R&G Global Legal Solutions
Document Management
About Comprehensive Document ServicesScanning and Document Preparation Services
- Document Preparation & Organization
- Onsite Scanning
- Oversize Scanning / Duplication
- Post Prep
- Scanning, Bates, Simple Indexing & Image Control
- Blowbacks/Copies
- Documents to CD/DVD or CD Duplication
- Document Conversion
- Paperless Solutions
- Finishing/Binding Services
Other Services
- Courier Services
- Custom Graphics and Animations
- Document Destruction/Shredding
- Project Liaison/Management
- Quality Control and Standardization
- Video Conversion/Digitization and Placement on CD
- Video Depositions Synchronized to Digitized Transcripts
About Comprehensive Document Services
R&G's comprehensive document services include authorizations, subpoena creation services, record acquisition, document preparation, organizing, scanning, indexing and transfer to a secure, private server. We provide document retrieval and storage for any given case or project maximizing your current hardware and software capabilities. Our proprietary web-based record repository and database allows instant-access to documents and the latest work products 24/7 without dependence on additional software at the client level. Case tracking/facility follow-up information, along with trial, deposition and fact disclosure dates are also posted to facilitate communication regarding record retrieval and work product status. Customized data fields are also available to encompass your existing business work flow processes.
Document Preparation (with or without organization)
Our goal is to make your work life easier. We have designed our systems to be in sync with the way you work so you can focus on the case. Our flexibility and record management processes allows us to organize records customized to your firm's needs - prior to scanning. [See also Scanning, Bates, Indexing & Image Control].
Benefits to organizing the records:
Organizing the records can help your firm and your experts pinpoint the issues of the case sooner. The less billable time your experts and consultants spend sifting through documents, the more cost savings your firm will realize. Typically, experts charge for overall time and the firm is not aware of exactly how much of that time was spent analyzing vs. sorting through the records to get the information into a logical sequence.
With increased efficiency realized through organization (and/or coding option at the time of scanning), your firm will be able to accept new cases and projects without adding additional staff.
Allowing R&G to organize the records with RN oversight, your firm does not have to hire/train staff to organize the records. So the time and cost savings results will be immediate. You will not need to the many overhead costs associated with hiring additional staff (i.e. payroll, benefits, and workers' compensation). You can use R&G services routinely or during times of peak workloads to help your firm remain competitive and efficient.
Onsite Scanning
R&G is one of the few LNC companies that offer scanning in our state-of-the-art offices. We can alternatively go to your office or anywhere the records are located. This saves the time and expense associated with shipping boxes of records.
Oversize or Color Scanning / Duplication
CTs, MRIs, X-rays, over-sized blueprints or color photos can be scanned and supplied to you in various formats depending on the clients intended usage. R&G can help you determine the most cost-efficient solution based on the facts of the case.
Post Prep
Boxing and indexing documents or placement of records on CD/DVD or uploaded to our secure, private web server.
Scanning, Bates, Indexing & Image Control
R&G uses high-speed black & white and color scanners as well as advanced software to allow for the best electronic document imaging possible. Simple or complex coding/indexing (applying bar codes, and manually flagging items of interest i.e. a certain date, record author, recipient, keywords etc.) can be done manually [for PDF formats only] by keying such information at the time of scanning. Indexing allows the client to retrieve certain record types that have been "coded" during scanning by linking the search criteria to the document image which has been coded. If your firm has identified an important provider, author, recipient or and/or date, R&G can key in this information to organize the records in a method that is applicable to the case or your firm's preferences. The goal of such coding is to further reduce the time it will take to search for needed, critical documents.
Records can be scanning in a variety of formats including TIF and PDF. The PDF format allows several additional useful options including the ability to code the record, and use an OCR (Optical Character Recognition) process that allows the paper record to be converted to searchable text. The result: the ability to find additional data points after the scanning has been completed and in a fraction of the time it would have taken to sift through all documents manually.
Record Retrieval
Authorization Releases and Retrieval Tracking
Requests are processed within 24 hours of R&G receipt of a signed authorization. R&G can use your authorization or our format which provides a detailed account of the records/items being sought. If using our database options, you can follow the progress of the record retrieval. Our document specialist will follow up with facilities to ensure timely receipt of records. You can also be assured that we go the extra mile to ensure all record custodians are located. If we supply an "affidavit of no records." you can be confident we have exhausted all possible sources in locating documents. We will take care of the document details so you and your team can focus on case strategy.
