Are you in the process of preparing legal documents for court? Or, are you thinking ahead to when you will need to scan documents into your document management system that may be presented in court or other legal proceedings? We will provide you with tips on how to scan legal documents quickly and efficiently!
First, you will need to ensure access to a legal-sized scanner. This article will explain the requirements and cost of such a scanner. In addition, you’ll learn how optical character recognition can be applied to legal documents and how Go Find It can create even more efficiencies for your firm.
Let’s dive into everything you need to know about scanning legal documents.
Scanned Documents Can Be Legally Accepted in Court
Scanned copies of documents can be used as evidence in a court of law. However, there are certain considerations that should be kept in mind before converting your documents to digital format. One of these is ensuring that your documents are accurate and legible. You may find yourself in a legal bind if your documents are not.
The Uniform Electronic Transactions Act (UETA) permits a scanned signature on a contract. Therefore, scanned signatures are accepted on most documents (along with other forms of electronic and digital signatures) and are legally recognized by the court.
Requirements for a Legal-Size Scanner
When choosing a legal-size scanner, you need to make a few important considerations. First, a legal-size scanner must be heavy-duty and robust. It should have the capacity to handle large volumes of paper, and it should have an advanced internal tech to minimize the chances of jams and errors.
It would help if you also looked for features like automatic separation control, which adjusts the separation torque as the load varies. In addition, a legal-size scanner should have stacker support, which helps keep your documents neat and organized after the scan.
Another thing you should look for when purchasing a legal-size scanner is its resolution. If you need to scan 35mm slides or film negatives, then you need a high-resolution scanner with a high PPI.
Similarly, if you want to scan coins and stamps, you need a scanner with a minimum PPI of 4,800. While most legal-size flatbed scanners are compatible with most scanner programs, you may want to consider a device with more advanced features if you have specific scanning needs.
Application of Optical Character Recognition
Applying optical character recognition (OCR) to legal documents can improve their storage and retrieval capabilities. This technology helps extract text from scanned documents and converts them into meaningful digital data.
Using OCR will allow your law firm to store and retrieve data more easily, make more informed decisions, and perform better analytics. In our minds, we see rows of hard-bound law books and reams of case sheets, but in reality, legal documents are found in all sorts of settings.
OCR is a technology that allows businesses to process information digitally. By recognizing the text in documents, it can turn them into searchable PDFs. The technology is so accurate that it can even recognize license plates and other images. This is useful for businesses because it saves time and resources.
Cost of a Legal-Size Scanner
Before you purchase a legal-size scanner, it is important to determine your needs and budget. The price you pay will largely depend on the features you need in the scanner. A good legal-size flatbed scanner should be able to connect to PCs or other devices. It is also wise to read the product specifications before making a purchase.
A legal-size scanner should be able to process 8.5″ by 14″ legal-size paper. This size was initially popularized by lawyers who needed more room for details. However, today, it is used by many companies and professionals. Purchasing a legal-size scanner will allow you to store and share files remotely and create secure backups.
Quality of a Legal-Size Scanner
A legal-size scanner is a versatile device that can process documents up to 8.5″ wide by 14″ high. The format was originally made popular by lawyers, who needed more space for details. Today, many professionals and companies use this format to share documents and create backups. A legal-size scanner should be able to handle large volumes of paper and will also have features such as an automatic document feeder.
As with any scanner, quality is important. The highest resolution is not necessarily the best. For most people, a minimum of 200 PPI is adequate for the majority of scanning jobs. However, if you are scanning photos, you may want a higher PPI.
Need for a High-Quality Scanner
Having a high-quality scanner is essential for law firms. These machines are fast, reliable, and easy to use. While many industries can get by without them, the legal profession cannot afford to lose any paper. Without scanning, law firms would be drowning in paperwork.
Fortunately, scanning technology is constantly improving and comes in many sizes and price ranges. Before deciding on a scanner for your law firm, you should learn about the different types and features available.
While image quality is not the most important factor for scanning legal documents, it is still important. A high-quality scan ensures that the text is readable and the graphics are clearly visible. Whether the document contains a chart, a team headshot, or a company logo, the scan must be clear and legible.
Digital File Organization
You’ll also need software to keep your scanned documents organized and accessible. And for that, we recommend Turbo Owl from Go Find It.
With Turbo Owl, you can scan and process your documents quickly and efficiently through our unique barcode system. Our document management and processing software allows you to instantly upload your documents through bulk uploads with multiple barcodes, saving you time and hassle.
When one of your clients signs with you, chances are they will submit a lot of critical documentation for their records. Our Turbo Owl CRM system makes it easy to store that documentation, as well as email communications! Plus, we’ve designed our system to meet existing industry regulations such as SOX and FINRA.
You can have your documents scanned, organized, and ready for viewing with just a few clicks. Simply fill out our form to request a demo of Turbo Owl, and see how we can help you scan legal documents quickly and easily.
