OCR Software and Solution for Law Firms

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DIM for Legal Firm

A legal firm needs to exchange information with clients in the form of paper works.

  • Attorney authentication
  • Corporate bylaws, certificates, intellectual properties & assets
  • Shareholder meetings, board minutes
  • Contract and agreement draft
  • Paper evidence, and
  • Formal communications, etc.

In addition, they have to manage paper documents from third-party organizations such as courts, arbitrators, government business administrations, tax departments, opposing lawyers, independent experts, witness’ and their lawyers, etc.:

  • Litigation pleading, complaints, indictments
  • Briefs, Correspondence
  • Discovery request, depositions, subpoenas, affidavits
  • Motions, court orders, ordinances, dismissal sheets, appeals, notices
  • Contracts, warrants, bills, etc.

In order to serve the clients effectively and efficiently, a legal firm needs a Document Imaging Management (DIM) system to allowpaperwork to be shared across the whole firm,  support collaboration among the lawyers and provide  convenience to the clients and third parties.

Solution

ExperVision’s DIM for Legal Firms solution provides complete functions to streamline paper document processing in a legal firm, allowing the lawyers and assistants to collaborate their work in case/matter management and other legal services. The system consists of the following modules, as shown in the figure:

  • Scanning Station: Support all TWAIN/ISIS compatible scanners with high-end features to convert paper documents into electronic image files.
  • Image Server: All the captured images are uploaded to a directory structure Image Server, pre-defined to include legal doc categories in a way similar to how the documents are kept in the paper folders by lawyers in the client firm.
  • TypeReader Monitor: TypeReader is ExperVision’s Award-Winning OCR software, which automatically accomplishes pre-processing steps and recognizes the words in the image page, exporting the result in PDF format to the Document Server.
  • Labeling Station: The attorney assistants can work on the station to manually process the PDF file in Document Server and to produce a profile for each document, including file category, type, ID, a text summary and some keywords for indexing purposes.
  • Indexing Server: An index engine is integrated in the system as the Indexing Server to automatically establish and store Full-text Index, making use of the keywords, summary and full text generated in modules 3) and 4), allowing the layers to search the Document Server by this indexing engine, just like by Google or Yahoo.
  • Doc-Explorer: Layers can visit Document Server, perform searching, viewing, editing, printing, reporting, labeling, linking and other functions through the company’s LAN and Explorer. The documents are then shared in the whole firm.
  • Web Server and Explorer: A Web Server is built in the system to connect with the Image Server, Document Server and Indexing Server in the back office, and to receive lawyers’ inquiries and operation instructions through the Web version Doc- Explorer, when they are working in the branch offices or some sites outside the firm’s offices. With this module, lawyer collaboration is made possible.
  • Application Integration: In addition to case/matter management for the service provided to the clients, the DIM is also designed to be easily integrated or connected with other application systems such as legal library, accounting and E-billing, CRM & E-mail, etc. The DIM system then supports the staff in other operations, significantly increasing the firm’s overall efficiency.

All these modules in the DIM system together provide document imaging sharing across the legal firm, support collaboration among the lawyers and assistants and give conveniences to the customers and third parties.

Benefits

  • All kinds of documents can be processed with much higher efficiency and throughput.
  • Electronic document management makes it more convenient to search, explore and edit files, easier to find reference documents and past cases, and hence to reduce document preparation time from three to one day.
  • Internet-based information platform allows the attorneys to access, transfer, share and update information at any time and any place, and internal and external collaboration is made possible whether they are in the office, at the customer site or in the court.
  • With both the LAN & Web interfaces, the time for training users is significantly reduced.

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Legal Document Management Software

One of our clients is a software service provider for litigation support and legal document archiving. ExperVision® helped the client develop a Legal Document Management software to enhance its service business and maintain customer relations. The software puts together all documents in each law case, such as correspondences, payment vouchers, contracts, checks, handwritten notes, whether generated, received or found by search, and provides management functions, including auto-scanning of paper documents, auto-optical character recognition (OCR), converting file format, setting-up index and keywords, as well as exporting documents to various databases. In addition, ExperVision® customized a legal glossary dictionary particularly for the client and the system reaches 99.95% accuracy.

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1D & 2D Barcode Recognition Toolkit for Leading Legal DIM Software

One of our clients is the leading provider that offers document scanning, photocopying and case document reorganization services to law offices. To facilitate document indexing and retrieval, ExperVision® developed the integrated PDF417 two-dimensional bar code localization and recognition system. The system can not only locate 1D & 2D Bar Code Zone automatically, but also carry the bias to the correction and recognition code automatically. The function of 2D barcode generation is also included.