Subpoena Services
R&G can prepare and issue subpoenas on our client's behalf once all necessary information is obtained. Records can be delivered to your office or R &G headquarters if additional services (i.e. scanning or nurse consulting services are requested). Having records shipped to R&G will reduce the multiple shipping costs. If using our database options, you can follow the progress of the record retrieval. Our document specialist will follow up with facilities to ensure timely receipt of records.
Electronic Document Storage and Hosting Solutions
Customized Database
R&G Global Legal Solutions maximizes your current hardware and software capabilities with our proprietary web-based record repository and database. These systems allow instant access to documents and the latest work products, 24/7 via any web browser, without purchasing additional software at the client level. Case tracking/facility follow-up information and trial, deposition, and fact disclosure dates are also posted to facilitate communication regarding record retrieval and work product status which is beneficial to litigation data planning.
Customized data fields are also available to encompass your existing business work flow processes. This value added service is provided at no charge to our clients who maintain multiple active cases or projects with R&G. This option is ideal for medium to large projects or continuous active cases with R&G. All documents are uploaded to a secure, private server with redundant, daily back-up and disaster recovery mechanisms. Members of your firm or co-counsel located in different offices can access the record simultaneously for instant online collaboration. User ID and access codes are provided by R&G.
Basic Electronic Archiving and Storage
Basic Storage is ideal for inactive case record storage, invoices, claims and electronic correspondence that do not need to be accessed every day. Records are viewable and downloadable via any web browser with redundant, daily back-up and disaster recovery. Customized indexing not included in this basic option.
File Format Options
Scanned documents can be stored as TIF images, PDFs or PDFs with OCR text options. Documents can also be converted for export into leading litigation support packages including, Concordance, Sanction, Summation, Trial Director, etc. [See also Scanning, Bates, Indexing & Image Control]
Conversion, Copies and Binding Services
Blowbacks/Copies
Records can be copied with or without bates numbers and can be supplied to your firm with or without binding.
Documents to CD/DVD or CD Duplication
Scanned records can be supplied to your firm with or without bates numbers on CD(s) or DVD(s) in the standard TIF or PDF format. Other formats consistent with leading litigation software support programs are also available. [See Document Conversion].
Document Conversion
Documents can be converted for export into leading litigation support packages including, Concordance, Sanction, Summation, Trial Director, etc.
Paperless Solutions
R&G's high tech, time efficient onsite resources provide an economical solution to paper storage. Paper records can impede performance, especially if important faxes, emails, documents and deadlines are trapped in a folder and go unrecognized or unexplored. These documents may potentially affect outcomes, or be a significant factor between winning and losing cases. We can help you become a paperless office and make your paper-based documents manageable and easy to locate requiring less physical space in your office.
Tangible benefits of document conversion and digitalization are realized by improved workflow and efficiency, and immediate access to needed documents via a simple, computerized search of available records. The return-on-investment is actualized by finding and understanding the facts of the case much earlier when compared to sifting through paper records. Searching for a paper document, reviewing and annotating paper records that have not been indexed, copying and mailing multiple copies is time consuming and costly in terms of labor, time and expenses. R&G will reduce your on-site storage needs and provide you with digital document protection as well as a disaster recovery solution. Quality checks (at no cost to our clients) assure all documents are scanned and stored accurately.
See how R&G can reduce the costs and delays associated with bulk copying and shipping.
Finishing/Binding Services
Records can be organized, collated, boxed, spiral or 3-ring bound. A detailed index is included which denotes the records received and bates ranges for each provider. Work products completed by R&G can be uploaded to the database, bound and/or placed on a CD/DVD depending on your firm's preferences.
Disaster Planning
R&G has an emergency power source for all computer and server equipment Ð with routine data backup. In addition, all online databases are secured and backed up onsite, in New York and New Jersey. These buildings also have a fire-wall and generator capabilities in the event of power failure. Additional back up is maintained in Arizona at R&G and an independent secure site.
Other Services
Courier Services
Custom Graphics and Animations
Document Destruction/Shredding
Document Destruction/Shredding services are available after the completion of the scanning process or upload to the R&G database upon written authorization from your firm. Consistent with HIPAA and FACTA, we supply your firm with a dated certificate when the documents were destroyed.
Project Liaison/Management
Quality Control and Standardization
The supervision and evaluation of each scanned image centers around each document specialist. R&G implemented total quality management procedures at all levels and during all phases of the scanning process to ensure that the product you receive from R&G is complete and to your specifications. Records are checked for legibility prior to scanning, during the scanning process and during finishing and binding to identify images that need to be re-copied, re-scanned or possibly re-ordered from the provider. Our detailed quality processes and auditing of deliverables, facilitates quality work products with each submission.