Discover how our team helped a leading law firm client simplify their court documents by efficiently accessing, scanning and coding subpoena files for streamlined document processing.
The Project
A prominent Melbourne-based legal practice approached us for assistance with accessing subpoenaed documents from the Melbourne Magistrates’ Court. Confronted with a large volume of physical image files, they sought a solution that did more than just convert these files. They needed a way to transform the data into structured, digitally coded formats that could be efficiently reviewed and seamlessly integrated into their case preparations.
The scope of work included:
- accessing subpoenaed documents
- scanning
- delimiting
- coding
- quality assurance; and
- outputting data in a structured Excel format.
Project Initiation
The project was initiated in late July 2024, with a total of 2,600 subpoenaed image files requiring on-site scanning at the Melbourne Magistrates’ Court. Initially, the client sought only a court document access and scanning service. However, after discussing their broader requirements and challenges, our team recognised that simple digitisation would not suffice for their case preparation needs.
We recommended a comprehensive coding solution, explaining how this approach could transform the documents into structured, review-ready data. Instead of merely converting files into digital formats, our process included document delimiting and applying detailed coding to categorise and structure the information. This enhanced the usability of the data, enabling the legal team to quickly filter and access critical details.
Team Dynamics and Stakeholder Management
Key stakeholders included team members from both our production and legal technology departments, based in Melbourne. The project team comprised two members designated to manage court attendance and scanning, four experienced coders including one QA specialist, and a project manager based out of our Melbourne office.
Our experienced team worked closely with court personnel to arrange access to subpoenaed documents and on-site court scanning times, conducted preliminary inspections, and provided the client with regular updates on document volume and project timelines. This approach ensured that all activities adhered closely to both time and budget constraints, maximising efficiency and transparency for the client.
Overcoming Challenges
Several unforeseen challenges arose, such as intermittent technical issues with the on-site scanner at the court. Our team quickly adapted by obtaining authorisation to make copies of the documents, allowing for processing at our own secured premises. This decision minimised disruptions and enabled us to maintain the original timeline.
Additionally, we optimised the court booking process by reserving extended time slots for both document inspection and scanning, reducing the need for multiple court visits.
Project Execution
For this project, quick decision-making was crucial, as we aimed to deliver the output within a rapid turnaround time while maintaining protocol standards.
Our workflow included the following key steps:
1. Accessing Subpoenaed Documents:
Our team efficiently coordinated with the magistrates’ court to secure booking dates for accessing subpoenaed documents, ensuring timely access to critical files to start the document processing. By proactively arranging these sessions, we minimised any delays, enabling our team to access, scan, and process court documents swiftly.
2. Document Scanning:
The two designated team members meticulously managed to copy and scan 2,600 images. Each image was assigned a unique reference number, ensuring consistent identification and smooth retrieval.
3. Data Delimiting and Coding:
The project manager set up a custom database tailored to the client’s needs. Documents were seamlessly imported into QCAT software and further processed for document delimiting, enhancing accessibility and organisation. Further, these documents were coded onshore by a team of trained coders in the next three days.
4. Quality Assurance (QA):
A dedicated QA team member reviewed the coded documents, thoroughly verifying accuracy and ensuring compliance with client requirements.
5. Final Output:
The project concluded with the production of an Excel output and providing a user-friendly format for the client’s legal review team. Throughout the process, key performance indicators (KPIs) tracked ongoing progress, ensuring adherence to the timeline and efficient resource allocation.
What We Delivered?
We provided more than just a service; we delivered a solution that gave the client a clear advantage. By addressing unexpected challenges with agility and precision, we ensured critical court documents were accessible, accurately processed, and ready for review ahead of schedule. Every aspect—from navigating court protocols to ensuring budget adherence—was managed with care, allowing the client to focus on their case with confidence.
Why Choosing the Right “Team” Matters
Legal professionals operate in high-pressure environments where precision and efficiency are paramount. This project highlights our ability to manage the complexities of subpoena document processing while staying agile and focused on the bigger picture.
We don’t just deliver results—we ensure that the legal team has the tools and information they need to succeed, regardless of the challenges that may arise
Ready to Take the Next Step?
If this case study resonated with you, imagine the possibilities for your legal practice. Let’s transform the way you handle document management—contact us today to learn more!
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.
Comments are closed.