20% of documents are in a black hole. Here’s how to find them...

Published on December 10, 2011 by kerryc
Access to information in today’s business world is crucial. Law firms have invested heavily in Document and Knowledge Management Systems as well as in search technology to ensure instant access to all the documents related to a case, the latest precedent or latest version of a contract. This can often be the difference between winning and losing a case. Despite this investment, up to 20% of documents in a Document or Knowledge Management System may be non-searchable and therefore “invisible” to your search technology.

The risks are great

Failure to produce documents on demand impacts the bottom line, workplace efficiency, regulatory compliance, productivity and exposes a firm to unnecessary risks, which can lead to sanctions, dismissal of claims, ultimate loss of case as well as undermining a firm's reputation.

The sources are many

Image-based files such as faxes, image PDFs and scanned documents often get profiled in the DMS through a variety of workflow loopholes; email attachments, legacy documents, documents ingested from acquisitions and imported litigation files. These documents are “invisible” to the DMS as there is no text to search.

The solution is simple

Content Crawler can search Content Repositories for non-searchable content in image files, PDFs and even email attachments. The files are converted to text-searchable PDFs using OCR technology and saved back into your Content Repository. Content Crawler can search and convert backlogs of legacy documents as well as actively monitor newly-profiled documents. It can also ignore documents that do not meet a minimum text threshold, ie there is little or no text in the document. Content Crawler integrates with Autonomy iManage, OpenText eDOCS DM and OpenText Content Server as well as the file system in Microsoft Windows (including Windows Explorer).

Download Content Crawler Audit Tool

If you don’t know the extent of the problem at your firm or you are not sure if you have a problem (or if you need to know if a litigation client of yours has a problem), DocsCorp invites you to download its complimentary Content Crawler audit tool to help you identify non-searchable documents in your Content Repositories or in those of a client. Request the Content Crawler Audit tool