Digitizing content for your eDiscovery platform

Many law firms and corporate legal departments are rushing to embrace electronic discovery (eDiscovery or e-discovery) platforms such as Everlaw, Nextpoint, and RelativityOne. This technology brings due diligence, regulatory requests, and other information into a secure online system that helps legal professionals manage the intricate process of discovery. Ultimately, e-discovery software can be efficient and cost effective.

But the fact is, many files used in this process do not originate digitally, which means an interim step of transforming paper into electronic files is necessary. Document scanners can be a great choice to ensure that information is precisely recorded before adding it to an e-discovery system.

Top considerations for data capture hardware

Efforts to digitize the e-discovery process are an attempt to minimize loss of information, streamline communications and maintain security. What’s the best approach for your team’s situation, when there are so many options?

First, consider how easy it is to use. The best document scanning solution should make it easy for people unfamiliar with scanners to implement and begin scanning without spending much time learning the system. You’ll want to ensure that the scanner you choose can work easily and securely not only with the e-discovery software your firm uses, but possibly also the e-filing platform of the courts you work with most and any other file management systems you use, such as PCLaw, LexWorkplace or ProLaw.

It might sound obvious, but of course you need to be certain that the scanner can deliver clear, legible documents, including images. Obscured or fuzzy captures of documents and photos can delay processes or might not be accepted by the courts. Likewise, you need a machine that can handle items of various sizes and thicknesses, such as photo prints, legal size and double-sided documents as well as driver licenses and other forms of identification.

Paper handling is also a critical factor to explore. Low-cost scanners can jam frequently, tear documents, and create delays. High quality document scanners feature paper feeding technologies that preserve the document, reduce misfeeds and jams, and can scan thousands of documents, day-in and day-out without breaking down. 

Finally, you’ll also need to consider some more technical aspects, like file size, machine size and resolution. Scanners that offer built-in compression options help reduce the file size to meet system and court requirements. Of course, the documents will take up less space in your storage system as well. If the scanner you’re considering is large, think about how you’ll use it. Do clients always come to your office or might you need to take it on a plane and into meetings?

Exceptional, efficient scanning for e-discovery

Determining which scanner works for your situation depends on the volume of e-discovery documents you project, how you work most (in the office versus mobile), and whether or not you will be using the same machine for other scanning needs. The ScanSnap series offers many portable, high-quality options with your budget in mind, while the Fujitsu fi Series models are built for larger volumes and bigger offices.

The ScanSnap iX1600, the newest flagship ScanSnap is 33% faster* giving you more time back in your day.  This is a desktop scanner that features a touch screen and allows you to create up to 30 profiles so your colleagues can use the scanner according to their preferences. This model also makes it easy to scan small documents, such as receipts or photo prints, through a specialized feed. Dust Detection and Streak Reduction reminds you to clean the device when needed, to avoid blemishes on documents. In addition, built-in Wi-Fi capability means you can scan wirelessly to Windows, Mac, iOS or Android devices.

Many scanners in the Fujitsu Image Scanner fi Series are perfect for larger offices that are in the process of true digital transformation. The Fujitsu Image Scanner fi-7600 features a user-friendly design and is suitable for continuous high-volume scanning. Using the ADF feeder or the flatbed, this model can scan documents of various sizes, shapes, and formats, including thin paper, plastic ID cards, envelopes and long page documents. Or, choose the Fujitsu Image Scanner fi-7240 for reliable batch scanning and best quality data for OCR needs. The Fujitsu Image Scanner fi-7180 serves large offices well, reducing rescans by cleaning up documents automatically in a single pass.

For depositions and information-gathering at a client site, the Fujitsu ScanSnap iX100 features a dramatically compact battery with USB charging option. Great for scanning receipts, forms, pictures, and plastic ID cards, the iX100 really moves beyond the desktop. Completely wireless and weighing only 400 grams, the iX100 can scan directly to your Windows or Mac computer and to your iOS or Android device. Or, for even easier mobility, choose the Fujitsu ScanSnap S1300i, which is the smallest scanner in its class. Use it when you're at court capturing signatures, swinging by a client’s workplace to copy a small document, or even at your office to capture notes from meetings.

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*Compared to the ScanSnap iX1500.