The purpose of a document-database is to obviate the need for storage of mounds of paper files, and to substantially lessen the time it would otherwise take to manually search for certain documents by hand. This end process of automation demands a great deal of planning, focus, and detail, and the end reward is a reliable and smoothly functioning database which has consistency in its structure, so as to simplify any given query.

LITIGATION SUPPORT

The organization’s storage and distribution of documents involved in litigation complex rules, co-ordination and precision. Each client, whether from a counsel’s office or outside firms of Law, has preferences about how these rules are implemented. We have developed procedures and strategies to ensure each client’s requirements while maintaining the highest level of document integrity.

Bibliographic Coding Services

Our basic coding service provides with bibliographic information: document page numbers, attach ranges, authors, recipients, copied parties, date, document type, document title etc.

We support a range of formats for data delivery and provide customized load files to bring data into your document management software including Concordance, Summation, and JFS Litigators Notebook and any type of system utilizing ASCII or TXT load files.

ADVANCED CODING SERVICES

We also have a more comprehensive service that provides database with bibliographic information and relevant data extracted from the document body, names and organizations in text, marginalia, keywords, created and enhanced titles etc.

UNITIZATION

Unitization is a part of our service, whereby the determination of document boundaries is established. This is performed when bibliographic coding is required. We are proud to be the forerunner in Document Unitization with a quality percentage as high as 99.99%.

HOW WE WORK

We prepare customized project manuals for different cases. Detailed internal specifications are developed to ensure adherence to guidelines and instructions of the project. Training and retraining plays important role of our processes and after the internal manual is prepared; our staff is trained by our experienced coding supervisors.

Tools are designed in-house and are modified by our IT professionals to enable each project more efficient. Testing phase of the tools take place before document coding begins. Examples of the customization in our coding tool are creating the drop-down lists of fields like Doc. Types, date ranges and attachment ranges.

DOCUMENT PREPARATION / RECONSTRUCTION

  • DOCUMENT PREPARATION IS THE MOST IMPORTANT TASKS IN A LITIGATION PROJECT.
  • LOCATION OF BINDERY ELEMENTS WILL BE TRACKED, SHOULD DOCUMENT RELATIONSHIPS BE IMPORTANT TO THE PROJECT.
  • STICKY NOTES ARE PASTED TO PAPER IN THE PROCESS OF SCANNING
  • PAGE ORIENTATION IS MARKED FOR THOSE PROJECTS REQUESTING IMAGE ROTATION.

Inventory control systems ensure incoming, processing and outgoing of every document ensuring data security.

QUALITY

At Kavya Sourcing quality is the most important factor and we are committed to stride with quality in all our way.
Specific quality control methods ensure that documents are treated in a very consistent way even when large number of coders are required to complete a job.

We boast an exceptional quality level of 100% in Litigation Coding which has never been achieved in this industry.

The result of such quality work arises from the quality coding control mechanism that we practice.

DOCUMENT UNITIZATION

This procedure removes inadequacies and imprecision creeping in during document preparation and imparts accuracy to a document record. This is one of the significant procedures concerned with the progress of an electronic document management system. This process also recognizes every single document by date or by category.

A) Physical Determination

 

Documents are unitized or separated manually by means of staples or paper clips. The features that are considered in this process are;

  • 1. BEGINNING BATES: THE STARTING POINT OF THE DOCUMENT.
  • 2. ENDING BATES:

The ending point of the document.

B) Logical Determination

 

Reasonably differentiates documents from one another and classifies attachment connections among documents. By unitizing this way, it can help the user in expeditiously retrieving his/her specific document by the date, author, or any other implied field even when this document is as an attachment to the original manual compilation.

Each and every one of the documents is scrutinized well and at this stage, we identify the ground purpose.

Listed are a few of the decisive factors:

  • 1. BEGINNING BATES: DOCUMENT STARTING POINT.
  • 2. ENDING BATES: DOCUMENT ENDING POINT.
  • 3. BEGINNING ATTACHMENT: PARENT DOCUMENT STARTING POINT.
  • 4. ENDING ATTACHMENT: CHILD DOCUMENT ENDING POINT.

C) Document Preparation / Reconstruction

 

The Preparation/Reconstruction of the document is one of the prime tasks in a multifaceted imaging or litigation assignment.

  • 1. ATTACHMENT OBJECTS SUCH AS STAPLES, PAPER CLIPS, BINDER CLIPS ETC. ARE REMOVED FROM THE DOCUMENTS
  • 2. THE ATTACHMENT OBJECTS ARE MADE A NOTE OF, IN CASE THE RELATIONSHIP OF THE DOCUMENTS ARE IMPORTANT IN THE WORK
  • 3. REMARKS ARE ATTACHED TO PLAIN PAPER IN PREPARATION FOR SCANNING
  • 4. THE DETAILS OF THE DOCUMENTS, WHETHER THEY ARE DOUBLE SIDED OR ODD –SIDE PAGES, ARE ALSO TAKEN A NOTE
  • 5. THE DIRECTION OF THE PAGES IS NOTED DOWN IN CASE THE WORK REQUIRES ALTERATION IN THE IMAGE DIRECTION.
  • 6. THE CONNECTIONS OR RELATIONSHIPS BETWEEN THE DOCUMENTS ARE NOTED.
  • 7. THE PREPARATION OF THE DOCUMENTS IS COMPLETED SO THAT THE RECONSTRUCTION OF THE DOCUMENTS IS UNCOMPLICATED.
  • 8. AFTER THE COMPLETION OF SCANNING AND THE SCAN QUALITY CHECKING, THE DOCUMENTS ARE RECONSTRUCTED AND THEY GO BACK TO THEIR ORIGINAL BOXES. THE ORIGINAL ARRANGEMENT AND THE FORM OF THE DOCUMENTS WILL BE REBUILT AND RETAINED.

D) Optical Character Recognition

 

Optical Character Recognition (OCR) services – The OCR services from Data BPO help in creation of accurate replicas. Our data-capture and verification procedures provide reproduction and precision services at 99.995 % accuracy rate. Your documents are transferred with Bate numbers to a computer file format.

Conversion from type-written documents to electronic text for enclosures in the on-line recovery system is an added feature from Data BPO. Users can find information either by using the coded data or just some text. Keywords can be located in a more lucrative and capable mode.

Optical character recognition is not 100% correct but at Data BPO, the documents undergo concentrated effort-based scrutiny for the correct of any mistaken text. Nevertheless, contemporary recovery techniques have the capability to locate documents even when they have been incorrectly spelled.

E) Document Discovery

 

Data BPO offers an effective process of document discovery electronically. The process involves not just the transferring of emails, attachments and documents into TIF images and extracted metadata for databases but also electronic manuscript’s conversion of communications and documents.

Data BPO is one of the principal companies that offers E-Discovery conversion services for email systems in most of the regular electronic file formats.


Services