Case Study Litigation Coding

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LEGAL DOCUMENT INDEXING

INDUSTRY

Legal

TECHNOLOGIES

Visual Basic & SQL

Problem Definition

APPLICATION

Legal Data Attribution

NO. OF MAN DAYS

222 Man days

CLIENT

Mid size attorney

OUTPUT

40,000 Docs

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The client had a legacy document management software application

and was constrained due to inadequate document search ability and

retrieval features

The client approached us for a solution that could improve the docu­

ment search and retrieval efforts

On an examination we found that the client had not defined ade­

quate document indexing parameters for multi dimensional search

and retrieval

Most of the search parameters were generic in nature thereby mini­

mizing the probability of finding the right document set

CLIENT REQUIREMENTS

The midsize law firm had over 40,000 scanned documents in the form of images pertain­

ing to a particular law suit. The client had approximately 4 weeks to archive these docu­

ments in a manner that would facilitate quick search ability and presentability. The key

challenge that the client faced was completing the task in a short turnaround time. It was

at this point that the client approached Suprawin’s offshore team through their local imag­

ing partner.

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LEGAL DOCUMENT INDEXING

STL s SOLUTION

STL proposed and implemented a phased solution with clear and measurable objectives

for each step:

Phase 1: User requirement documentation

The creation of a successful metadata is certainly a collaborative effort between the law

firm and the coding service providers. While as a DMS product provides certain indexes

by default; there is a strong need to customize specific keywords attributed to each docu­

ment type in an organization for instant retrieval of documents. Therefore it is imperative

that the Law firm take the responsibility of articulating their search and retrieval parame­

ters and rule through a clearly defined requirement document. Attorney offices need to

focus sharply on this phase of the project where most of the bottlenecks creep in.

On the basis of client requirement, style guidelines related to each of the document attrib­

utes like: document type, document title, document date, author name, recipient name, cc

name, were documented. In addition, rules pertaining to the logical document determina­

tion were also documented for reference purpose.

Phase 2: Coding of document index parameters

The following process illustrates the structured process that Suprawin follows while build­

ing the metadata pertaining to document archival system.

INPUT

The client provided us with 40,000 scanned multi page TIFF images. The files were up­

loaded by the client on their FTP site and provided us with the required access.

The key to a suc­

cessful DMS initia­

tive is in the coding

of the metadata.

However; the crea­

tion of a successful

metadata is cer­

tainly a collabora­

tive effort between

the law firm and the

litigation coding

service providers

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PROCESS

OUTPUT

LEGAL DOCUMENT INDEXING

Logistics

The logistics involved creation of tracking records that identify all the files downloaded

from the FTP site. Once the files were downloaded, with the help of the provided DAT files

the images were loaded in to the LANCER application

Extraction / Verification

The DAT file that acted as an input was extracted using LANCER, an internally developed

patented tool. The extracted Data was verified based on SLA requirements. This was theThe effective imple­

first QC stage. The rejected records were moved back to the production process for fur­mentation of a DMS

ther indexing ensuring minimal errors and were subjected for another round of QC. The relies on two impor­

approved data was moved to Quality Assurance (QA) process. tant factors:

• Quality of

Scanned Image

Quality Management

Quality management is one of the critical processes for any/ every project at STL. Quality

• Accuracy of in­checks were performed at two levels. First at 60% and second at 30% of data. As a qual­

dexing/ meta­ity management process quality check was performed on all attributes. A random testing

data

methodology was adapted for accuracy & precision of all the attributes and to give quality

output.

Information Systems Security Process

The client documents being critically confidential, the entire process of securitization of the

client’s data was in compliance with BS/ISO: 27001:2005

The final output was delivered to the client in the form of a CSV format with 99.95%

accuracy.