Well before the global health crisis, courts were transitioning to a digital paradigm, starting with the proliferation of electronic filing (e-filing) requirements and digitization practices for most court submittals like pleadings, motions, and exhibits. While some filings are now submitted electronically, many are still presented physically at the courthouse. More so, there’s a lot of paper introduced during the case process. Turning legal documents of all shapes and sizes into searchable, digital files can ultimately reclaim storage space and make it easier for approved personnel to access information through secure case management systems. Digitizing legal papers and forms also makes it easier and more secure to meet recordkeeping requirements, streamline processes, and respond to record requests. A solid document imaging solution can work wonders at the courthouse.
Deciding on the best imaging solution for court settings
Efforts to digitize the court processes can minimize loss of information, streamline communications and maintain security. But it’s wise to take time to consider:
- Is the capture device complicated to use? The best document imaging solution should make it easy for people unfamiliar with scanning to implement and use the technology without spending a lot of time learning the system.This allows employees to focus on their core job responsibilities instead of battling with hardware.
- Does it deliver clear, legible images that truly retain the fidelity of the original document? Obscured or fuzzy images of documents and photos can hinder processes and require rescanning. This can cause significant productivity losses and delays in the availability of information.
- Can it accommodate odd-sized paper? You need a device that can handle items of various sizes and thicknesses, such as dockets, photo prints, envelopes, file folders, legal size and double-sided documents, as well as driver licenses and other forms of identification.
- Is it seamlessly integrated with your software? You’ll want to ensure that the scanner you choose can easily work with your case management system, such as Tyler Technologies, Journal Technologies, or Hyland.
- Is it loud? You don’t want a lot of racket obscuring court proceedings or disruptive noise in an open office scenario.
- What resolution does it support? Most courts require 300 dpi (dots or pixels per inch) at a minimum, which meets the National Archives Standards.But that’s not all, image quality matters as I mentioned above.
- How big is the device? Does it take up a lot of room on a desk or require its own workstation? Do you have to get up and walk over it to use it?This can cause more time delays and decrease productivity.
Efficient and easy to use
There’s no doubt you’ll save time by digitizing these files, minimizing manual data entry, ensuring compliance and improving workflow with the court’s case management software. As you might guess, we recommend a small, quiet scanner for courthouse settings. You want it to be discreet in the courtroom and within arm’s reach on a clerk’s office desk, so footprint and noise level is important.
The fi-800R is an ultra-compact yet highly versatile scanner adept at scanning all types of documents, including thick items like passports and driver licenses. It includes helpful features like a front-feeding option for quick single document scans and PaperStream IP automatic image enhancement, so you don’t have to hassle with driver settings to get great image quality. This model provides an agile and efficient scanning experience in even the smallest spaces. For batches of documents, it has an integrated U-Turn automatic document feeder that places scanned documents in the front of the scanner. (no need for an exit tray!) Combined with ease of use, this is the perfect device for individual scanning.
Another great imaging solution is the fi-7160. It provides unmatched performance and market-leading reliability, with a compact footprint. Meanwhile, the fi-7260 is equipped with a built-in flatbed, so this scanner can process fragile documents and bound documents that would have to be uncoupled before using an automatic document feeder. Both of these models are also whisper quiet—ideal for court room proceedings, where you don’t want a lot of clatter interrupting the workflow, and it keeps open office settings pleasant, too.
The fi-7160 and fi-7260 are also both exceptionally easy to use, so clerks and court reporters won’t have to spend a lot of time training to use them effectively. Just like the fi-800R, these models feature the PaperStream IP image enhancement, which is integrated into the TWAIN and ISIS driver, so scanning processes are easier than ever. It automatically converts images into exceptionally clean files, improving OCR accuracy, even when scanning wrinkled, soiled and patterned documents. Both the fi-7160 and the fi-7260 also include PaperStream Capture software. With an intuitive interface, PaperStream lets you feed information into the court’s secure workflow during batch scanning.
Getting it right the first time, every time
The last thing you want in a court room situation is to have to re-scan materials because there was missing pages or it was off center. All of these models include specially developed technologies that prevent multi-feed errors. The Skew Reducer helps improve feeding performance and helps you avoid the need to re-scan because document edges weren’t captured during the scanning process. Even if papers start to jam, the Paper Protection feature will fix that for you by stopping the scanning process before documents are damaged. In addition, the scanner’s sensors will adjust the feed rollers independently to make sure documents are fed incorrectly. This means images are perfectly aligned and the exit tray is neat and tidy. In addition, our rollers offer protection against build up from carbonless-paper (NCR) documents that can leave a residue. These rollers won’t swell like some other scanning solutions might. Make the scans with no jams—fast, clear and simple. When it comes to scanning, it’s not just speed and price. It’s the lesser-known features and actual performance that can truly make a big difference.