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The World’s Two Largest Law Firm Software and Legal Data Sources Provider Select ExperVision

A company receives large amount of invoices from various third parties daily: vendors, daily service providers, contract engineering providers, etc. These invoices need timely processing and many departments are involved in the verification and approval process. Statistics show that, 96% of the invoices are on paper and have to be processed manually, which makes the cost as high as $10.15 per invoice. Many mistakes happen due to manual processing: wrong calculation, duplicate payment made, unable to pass to the right department and even losing some invoices.

ExperVision® ’s invoice and receipt processing system completes the process from invoice scanning, recognition, storing, passing to various departments for verification and approval, to archiving for analysis and other purposes. The invoice recognition module employs ExperVision® ’s world champion OCR to process data such as vendor information, product items and prices, account number, amount, date, etc.

Data Verification for Image Format Invoices

The world’s two largest service companies, Law Firm Software and Legal Data Source select ExperVision® OpenRTK®. Their main products and services include: Law Firm Marketing Tools & Service, Explore Legal Research Solution, Law-Practice Management and Litigation Support Tools, etc. ExperVision® provides OCR engine (OpenRTK®) product and R&D services for its main products and services.

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Litigation Support Service Software

The Client is a litigation support service provider. They offer digital reproduction, blowback, scanning, conversion, graphic design, printing, and electronic data discovery service. ExperVision® provides OCR engine (OpenRTK®) and ODC services and helped the client upgrade the existing business software.

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BPO Service for Law Firm

Today’s global legal market is becoming more and more fierce; and in order to be considered an outstanding legal BPO, vendors must have an understanding of the client’s business goals, business model and practice standards, and be compliant with the current rules. As an experienced outsourcing vendor, ExperVision can meet all of your BPO needs, such as Document Management, Legal Billing, eFiling Services, Legal Research and other back office work. Our legal Services include:

1) Legal Document Management

Legal firms need to exchange information not only with the clients, but also with third-party organizations such as Courts, Arbitrators, Government Business Administrations, Tax Departments, opposing lawyers, independent experts, witness’ and their lawyers, etc. Documents coming from clients may include attorney authentication, corporate bylaws, certificates, intellectual properties & assets, shareholder meetings, board minutes, contract and agreement draft, as well as paper evidence & communications, etc. Documents coming from third parties include litigation pleadings, complaints, indictments, correspondences, discovery request, depositions, subpoenas, affidavits, briefs, motions, court orders, dismissal sheets, appeals, notices, ordinances, contracts, warrants, bills, etc. Most of these documents are paperwork and can’t be easily accessed, quickly reviewed and shared across the firm.

ExperVision provides the solution, outlined below, to address the problem with document management in legal industry.

  • DIM Solution for Legal Firms

ExperVision designed and developed a DIM solution, DocuGuidanceTM, which has been deployed by many law firms with minor customization and configuration work. DocuGuidanceTM consists of the following modules (Fig.1):


Fig.1 DocuGuidance DIM System

  • Scanning Station
  • Imaging Server
  • Document Server
  • TypeReader Monitor
  • Labeling Station
  • Indexing Server
  • Document Imaging Explorer
  • Web Server and Explorer
  • Data Entry Services

For documents that require electronic conversion, ExperVision’s offshore data entry center provides 24 hour data entry service for clients. The service meets the needs for those who require large amounts of document processing with confidential data entry. Clients just upload the document images to ExperVision’s Server or the directory specified by DocuGuidanceTM, Then ExperVision’s offshore staff will convert the images into the required document formats like .doc or .pdf and save the results into specific directory.

2) Legal Billing

Like all other business firms, managing invoices and bills is the key to keep a healthy cash flow for legal institutes and is also the foundation to assess money spent and arrange future work. ExperVision can help legal firms improve the productivity of managing the invoices and bills for legal firms through its managing software and BPO service.

Legal Billing Software Legal Billing Outsourcing
Step1: A lawyer (or a secretary) is able to log into the web-based timing worksheet management system anywhere and input his work time and charge to the system. At the same time a lawyer can also  obtain the offshore service center’s help by simply emailing a request for assistance.
Step2: When fees or costs are input into the worksheet, the management system will automatically gather the associated bills (such as Time billing, one-time charges, retainer fees etc.) according to the pre-set accounting requirements of the client. ExperVision’s service people will check the invoices with the original bills.
Step3: The system will transform the invoices to email format then send to the customers automatically; or it will transform the invoices to word or PDF format, pass them to Director Mail service provider then send to the customer. ExperVision’s service people will take charge of checking the invoice and customers’ mailing address: to deliver and follow email invoices, to follow the Direct Mail bills and to manage the Direct Mail service provider.
Step4: A lawyer or their assistant will input the payment information to the system. The system will remind or alert the lawyer and assistant to customers whose payment is due or will be due. ExperVision service people can take charge of inputting payment information as well. ExperVision service people will remind or alert the lawyer and assistant of customers whose payment is due or will be due through methods such as email and Direct Mail.
Step5: The lawyer or customer is able to log into the system and search the bills at anytime. ExperVision service people help the lawyer answer the customer’s questions on bills when authorized.


