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SPRING 2015 EDITION

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OCR Technology – Ensuring All Your Content Is Searchable

Many legal accounts I’ve spoken to in the past year did not understand the merits or concept behind optical character recognition (OCR) technology and how it can benefit them. I thought I’d share some basics to help you better understand what OCR technology can do for your firm and why you need it.

On a quest to become a more paperless and more mobile office and to achieve the truly centralized ‘electronic’ matter file, many law firms are using scanners more than ever to move  paper hard copies into document management systems (DMS) or file shares. Scanners and associated technology have been around for a decade or more and are increasingly straightforward with easier methods to help with the less-paper office workflow.

It is important to note that typically when a scanner or a multifunction device scans a piece of paper it creates either a TIFF or PDF image file. Without the help of OCR technology, these files are non-searchable. Your firm may have a high-end document management solution with great built-in search features, but those features are worthless if many image documents are seen as pictures with no text and are non-searchable due to the lack of OCR. Most scanning solutions offer OCR as an add-in and are not part of the base purchase.

Studies performed indicate that more than 20% of a firm’s content repository (i.e., documents, email, scanned images) are NOT searchable. This means that one in five documents will not be returned in search results, but remain buried somewhere in the document management system. Non-searchable files usually consist of the following:

  • CDs and DVDs from outside of your firm
  • Attachments coming in through your email
  • Paper scanned at your firm’s multifunction devices

There are several methods to ensure that all of your content is searchable depending upon the situation.

  • Desktop. Most native apps such as Microsoft® Office® are searchable by default. However, there are applications that allow searchable (OCR) PDF documents from the desktop. Such applications can of course be time-consuming and tie up your desktop computer.
  • Personal Scanner – Personal scanners have built-in OCR technology that enable small jobs to be scanned from your desktop with OCR and saved to your document management system to make them fully searchable. Keep in mind that this is an option that you must choose. It takes a few seconds longer to process each document, so I’ve seen many users disable this feature in favor of a quicker scan job. As a result, none of the scans are fully text-searchable by your powerful DMS search engine.
  • Walk-up copier or multifunction device (MFD). Your large multifunction device does a great job at scanning large volumes of documents and is a good choice for mid-level volumes. Normally OCR technology needs to be added on through an additional purchase. Check with your copier vendor to ensure that you have this. One downside for larger jobs is the time it takes to process the job with OCR is significantly longer than without OCR. In one firm I recently visited, users consistently scanned 100+ page jobs, and the wait at the copier was much too long.
  • Server-based crawler technology. More recently, server-based solutions have been brought to market to resolve all of the above situations. A server-based solution typically resides on a dedicated server and runs all of the time to monitor your document repository. In addition to scanning and processing your old documents, every new scan can be saved to the system, making your full document repository searchable. This server-based solution has in the past been an expensive add-on in the tens of thousands of dollars. Recent market competition and other items have now made this solution very affordable for even the smallest firm.

Now that you are aware of the various methods you can use for OCR, please consider the top reasons you should implement a proper OCR strategy at your firm:

  • Reduce non-compliance risks – Failure to produce documents can have an impact on regulatory compliance and exposes an organization to unnecessary risk.
  • Increase organizational productivity – OCR technology reduces productivity losses and downtime by finding misfiled documents or skimming through them to determine context.
  • Knowledge repository – Chances are that your firm has contracts, briefs, etc. that go back for years. If you make legacy files fully available for your search engine, you will expand your knowledge management and reduce time.
  • Conflicts/new case intake – While this shouldn’t be your only search, having knowledge that every document and email in your repository has been searched for a particular company or person’s name could add extra comfort and accountability.

In order to reap the benefits of OCR technology, begin by examining all the content you receive and store in your document management system, including email, client disks, and scanned paper documents. Determine which files have had OCR technology applied to them. Next, consider the costs of implementing a reliable OCR strategy. Keep in mind that vendors who provide OCR solutions normally are required to pay royalties. That cost is usually based on the number of devices the technology is used on, so you may not want to enable OCR on every device you have. To reduce the risk of paying for OCR on devices that do not need it, I’d recommend using a server-based OCR strategy. There are server-based solutions available today that are very affordable even for smaller firms. For a reasonable price you can run a server-based OCR solution all of the time to ensure that all documents, old and new, are fully text-searchable.


Worldox

Founded in 1988 and based in Glen Rock, New Jersey, World Software Corporation is an innovative leader in the Document Management Systems (DMS) category. The company's flagship product Worldox has an install base of over 5500 companies in 52 countries. Click here for more information.

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