Several Ways to Expedite Document Retrieval

Documents and records such as docket sheets, decisions, transcripts, opinions, briefs and pleadings are essential to the success of a case. Lawyers and legal researchers utilize these documents to build supporting arguments, establish legal precedence, and help clients make better-informed decisions.  

However, securing such types of information takes time and skill. Any errors and complications that arise during this process can hinder you from winning a case or protecting your investments.

For instance, the large number of cases added to databases every year makes it longer to sort and find relevant files. In addition, the lack of a unified file taxonomy can complicate things further.

In New York, the Civil Court alone keeps its records for 25 years. The files are kept in the courthouse for three years before they are relocated to off-site archives for the next 22 years. Without assistance, finding the right files can take you months. Not to mention time spent analyzing and measuring each document’s relevance to your case.

That said, here are a few practices that can help expedite and simplify document retrieval. 

  1. Begin discovery immediately

Document retrieval is often a time-consuming process. Anyone involved in a legal proceeding must be aware of the discovery phase either before filing a lawsuit or upon receipt of a complaint. This means researchers and their clients need to start gathering both written and electronic documents as soon as possible.

  1. Manage requests promptly and efficiently

Sometimes, requests for documents don’t run as smoothly as planned. Simple human errors such as incomplete documentation or misplaced claims can halt progress. Late payments and failure to follow up requests may also lengthen turnaround.

Keeping track of record requests is critical. This will save legal teams from worrying about missed deadlines and incomplete materials. Securing the right documents at the right time will put your clients in a better position to secure favorable outcomes.

man using the computer

  1. Track and organize delivery of documents

Documents come in different types. They may be sent via email, mail, CDs, flash drive, or personal delivery. Note the source, date, and an overview of the content of each document. Some legal teams use Bates stamping for easier indexing.

  1. Get professional help

Document retrieval involves interactions with different entities and authorities. In addition, you need to be familiar with the procedures in your jurisdiction to keep your client safe from any risks or penalties.

Retrieval specialists have all the knowledge and experience to access hard-to-find documents you may need. In some cases, they may have to physically dig through files or seek materials by backtracking through cases that cited your target documents.

Document retrieval specialists in New York can examine electronic databases including the state’s Court of Appeals Public Access and Search System or Court-PASS. However, Court-PASS is limited to materials for cases that were filed or pending after January 1, 2013. In this case, your retrieval team may have to search through physical files and other data sources.

NYC’s trusted retrieval specialists

Document retrieval is not a one-man job. By hiring a professional retrieval team, you can rest assured that all the data you need is secured swiftly.

With our years of experience and knowledge of the legal policies and procedures in New York, Serve Index LLC can help you find the document you need in no time. We take pride in assisting law firms, corporations and civilians locate materials for legal, personal, and business purposes. Our fast, professional service helps save you the time, money, and hassle of locating essential information.

Call us at 1-888-994-6339 so we can discuss your needs.

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