New Jersey Litigation Support

New Jersey Litigation Support - Coast Scanning East

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Outsourcing Litigation Support Services – A necessity of these times

What is outsourcing?

Outsourcing is a common phenomenon in today's business world. It is the subcontracting of various processes, which are part of the day-to-day operations of a company or firm, such as data storage, data entry, product designing, manufacturing etc, to a third-party company. Outsourcing is done for many purposes, such as lowering costs, accessing specialized services not available in the company, distributing tasks for maximum effectiveness and speed, to take advantage of lower costs or better services elsewhere, as in different countries and so on. Outsourcing involves the transfer of the control, management and daily execution of various business functions to an external service provider. The client company and the outsourcing service provider enter into a contractual agreement, which defines the nature and extent of services to be done.

Outsourcing in the legal industry

In the legal industry, the storage of records and the management of both paper and electronic records is often a challenge. Large volumes of these often make managing them difficult, so the better and efficient alternative is often to outsource them to an efficient and specialized litigation support service organization. So many Law firms, counselors, legal practitioners, barristers and private attorneys often outsource litigation services. It allows the firm to save time from filing and searching for documents. This saves much time, manpower and effort. It also allows the firm to focus on and improve its core competencies instead of struggling with paperwork. Basically letting the legal firm’s and attorneys do what they do best, and leave the rest to others.

The Various Litigation Support Services available

Outsourcing Records Storage

The storage of records is an important consideration for the legal firms and private attorneys. This needs lot of space, various other furniture, stationary and equipment. Often in case of space constraints, it's better to outsource these functions. Outsourcing service providers offer the following services in this regard.

1] The Storage of paper records such as Client files and Case Files – These companies provide Secure facilities where the records are stored. They also provide Storage, access, and retrieval services for paper records.
2] Storage of vital records - Specialized and highly secure storage facilities are provided for the storage of various irreplaceable and highly important documents. These include documents such as deeds, titles, contracts, stock certificates, trusts, patents and various notarized or certified records.
3] Electronic Records Storage -These companies index and store the electronic documents of legal firms and attorneys such as e-mails, billing statements, files and documents in various formats or scanned paper documents in their secure and confidential data centers.

Outsourcing Records Management

The outsourcing services suppliers provide various means to manipulate and manage data and records of legal firms and private attorneys in various formats. These services include

1] Indexing and organizing
They help organize various transcripts, evidence documents, depositions and any other legal documents of law firm's. And to create a searchable database which is well organized and easy to use. This allows the legal firm or attorney to search and catalogue their documents in an effective and efficient manner.
2] Objective Coding and Subjective Coding
These legal coding services involve processing and summarising, as well as the analysis of the major issues in legal documents in order to help the law firm's find the legal documents they require, quickly and easily.
3] Optical Character Recognition services (OCR)
These companies provide OCR services where documents are converted into formats such as PDF. Searchable databases are created where documents can be easily stored and accessed. They also code the electronic evidence into formats compatible with common litigation database software and also archive it on various digital media which helps make the electronic data discovery [EDD] process easy.
4] Online custom databases
The service supplier's provide the ability to securely store the litigation database on a website which enables easy online access and also sharing.
5] Creating retention and disposal schedules - A law firm manages large volumes of records, it's important to continually dispose unneeded documents. These companies help create policies and procedures for the retention and disposal of records, to reduce storage costs while keeping compliance with laws and regulations.
6] EDD assistance services – These are services which assist the EDD [electronic data discovery] process. 7] Various other services, such as document scanning, imaging, processing and the editing of digital documents are provided.

Outsourcing Trial Presentation Services

In today's legal environment, better results can be achieved by engaging a specialized trial presentation service provider. These companies usually provide the following services.

1] Trial Consultancy – These firms assist in the various aspects of a trial from the opening statement through to the closing argument.
2] Multimedia Presentation Systems – They provide hardware and equipment required for multimedia presentations in trials such as LCDs, plasmas, monitors, notebooks, scanners and so on, for use in a visually oriented and effective trial.
3] PowerPoint Presentations – This involves creation of static or animated text slides for the opening and closing statements and various charts and diagrams for the benefit of the jury.
4] Video deposition editing and optimization

There are many companies, which provide all or some of the above services. The competitive legal firm often needs to engage these outsourcing service providers to do it’s best. Many advantages can be availed by outsourcing as stated initially. So outsourcing is a major consideration for a legal firm or private attorney while planning how to best conduct it’s operations.