Law Image plays a vital role in helping a government department in a major coding project. The team used Agile framework to cater to changing priorities while coding 22,000 documents.
An Australian government department required assistance coding a large volume of documents for a national litigation project .
Our client provided 34 tranches of documents to create easily searchable indexed files. The legal technology team were to review and code approximately 22,000 documents.
Each document had varied precedence levels set by the client. The project required frequent priority changes during the process. To address this challenge, the team coordinated regularly with the clients to understand the next set priority and aligned their work deliverables accordingly.
The team kick-started the project by using a priority list and determining how many documents they could complete in a week. To fasten the process furthermore, the team increased their targets in the consecutive weeks.
Our approach to working in an agile manner created flexibility in delivering the project as per our client’s expectation. Our project manager maintained regular client coordination. This ensured seamless document prioritisation to accommodate any ongoing requirement changes.
The main process involved three important stages:
1. Delimiting – Ranges & Relationships
The first stage was document delimiting. In this stage, our legal technology team reviewed the documents to determine the boundaries and document ranges. Next, they established a host-attachment relationship between the documents, thereby minimising the file search and creating an easy-to-use file database.
Process Knowledge: Document Delimiting is a process that defines document boundaries. Each document is reviewed to demarcate its boundaries. Following which, a host-attachment relationship is established to create an easily searchable database.
2. Objective Coding
The next stage in the process was objective coding. Our legal technology team reviewed each document carefully to extract key information from the documents. Next, the team created an index with the identified keywords, thereby structuring the data in a searchable format.
Process Knowledge: Objective Coding is a process of capturing key information from a stack of data to create an easily searchable index based on simple keyword search. This key information can range from client names, dates, authors, places, document types, and particular wording.
3. Quality Assurance (QA)
The final stage was the Quality Assurance (QA) process. In this process, our team rechecked the final documents to ensure that the finalised files were error-free.
Process Knowledge: QA process ensures that any user error is identified and resolved before the job is finalised. This step ensures that the job conforms to the clients’ specifications and requirements.
The entire project was completed and delivered on time. The client admired the steady flow of deliveries and appreciated the constant support in accommodating the priority changes.
A smart and strategic solution to obtaining an efficient workflow was the key factor in accomplishing this project. The ability to prioritise each document based on the client’s needs and recalibrate the process in an agile way helped execute this project seamlessly.
About Law Image: Law Image is a leading document management company. Founded in 1999 and headquartered in Melbourne, we have offices in Sydney, Brisbane, and Perth. Law Image support law firms and government departments across Australia with end-to-end legal document management solutions.
Let our team help you with your document management project. To contact the Law Image Team, click here.
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