How to Create Document Scanning Software for Lawyers
Ninety percent of a lawyer’s work is connected with documents, despite what TV series try to show us. Even in 2020, lawyers spend lots of time manually filling out documents. In this article, we’ll talk about digitizing the whole process with the help of document scanning software
Why create document scanning software?
Though different solutions for document scanning already exist, they can’t fulfill lawyer’s every need. This is why some law firms, enterprises and individual entrepreneurs create scanner apps. Why might you need to create your own document scanning software?
1. Save time on filling in documents
According to MetaJure, lawyers spend an average of at least 11.2 hours a week on document-related challenges, of which six hours are a complete waste of time.
A document scanning product can help you manage digital copies of documents and by hand extract information without having to fill everything in manually. Modern document scanning software can be equipped not only with computer vision but with artificial intelligence that recognizes separate parts of a document and extracts information from them.
According to MetaJure, lawyers spend an average of at least 11.2 hours a week on document-related challenges, of which six hours are a complete waste of time
2. Collaborate with colleagues
Digitized documents allow easy and remote collaboration in the cloud, where you can sync documents with your colleagues and work on them together. Think Google Docs: software for legal documents works similarly. Document scanning software can show you all the changes in different versions of a document, and if you see a mistake, you can always return to a previous version.
3. Back up your documents
It’s much harder to make backups of physical paper than it is to make backups of digital documents. Document scanning applications allow you not only to make your documents digital but to make backups.
4. Comply with the law
Governments are also moving toward digitizing documents, so in many cases having a digital copy of a document is not just an option but the law. Digital signatures are becoming more widely accepted, and governments are encouraging digital submissions of documents in many areas.
Now that we talked about the benefits of document scanning app, let’s discuss how to make a document scanning software.
How to develop document scanning software
Most document scanning features are implemented on the backend side of your app. You’ll need to set up your backend along with a database and all the necessary APIs, develop an admin panel so you can manage your software, and then create a mobile app: a thin client that will scan documents and send them to the backend for processing.
Here, we’ll talk about the main features you’ll need to implement in your document scanning software.
Artificial intelligence (AI) is the core of document scanning software if you want it to perform more advanced tasks than just scanning documents. Artificial intelligence has endless possibilities when it comes to documents.
AI can recognize the main parts of a contract, compare the conditions of two contracts to help you assess risks, and even help you with wording by highlighting uncommon phrases in your industry and suggesting more suitable alternatives.
Machine learning is what allows artificial intelligence to learn from real-world data. You’ll need to invest time in teaching your machine learning system, or you can integrate an existing machine learning library with similar capabilities.
To teach a machine learning system, you’ll need lots of labeled training data (fields, types of information, categories of documents, or phrases). For this, you can use Amazon’s Mechanical Turks, but beware of exposing your real-world data to contractors!
For machine learning, good options are MLKit and TensorFlow.
Computer vision software works closely with a device’s camera to detect and interpret an image. It allows you to set up edge detection to recognize the boundaries of a document and then detect everything in it.
To make your scanned documents crisp and help the system recognize everything in them, you may want to implement an image enhancement feature. This is great for a simple document scanning app, but it’s unnecessary if you plan to incorporate AI. In that case, the system will translate your images into text documents anyway.
Dynamic document sorting
Artificial intelligence can also help you automatically sort your documents according to parameters that are convenient to you — for example, document type, date of creation, or a particular folder or client the document belongs to.
Integration with a CRM
You probably already have a CRM for automation, so you should definitely integrate your document scanning software with it so that all documents are filed in the right places in your established system. You can also integrate your document scanner with planners and other software you use in your work.
The average lawyer spends 2 to 3 hours a week just searching for documents (and not always successfully). Document scanning and uploading software can save you loads of time (and consequently money) on searching for the right documents. Predictive search can let you find documents by date, file name, or even keywords in the document text.
Data security features
Build a document scanning software with security in mind. As your legal and financial documents may contain sensitive information, it’s important to take care of their security. You should protect not only the documents that are stored in your database but all channels of communication between thin clients and the backend.
Make sure you encrypt server requests and use advanced authentication (such as two-factor authentication) for anyone who has access to documents.
You can sign documents digitally, though the process is a bit different than signing with a pen. With an electronic signature feature, software can determine where a signature belongs and put it there. This feature should also be able to verify signatures according to a signature database.
To implement an electronic signature feature, you can integrate a service like DocuSign or GetSign: make your own comparison to find the best option for you.
Add possibilities for converting among different formats within your document scanning software so it’s easier to send, store, and print documents. The most popular formats you should be able to convert your documents to and from are:
- Google Docs
To send documents to your clients and colleagues faster, it’s useful to implement a PDF compression feature, as PDF is one of the heaviest formats for document storage.
These are the main features for document scanning software. You’ll also need personal profiles, log-in functionality, notifications, an admin panel for the web part of your software, and many other standard features that are usually present in any software. The final list of features will depend on your needs and budget.
Document scanning software development tips
1. Tablet vs mobile vs desktop
What platform is better for document scanning software? Well, you’ll definitely need a web part of your software, as it will be the foundation of your project. You’ll also need a web admin panel so you can manage your software, its content, notifications, and more.
Then you’ll need a tool to use the software during your work. For this, you’ll need an app for some sort of mobile device. I would advise developing for tablets first, as a tablet is more convenient when it comes to documents. If you feel like your business could also benefit from using smartphones, build an app for them as well.
2. Computer vision
Computer vision is the first step of the document scanning process. It’s responsible for detecting a document. For computer vision, we recommend OpenCV, the most popular and advanced library developers use to make a document scanner software.
3. Optical character recognition
Optical character recognition, or OCR, is the second part of the process. It’s responsible for interpreting and processing the data the computer vision system has captured. OCR is what turns a picture into text, and you can pair OCR software with the OpenCV library. The most popular OCR library is TesseractOCR.
Document scanning software can save a law firm lots of time and money, as lawyers spend much time on routine tasks like manual data entry and simply searching for documents.
To build document scanning software, you’ll need to build three major components: a backend, a web-based admin panel, and a mobile app. We recommend focusing on tablets first, as they’re more convenient when working with documents.
To make a lawyer’s work easier and faster, you’ll want to integrate machine learning, computer vision, and optical character recognition. These technologies will allow you to get your paperwork organized in smart digital document storage where you can easily find anything.
If you want to know more about how to create a document scanner software or the technology stack for this kind of software, be sure to contact us. Our document scanner software developers are currently working on a project that helps lawyers edit digital documents and scan them for correct wording. You can read about this project here.