capturing are

1. Indexing Documents:
» To provide index information about the document. (Meta-data)
» Indexing documents helps in expediting the search for the document. The index may be enclosed in the document itself. So when we are scannin your document, we select the most favorable data to index.

2. Processing data:
» To process the data on the form and thereby provide necessary inputs to some other system or process.
» It is simple to capture data and transfer data between two different entities in case of paper documents. In the case of documents such as forms, the whole process can be completed by the computer itself with the user using just the pen

The salient features of data capture process at Data BPO are

» Capability to work with over 2,200+ file types
» Familiarity with over 30+ Email systems
» Key breaking ability
» Windows, Mac, UNIX knowledge
» Four de-dupe techniques
» Full search of local text
» Full Protection
» Flexibility through multi processors per Job
» Competence of 2 Million pages per day


e2) Document Capture (Scan-to-File Services)
Data BPO’s Document Capturing services computerize any legal process that begins with an arriving document or sending an original image/recovered data straight to your network. DataBPO guarantees total dedication and commitment in the provsion of broad-based data capture solutions.
The salient features of data capturing services at DataBPO are

1. Document imaging capabilities across the country
2. Quality managed procedures
3. Capability to scan to TIFF or PDF
4. Load files for introduction into most case management software
5. Presently conducting more than 100 million images per month
6. Established project management capabilities
7. Technical assistance offered round the clock

Data BPO provides a horde of solutions in the electronic data discovery process services for litigation document management demanded by law companies and commercial legal department.


» Analysis of computer inputs
» TIFF, PDF Conversion
» Local File creation
» Search potential
» Output in any required format

Total text extraction from Meta data