Law Image successfully completes a high volume Hard Copy Processing project in a tight timeframe, enabling the client to file in time.
The Project
Our recent project, conducted for an existing client, was a critical endeavour involving the processing and coding of hard copy documents for an ongoing legal case. The urgency was heightened as the court-ordered filing date was rapidly approaching.
Key Project Details:
- Scope: Handling 80 boxes of documents for full hard copy processing.
- Objective: Hard Copy Processing and coding 60,000 hard copy documents before the court’s filing date.
Challenges faced:
Initiating the project presented immediate challenges, with the client approaching us with a stringent timeline, with a pressing need to process a substantial volume of 60,000 documents within a 6 week timeframe. The urgency was further compounded by the upcoming court-ordered filing date. Navigating these challenges required meticulous planning and efficient execution to ensure the successful processing of the vast document volume within the stipulated timeframe.
Our Approach
Team Structure:
To meet the demands of the project, we strategically assembled a dedicated team of coders. The emphasis on continuous operation was crucial to ensure we met the challenging turnaround time imposed by the client.
Project Management:
Our experienced project manager oversaw the day-to-day operations of the team. The team adopted a proactive approach to communication, ensuring regular meetings to maintain alignment and facilitate comprehensive feedback. This strategy was implemented to keep the project on course and promptly tackle any emerging challenges.
Collaboration Strategies:
Our collaboration strategies were pivotal in navigating the project successfully. Here are some key components:
- Client Collaboration:
We established direct communication with the client to identify the essential fields required for coding. This allowed us to prioritise and finalise fields essential for the case. We streamlined our efforts and aligned perfectly with the client’s expectations by focusing solely on the critical aspects. - Detailed Project Scope Discussion:
Given the tight timeframe, the project manager engaged in an in-depth discussion with the team to ensure a thorough understanding of the project scope.
The collaborative approach, encompassing both internal team dynamics and client interactions, played a pivotal role in the successful execution of the project, meeting both quality and deadline requirements.
Project Execution
In navigating the intricacies of the objective coding project, we executed an efficient process to process hard copy documents into a digitised format.
- Resource Planning & Team Induction:
- We initiated the project by planning and allocating resources.
- The project manager conducted a thorough team induction to ensure all members were familiar with project goals, roles, and responsibilities.
- Scanning of Hard Copy Documents:
- Our team, adhering to the highest standards of information security, implemented a systematic approach to scanning hard copy documents, ensuring the preservation of document integrity.
- We employed high-quality scanning machines to capture accurate and clear images for digitisation.
- Aligning with our commitment to ISO 27001:2022 compliance, we ensure that we handle and process sensitive information securely throughout the document digitisation phase.
- Delimiting the Digitised Files:
- Delimiting generally refers to the act of setting boundaries or defining limits within the data.
- After scanning, the team processed digitised documents by employing delimitation techniques to separate key elements within each document.
- Objective Coding – Agreed Fields with QA:
- Our project manager collaborated with client stakeholders and internal team to establish agreed-upon coding fields for objective analysis.
- Furthermore, we engaged in rigorous Quality Assurance (QA) process at various stages to validate and refine the coding scheme, ensuring accuracy and reliability. This commitment to quality aligns seamlessly with our adherence to ISO 9001:2015 standards. Therefore, reflecting our dedication to delivering high-quality outcomes throughout the project lifecycle.
- OCR (Optical Character Recognition):
- The team utilised advanced OCR technology to convert scanned images into machine-readable text.
- We applied OCR algorithms to extract textual information with high precision, thereby minimising errors and enhancing data accuracy.
- Export & Index – MDB File:
- Lastly, the team developed a streamlined export process to transform the processed data into a structured MDB (Microsoft Database) file.
- The indexed file was organised and categorised by data fields, facilitating easy retrieval, review, and analysis.
- The completed project was securely shared with the client via an FTP link, ensuring the preservation of data integrity and security.
Project Timeline
With a focused and collaborative effort, the entire objective coding project was successfully brought to fruition within a tight timeframe of 6 weeks. The following graph illustrates the timeline, showcasing the phased progression and timely completion of key milestones.
In the project’s early stages, the team conscientiously invested time in understanding and refining the process to meet the client’s requirements.
As a result, the team meticulously navigated through each phase of the project, successfully transforming hard copy documents into a digitised, indexed, and analysable format within 6 weeks, meeting the project’s objectives and timeline with efficiency and accuracy.
Successful Outcome
In conclusion, the successful completion of our objective coding project not only met but exceeded client expectations. The client commended the entire for the fast and responsive service provided, highlighting the seamless integration of efficiency and quality throughout the entire project lifecycle.
Amidst the challenges of our data-intensive project, the client conveyed gratitude to our team for their dedicated commitment, especially during challenging phases. Their appreciation emphasises the collective effort and resilience demonstrated by each team member in meeting tight deadlines and navigating complex tasks.
“We have used Law Image before on matters, but we have recently completed a project where Law Image needed to objectively code over 80 boxes of hard copy documents in 6 weeks and make a copy over 400 devices. This project and pressures highlighted the professionalism of the firm. The team were transparent and clear on their capacities and were able to scale up to meet our very pressing deadlines which included xmas and weekend work. Their communications across the team and streams of work was great and they were a pleasure to work with. I would not hesitate in engaging them again on very large scale matters.“
Director | Client Technology Team
This positive outcome serves as a testament to our team’s dedication, expertise, and unwavering commitment to delivering exceptional results. As we celebrate the achievement of our objectives, we look forward to future collaborations that continue to exemplify our commitment to excellence.
Have a Hard Copy Processing project in mind? Discuss your requirements with us.
About Law Image: Law Image is a leading legal document management and legal technology company. Founded in 1999, Law Image is headquartered in Melbourne with other offices based in Sydney, Brisbane, and Perth. Law Image plays a crucial role in assisting law firms with their workflow solutions, thereby saving the industry’s precious resources.
To contact the Law Image Team, click here.
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