3) Legal Research

EE set up a Legal Research service team composed of experienced lawyers and assistant lawyers. With excellent professional discipline and long-tested searching skills ExperVision will help lawyers quickly find the powerful legal precedent and legal theories, providing lawyers the winning weapons needed for negotiation and trial. Moreover, it will allow lawyers more time to explore new customers, collect evidence, plan a defense strategy and other matters requiring the attorney’s personal time and attention. ExperVision legal research services include as following:

  • Case Law Research

EE will provide legal precedents and customized research service according to the type and property of a client case, and rank the legal precedents and laws on the degree of support to the client case.

  • Court Docket Sheet Research and Analysis

EE will help clients research and analyze court docket sheets and extract the valuable information for case hearings, such as search for information from an expert witness in a specific area and find out if his testimony is acceptable to the court.

  • Compliance Research

EE provides compliancy regulation research aiming at different industries. We also work with clients in identifying risks and gaps between existing processes and compliance regulations.

  • Market Research

We perform market research in vertical industries including technology, finance, telecom, and biotechnology the best practices in the industry to our clients. The objective is to help clients sell to their customers by providing research and intelligence on the customers business and industry.

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Check Processing

It is a common and daily operational task to accept and process checks as a form of payment in any companies, especially in retail, utility, online and offline merchant industries, etc., which we call merchants collectively. Typical check processing consists of many tedious, costly and error prone steps. These include converting paper-based checks into electronic transactions, processing transactions through the ACH network or Check 21 image exchange network, automating returned check re-presentment, generating real-time reports and supporting proactive risk management.

ExperVision® has been helping various merchants meet their challenges in check processing through our innovative solution.

ExperVision® ’s check processing system helps a company complete the process from check image capture, recognition, storing, proofing, passing to various payment gateways for transaction, to archiving for analysis and other purposes. Following is a description of how the check processing system works with the Payment Processor, ACH Network and Check 21 Image Exchange Network all together to help the merchant collect payments.

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Invoice & Shipping Receipt Processing

A company receives large amount of invoices from various third parties including vendors, daily service providers, contract engineering providers, etc. These invoices need timely processing and many departments are involved in the verification and approval process. Statistics show that, 96% of the invoices are on paper and have to be processed manually, which makes the cost as high as $10.15 per invoice. With manual processing, mistakes such as incorrect calculation, duplicate payments, inability to transfer to correct department and even the loss of some invoices can occur.

ExperVision® ’s invoice and receipt processing system completes the process from invoice scanning, recognition, storing, passing to various departments for verification and approval, to archiving for analysis and other purposes. The invoice recognition module employs ExperVision® ’s world champion OCR to process data such as vendor information, product items and prices, account number, amount, date, etc.

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Resume Processing

Although electronic resumes have been more and more popular since the late 90s, massive paper materials, e.g. fax, letters and post are still used and mixed with electronic ones in both job application and human resource (HR) management. To guarantee not missing any qualified candidate, it takes a significant amount of time and effort to include the information on paper in the human resource software system.

ExperVision® ’s Resume Processing Solution (RPS) is a suite of intelligent and enterprise level resume capturing & processing tools, which can automatically process resumes from any e-mail & attachment, job board, corporate web site, fax and paper, enabling the HR department to efficiently attract and hire qualified job applicants. The Resume Recognition module in the system employs ExperVision®’s world champion OCR to process data such as contact, location, skills summary, education history, work experience, etc.

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Paper Based Workflow Management

In many industries, the company sends their staff outside of the office to provide complicated service, including on-site measurement, customized design, material preparation, on-site installation, maintenance and/or other activities. The traditional way to manage out-of-office activities is to use paper work-orders and worksheets, which leads to many problems such as difficult to track the workflow information, misreading information on paper, and unable to quickly search and index wanted information on worksheets. These problems generally degrade workflow efficiency, waste resources and destroy customer satisfaction.

ExperVision®’s Paper Based Workflow Management system provides whole workflow management by including the traditional paper work-order and worksheet in the control loop, while allowing the staff to work exactly the way they were working before.

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Invoice Process Software for Insurance corp. and Law Firm

Every year the insurance industry uses a lot of legal services, but insurance companies and law firms often have differences on the service bills. One of our customers is a legal billing data service company, which helps the insurance company or law firm process the bills with differences, analyze the billing items based on the service contract of two sides and mark the items in question. ExperVision® upgrades its core business systems for the client. The new system includes a complete invoice processing, format conversion, long-distance data transmission and bill problems with the analysis of the report function, and allows clients to access the web through the report and to obtain the understanding of each case progres. The new system includes a complete invoice processing, format conversion, remote data transmission, analysis of bills in question and reporting capabilities, and allows clients to access the web to get the related reports and learn about the progress of each case.

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