Legal Document Scanning in Phoenix, AZ

Litigation support, discovery production, legal-hold digitization, and closed-case archives for Phoenix-area law firms. Bates numbering, OCR, and chain-of-custody documented on every job. Confidentiality protocols that match ABA and Arizona ER 1.6 expectations. 40 years scanning sensitive records in Arizona.

Get a Free Scanning Quote Call 602-224-9971

Confidentiality
Signed NDA every job

Bates Numbering
Applied at scan time

OCR & Search
Text-searchable PDFs

Chain of Custody
Court-defensible logs

Since 1987
40 years in Phoenix

Legal Documents We Digitize

Discovery Production Sets — Bates-numbered, OCR’d, organized for production to opposing counsel
Deposition Exhibits — Pre-deposition prep packs or post-deposition cleanup, indexed by exhibit number
Legal Hold Collections — Custodian-by-custodian scanning with preserved metadata logs
Closed Case Files — Retention-period digitization so you can purge filing cabinets and storage units
Trust Account Records — Arizona ER 1.15(a) requires 5-year retention of trust records — digital is cleaner
Pleadings & Court Filings — Filed copies, returned-from-court sets, archives
Contract Archives — Executed agreements with redlines, schedules, amendments
Probate & Estate Files — Wills, trusts, accountings with long-retention requirements
Real Estate Closing Files — Settlement statements, deeds, closing binders
Family Law Files — Long-running matters with sealed exhibits handled separately
Personal Injury Files — Medical records, accident reconstructions, expert reports
Insurance Claim Files — Bulk claim digitization for in-house counsel and defense firms

Phoenix Law Firms That Trust Our Scanning

Small Firms & Solo Practices — Bulk closed-file scanning so you stop paying for off-site storage
Mid-Size Litigation Firms — Discovery production support — Bates, OCR, load-file generation
AmLaw / National Office Firms — Surge capacity for large discovery scans, integrated with Relativity / Concordance / DISCO
In-House Legal Departments — Litigation hold scanning, contract digitization, records governance
Probate & Estate Practices — Long-retention file digitization, estate file consolidation
Family Law — Sensitive-matter scanning with elevated handling protocols
Real Estate & Title — Closing binders and historical title file scanning
Personal Injury / Med-Mal — Medical record and expert-file digitization synchronized with case management
Government Counsel — City, county, and tribal legal department scanning
Bar Association Members — MCBA and State Bar of Arizona members receive our standard professional rate

Discovery Production — How It Actually Works

Discovery production sets have rules that ordinary scanning doesn’t follow. Bates numbers must be applied without obscuring text. OCR must capture searchable text without altering the image. Load files must match the production set exactly so the review tool doesn’t reject the import.

Bates numbering schemes — alphanumeric prefixes, custodian codes, leading zeros, your firm’s existing convention. Applied at scan time.
Confidentiality endorsements — “CONFIDENTIAL,” “ATTORNEYS’ EYES ONLY,” “SUBJECT TO PROTECTIVE ORDER” stamps applied during scanning.
OCR with redaction-safe output — text layer over image so redactions made in your review tool actually hide what’s redacted.
Load file generation — DAT, OPT, LFP, CSV. Compatible with Relativity, Concordance, iCONECT, DISCO, Everlaw, Reveal, Logikcull.
TIFF, PDF, or hybrid output — by your matter’s specifications.
Native file collection — for ESI matters where the originals are digital, we coordinate with your e-discovery vendor.
Privilege log support — if you need pages flagged or excluded during scanning, we follow your firm’s privilege protocol.

Confidentiality — How We Actually Do It

Vendor “we’re confidential” claims without specifics are worth nothing. Here’s our actual process:

NDA signed before pickup. Standard NDA available, or we sign your firm’s version.
Access control on the scanning room. Badge access, visitor log, security cameras, clean-desk protocol. Staff have signed individual confidentiality agreements and trained on ABA Model Rule 1.6 expectations.
Conflict checking. Before accepting a matter from a new firm, we run a basic conflict check against current and recent clients.
Encryption everywhere. AES-256 at rest, encrypted in transit. Files are not stored in cloud services that aren’t on your firm’s approved-vendor list.
Audit log on every file. Who opened what, when, from where.
No subcontracting. Your records do not leave our facility for the scanning step. Period.

How Legal Document Scanning Works

NDA / Engagement and Quote — We sign a non-disclosure agreement if your firm requires one. Written estimate before work begins.
Secure Pickup — Locked containers, documented handoff. No intermediate storage.
Bates and OCR During Scanning — Bates applied during scan, not as a post-process. OCR runs on every page. Quality verified page by page.
Load Files and Review Tool Output — Relativity, Concordance, DISCO, Everlaw load files generated to match the production exactly.
Encrypted Delivery — Files delivered via SFTP, secure cloud, or encrypted physical media.
Originals: Return or Securely Destroy — Returned in original condition, or destroyed with certificate of destruction.
Audit-Ready Documentation — Chain-of-custody, Bates ranges, QA report, destruction certificate.

Frequently Asked Questions

Do you sign an NDA before starting?

Yes — every time. We have a standard NDA we sign within 24 hours of request, or we sign your firm’s version if you prefer.

Can you do Bates numbering during scanning?

Yes. Bates is applied during the scan, not in a separate post-process. Alphanumeric prefixes, custodian codes, leading zeros, and your firm’s numbering conventions are all supported.

Do you generate load files for Relativity / Concordance / DISCO?

Yes. DAT, OPT, LFP, and CSV load files for Relativity, Concordance, iCONECT, DISCO, Everlaw, Reveal, and Logikcull.

How fast can you turn around a production?

A 1,000-page production typically delivers in 24-48 hours from pickup. A 50,000-page production delivers in 7-10 business days. Rush turnaround is available for filing deadlines.

What about Arizona ER 1.6 confidentiality?

Our protocols are designed around it. Access-controlled facility, individually signed confidentiality agreements for staff, no subcontracting of scanning work, encrypted handling end to end.

Can scanning happen at our office?

For high-profile or chain-of-custody-critical matters, yes. We bring scanning equipment to your office when off-site transport is not acceptable.

Scan Legal Records the Right Way

Whether it’s a 5,000-page discovery production due Friday or a 200-banker-box closed-file purge that’s been on the list for two years, we handle it from NDA to certificate of destruction.