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datacoll8

Services

Everything between a box of paper and a verified record

Six services, delivered as one programme by the same team. Each has a defined scope, a set of deliverables you can hold us to, and an indicative timeline drawn from engagements of comparable size.

Service 01

Document scanning setup

Hardware specified, supplied and installed around the documents you actually hold, not a generic office bundle.

We start with a capture audit: what your archive is made of, where it lives, how much of it arrives each day and who needs to scan it. From that we specify the right mix of production, departmental and desktop devices, install them on your network, and build the imaging profiles that make output consistent across every site and every operator.

Typically two to four weeks from audit to first live batch

Deliverables

  • Capture audit covering backfile volume, daily inbound and document conditions
  • Hardware specification with per-site device placement and throughput sizing
  • Installation, network configuration and driver rollout
  • Imaging profiles for standard, bound, fragile and oversized originals
  • Operator quick-start guides and a labelled device map for IT
Service 02

Software installation and configuration

The Datacoll8 client and processing services deployed into your environment and wired into your existing systems.

We deploy the capture client to workstations and the processing services to your chosen environment, then connect them to the systems you already run. Batch separation, queue routing, retention rules and user permissions are configured with your records team so the software matches your filing conventions from day one.

One to three weeks, run in parallel with hardware installation

Deliverables

  • Deployment of capture client and processing services to your environment
  • Integration with your DMS, practice management or case management system
  • Batch separation, routing rules and queue design per department
  • Role-based access, matter-level permissions and retention configuration
  • Environment documentation and a tested rollback plan
Service 03

AI extraction and templates

Extraction models and templates tuned against your own agreements, with confidence thresholds you control.

Generic extraction gets you part of the way. We tune classification and clause extraction against a representative sample of your own documents, build templates for the agreement types you handle most, and set per-field confidence thresholds with your team so the right values are auto-accepted and the rest go to review.

Three to six weeks depending on document variety

Deliverables

  • Document taxonomy and classification model tuned on your sample set
  • Templates for your highest-volume agreement and case file types
  • Clause and entity extraction schema mapped to your DMS fields
  • Per-field confidence thresholds agreed with your review team
  • Accuracy report on a held-back sample before go-live
Service 04

Compliance support

Retention, audit and data handling configured to your regulatory obligations and evidenced for review.

We work with your compliance lead and DPO to translate obligations into configuration: what is retained and for how long, who can see which matter, where data is processed and how destruction is evidenced. The result is a scanning process you can put in front of an auditor without assembling anything by hand.

Two to three weeks, delivered alongside configuration

Deliverables

  • Retention and destruction schedules configured per matter and document type
  • Immutable audit trail covering capture, extraction, verification and export
  • Data flow and processing location documentation for your records
  • Access control review with role definitions signed off by your compliance lead
  • Evidence pack template for internal and external audit
Service 05

Training and onboarding

Role-based sessions for operators, reviewers, fee earners and IT, with materials you keep.

Adoption fails when only one person understands the system. We run separate sessions for the people who scan, the people who verify, the fee earners who search and the IT team who support it, then leave behind written guides and recordings so new joiners are not dependent on a handover conversation.

Delivered across go-live week, with a follow-up at thirty days

Deliverables

  • Operator training on capture, batching and exception handling
  • Reviewer training on the verification queue and correction workflow
  • Fee earner session on search, retrieval and matter indexing
  • Administrator handover covering monitoring, permissions and support routes
  • Written guides and session recordings for future joiners
Service 06

Ongoing optimisation

Scheduled reviews that retune templates, tighten thresholds and keep throughput where it should be.

Document sets change, counterparties change their paper and new matter types appear. We review extraction performance on a regular cycle, retune templates where correction rates have crept up, adjust thresholds, and report on throughput and exception volume so you can see where the remaining manual effort actually sits.

Quarterly by default, monthly for high-volume sites

Deliverables

  • Scheduled performance review of extraction accuracy and correction rates
  • Template retuning for changed or newly introduced document types
  • Threshold adjustment based on real reviewer decisions
  • Throughput, exception and queue reporting for your operations lead
  • Hardware health checks, consumables planning and firmware updates

How an engagement runs

Four phases, with a decision point at the end of each

You are not committed to the next phase until the current one has produced something you can evaluate. The audit stands on its own, and so does the accuracy report.

Hands sorting paper documents into labelled folders on a desk.

  1. Phase 01

    Capture audit

    We look at the archive, the daily inbound, the document conditions and who needs to scan. Everything downstream is scoped from what we find here.

  2. Phase 02

    Specification and configuration

    Hardware specified per site, software deployed and integrated, separation and routing rules designed with your records team.

  3. Phase 03

    Model tuning and sign-off

    Extraction tuned on your sample set, thresholds agreed field by field, accuracy reported on documents the model has not seen.

  4. Phase 04

    Go-live and optimisation

    Role-based training in go-live week, a review at thirty days against real reviewer decisions, then a scheduled optimisation cycle.

Book a demo

Scope it against your own paper

Tell us what your archive looks like and what is arriving each day. We will tell you which of these services you actually need and which you can skip.

Book a demoContact us

Demos run Monday to Friday, 08:30 to 18:00 GMT