Intelligent document scanning and AI data extraction for contracts

We integrate with the document and practice management systems law firms already run, including iManage, NetDocuments, SharePoint and Worldox, as well as case and matter systems that expose an API or a monitored filing location. Where no API exists we deliver to a structured folder with an accompanying metadata file, so records still arrive indexed rather than as loose images. Integration design happens during configuration, and we test it against a sample matter before go-live.

Every action is written to an immutable audit trail: who captured the document, which model version read it, which fields were changed during verification, who approved it and where it was exported. Retention and destruction schedules are configured per matter type, access is role-based down to matter level, and we document data flows and processing locations for your records. The intention is that an audit request is answered from the system rather than reconstructed by hand.

You choose. Datacoll8 can run entirely within your own infrastructure, in a private cloud tenancy in a region you specify, or in a hybrid arrangement where capture and verification stay on site and only anonymised model telemetry leaves. Client documents are never used to train shared models. We sign a data processing agreement covering the arrangement you pick, and the processing location is documented in the compliance pack we hand over.

Accuracy depends on document quality and how varied your paper is, which is why we measure it on your own held-back sample before go-live rather than quoting a headline figure. Every field carries a confidence score, and you set the threshold at which a value is auto-accepted or sent to a reviewer. Reviewers see the extracted value next to the original page region it came from, corrections are logged, and those corrections feed template retuning so the same mistake gets rarer.

Expect a capture audit, a configuration workshop with your records and compliance leads, a document sample for model tuning, and role-based training in go-live week. Most of the effort sits with us. From your side the meaningful commitments are access to a representative document sample, sign-off on retention and access rules, and naming an internal owner for the verification queue. We follow up at thirty days to tune thresholds against real reviewer decisions.

That comes out of the capture audit rather than a catalogue. A firm digitising a large backfile needs production scanners with high-capacity feeders; a firm handling daily inbound post is usually better served by departmental units near the post room plus desktop scanners for fee earners. Bound deeds and fragile originals need overhead or flatbed capture. If you already own suitable devices we will work with them where the imaging quality supports reliable extraction, and say so plainly where it does not.