Case Study Litigation Coding

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Case Study Litigation Coding

  1. 1. 1 LEGAL DOCUMENT INDEXING INDUSTRY APPLICATION CLIENT Legal Mid size attorney Legal Data Attribution TECHNOLOGIES NO. OF MAN DAYS OUTPUT Visual Basic & SQL 40,000 Docs 222 Man days 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 Problem Definition 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.
  2. 2. 2 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 The key to a suc­ cessful DMS initia­ firm and the coding service providers. While as a DMS product provides certain indexes tive is in the coding by default; there is a strong need to customize specific keywords attributed to each docu­ of the metadata. ment type in an organization for instant retrieval of documents. Therefore it is imperative However; the crea­ that the Law firm take the responsibility of articulating their search and retrieval parame­ tion of a successful ters and rule through a clearly defined requirement document. Attorney offices need to metadata is cer­ focus sharply on this phase of the project where most of the bottlenecks creep in. tainly a collabora­ On the basis of client requirement, style guidelines related to each of the document attrib­ tive effort between utes like: document type, document title, document date, author name, recipient name, cc the law firm and the name, were documented. In addition, rules pertaining to the logical document determina­ litigation coding tion were also documented for reference purpose. service providers 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.
  3. 3. 3 LEGAL DOCUMENT INDEXING PROCESS 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 the The effective imple­ first QC stage. The rejected records were moved back to the production process for fur­ mentation 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 Quality Management • Scanned Image Quality management is one of the critical processes for any/ every project at STL. Quality Accuracy of in­ • checks were performed at two levels. First at 60% and second at 30% of data. As a qual­ dexing/ meta­ ity 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 OUTPUT The final output was delivered to the client in the form of a CSV format with 99.95% accuracy.

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