Coding and Indexing of the documents is a crucial part of efficient legal document management for the smooth running of a business. These also help to organize the documents, making it easier to find them in need, especially in case of very short notice. All businesses (irrespective of their types) deal with a wide variety of records/documents needed on a temporary or permanent basis. These documents generally incorporate receipts, faxes, newsletters, journals, catalogue data sets, instruction manuals, legal case files, etc. In-house legal departments or outsource litigation support services is the need of the companies. That includes second requests to generate mergers and acquisitions. To find solutions, there are many challenges to legal coding and indexing that need to be fixed by lawyers or law firms. This writing piece highlights some common legal coding and indexing challenges and their solutions; let’s read through it.
Challenges in Legal Coding & Indexing and Their Solutions
Challenge 1– Lawyers Usually Have Very Less Time for This Tedious Job
Parties may demand productions be delivered within a month or, at times, a couple of weeks. Here, companies sometimes might find it impossible to prepare the legal work in advance. This challenge usually comes up in front due to two common reasons; lawyers with time too little to meet deadlines and the absence of robust information governance systems.
Solutions – Having a reliable data governance system in place that can be clearly documented and easily followed. Adopting data, maps enable legal teams to effortlessly identify desktops, emails, network servers, historical backup data sets, etc. Staying informed about data ownership – what data belongs to which departments, data location, a timeline of data usage and modification, etc. All these should be a part of the data retention program. The organizations are becoming aware of third-party cloud applications.
Challenge 2 – No Room for Negotiating the Scope of Discovery
Parties define the deliverables and targeted deadlines. If legal teams produce documents in a hurry without considering if they are entirely in compliance, penalties may be levied, and there are high risks of rejection.
Solutions – Both parties should comprehend the second request specifications. Plans should be conveyed promptly.
Challenge 3 – When Mixed Documents Are Added, Complexity Increases
Despite not having precise time for project review, corporate legal departments take a long view of merge and acquisition timelines and may anticipate a second request.
Solution –For project assessments, legal teams can collaborate with outside counsels, even before the generation of the second request.
Challenge 4 – Content in Multiple Languages Can Complicate the Review Process When organizations get involved in global acquisitions, there is often a requirement to produce documents and contracts in a foreign language.
Solution – A reliable provider offering quality legal services with enough experience in global e-discovery can be your best partner to handle the entire review process. When one provider supervises multi-language review, consultation, communication, and collaboration between different reviewers, it becomes easier to understand the data sets and proceed accordingly.
Other Effective Solutions Predictive Coding
A review phase of a legal case is electronically responsive with predictive coding. TAR- technology-assisted review or CAR- a computer-assisted review is another name of predictive coding. Artificial intelligence is generally used by this software to learn new patterns that considerably increase the review process or significantly reduce cost and time
Take Help from Professionals
Lawyers usually remain busy with their hectic work schedule, due to which they often fall short on time for the review process. In such circumstances, they can take help of legal coding service providers. That generally has an entire team of legal experts. This team can fulfil lawyers’ requirements for support in reviewing and coding documents, helping them ease off their project-related workload. However, they must differentiate the need for litigation consultants from the need for legal experts. In order to get reliable litigation support services, they need to choose service providers wisely. They should have the appropriate technology for secure storage and complete maintenance of legal data and resources.
- Why Are Legal/Litigation Coding Services Crucial for Lawyers?
These services help lawyers build a secure system for preserving important documents. This system provides information access to authorized personnel and helps respond to clients requirements timely.
- A reputed service provider can offer cost-effective litigation coding solutions, helping lawyers improve their business’s bottom line.
- Lawyers can get professional litigation support services to enhance their overall productivity and meet strict deadlines effortlessly.
- Legal process outsourcing partners can work closely with lawyers’ clients, ensuring higher levels of client satisfaction.