Technology Vendor Showcase
Capturing And Processing Documents Within One Easy-To-Use Program
Jansons, DATAssimilate Systems Inc.
Girts Jansons is Chief Executive Officer of
DATAssimilate Systems Inc.
Questions about this article can be submitted to him at firstname.lastname@example.org
Remember the days when photocopiers came into the legal marketplace?
Most firms did not jump on the bandwagon to install these machines
immediately, but rather chose to continue outsourcing their copy needs
to a copy house. Although outsourcing copy needs still occurs today, I
dare say that almost every firm has a substantial copying capacity
in-house with the larger firms maintaining complete copy departments.
This trend is slowly beginning to appear in the conversion of paper
document to the electronic image arena. As software becomes
increasingly friendly to use, law firms are, due to security, quality
and confidentiality reasons, opting to scan, code and process their
client documents in-house. Not only are they maintaining control over
their client's document but, since the client ultimately ends up
bearing the cost whether outsourced or not, many firms are realizing a
Whether large or small, law departments around the globe continue to be
challenged to do more with less. In these tough economic times, every
expense needs to be scrutinized. To assist firms in making a valuable
decision on which method of document processing will best suit their
environment, requirements and needs, DATAssimilate Systems Inc. has
created a Document Processing and Costing Case Study. The Case Study
will provide law departments with an actual cost analysis between
outsourcing document capture, indexing and processing to a service
bureau, as compared to performing the work in-house using the
DATAssimilator software. As with copy houses, the need for service
bureaus will always remain to assist with large and overflow projects,
together with rushes that are prevalent in the legal industry. The
objective of the Case Study is to demonstrate how, by using
DATAssimilator software, the firm will gain profits and/or realize
considerable savings. Further, it will provide law departments with an
actual cost analysis between outsourcing document capture, indexing and
processing to a service bureau, as compared to performing the work
in-house using the DATAssimilator software.
DATAssimilator Software Overview
The secret to DATAssimilator software is its extremely friendly user
interface which takes maximum advantage of its powerful functions,
allowing law firms or corporate legal departments to easily bridge the
gap and do more work in-house. You no longer need to be a programmer to
make scanning and processing software work. The DATAssimilator software
allows you to intelligently capture and process all of your documents
within one easy-to-use program in real time. Unlike most packages which
function on batch processes, DATAssimilator's real time functionality
allows coding and other processes to start and run simultaneously as
soon as scanning has begun. This allows the entire litigation team to
begin their work and review simultaneously as the data is being
captured. Some of the functionality and sophistication available in the
Scanning. The intelligent scanning interface allows for both manual and
fully automated capture of both images and information.
OCR. The software's Optical Character Recognition (OCR) engine converts
images to computer readable files that enables their content to be
searchable using full text engines. Multiple language capable.
PDF. The software creates PDF (Portable Data Files), image only or
imbedded OCR text.
Coding. Service bureau tested, the software's keyboard functions and
quick keys promote maximum coding speeds. The auto-code grabber feature
further enhances coding by allowing users to highlight areas of a .tif
image and populate entire fields with that information.
Branding. The pages of documents can be electronically numbered using
the Bates numbering system, along with the capabilities of branding a
caption on the image. This eliminates document numbering duplication
and authenticates each image.
Printing. The software enables you to print reproductions of the
images, complete with colour separator sheets along with coded data
captured from fields on the separator sheets.
DATAviewer. The software comes with a complimentary DATAviewer which
acts as a searchable sortable database document viewer - a real plus
for your clients in terms of archiving, reviewing and collaborating
with you regarding their collection of documents. In addition, case
preparation is greatly facilitated when select document collections can
be forwarded to experts and witnesses on the DATAviewer, rather than
preparing cumbersome voluminous paper copies.
Other Features. The software also comes with security features, spell
check, user and process tracking, search and sort capabilities, the
ability to make sub collections, re-numbering, as well as built in
intelligent quality control checks. DATAssimilator exports to most
popular litigation software packages, such as Summation, Concordance,
Ringtail and others, as well as to a generic format.
The DATAssimilator Document Processing And Costing Case Study Common
The Case Study values are based on processing one storage box of
documents. Along with certain assumptions, it takes into consideration
labor, office space, hardware, software, processing time and other
related costs, which are then amortized. These assumptions, amortized
values and calculations are available on the Case Study CD.
The Case Study looks at the cost of processing the storage box in-house
versus the cost of outsourcing the work to a litigation service bureau,
and the results are as follows:
Costs Associated With Processing In-House Using DATAssimilator
The cost of processing one storage box of documents in-house using the
DATAssimilator software would be $1,128.98.
*DS Cost refers to the associated cost of using DATAssimilator software
on a pay-per-use basis, which does not require an initial financial
investment in the software. Firms can take advantage of the software
for as little as $150.00 per month. For information about the different
types of price plans we offer, visit our website at www.datassimilate.com.
Costs Associated With Outsourcing To A Service Bureau
The Case Study, adopting similar processing assumptions, estimates that
the costs associated with outsourcing to a service bureau, exclusive of
taxes and based on average market prices in North America, would be
Observations And Summary Of Cost Comparison
The savings realized by doing the work in-house using DATAssimilator
software is almost 50 percent. As projects expand in scope and
processes become more streamlined, this percentage can only get greater.
The Case Study calculations are intended to present a conservative
snapshot of the document capture process. The values used in the Case
Study are deliberately understated. Expenditures are estimated on the
"high side." This method of explanation avoids appearing to exaggerate
the model for the benefit of the DATAssimilator software. Firms may
realize the savings themselves or, if performing work on a client's
behalf, gain profits for the firm through cost recovery. To accommodate
accurate calculations, the DATAssimilator software tracks counts of all
functions performed on a project by project basis.
To Request The DATAssimilator Document Processing And Costing Case Study
For copies of the Document Processing and Costing Case Study, contact
Robert Morgan at email@example.com.
Because assumptions vary based on geographic location, personnel costs,
length of documents and other variables, the Case Study includes a
"live" Excel spreadsheet version that enables you to adjust the Case
Study assumption values yourself.
Metropolitan Corporate Counsel