Proper court file preservation is vital for maintaining the integrity and accessibility of legal records. Over time, storing documents in shuck folders and folding them into a trifold format has led to significant challenges in legal records management. This method, often adopted to reduce storage space, has historical roots but presents modern-day problems. Options are now available to address these issues through preservation, case file scanning, and rehousing files into durable, archival-ready storage systems.

The Problem with Storing Court Records in Shuck Cabinets

Physical Damage

Trifolded storage of court files creates pressure points that weaken the folds over time. This practice results in various types of physical damage, including:

• Tears and cracks: The repeated folding and unfolding of documents leads to tears and cracks along the folds.

• Fading ink: The constant pressure can cause ink to fade, making important information hard to read.

• Complete document loss: In severe cases, the tri-folded records can deteriorate to the point of being unreadable or falling apart entirely.

These damages impact the legibility, accessibility, and legal validity of court records, making case file preservation a crucial aspect of court records management.

The Preservation Process

Initial Assessment

The preservation process begins with a thorough evaluation of the court files. This initial assessment identifies the extent of damage and determines the appropriate preservation methods required for each document.

Flattening and Humidification

To reverse the trifold state, techniques such as flattening and humidification are employed. This process involves:

• Flattening: Carefully unfolding and pressing the documents to restore their original shape.

• Humidification: Introducing controlled moisture relaxes the paper fibers and reduces brittleness, making the documents easier to handle and repair.

Conservation Treatments

Once the documents are flattened, several conservation treatments are applied:

• Surface cleaning: Removing dirt, dust, and other deposits from the document surface.

• Removal of non-archival fasteners and adhesives: Carefully extracting staples, paper clips, and adhesive residues that may cause further damage.

• Mending: Using Japanese tissue and other archival materials to repair tears and cracks.

• Deacidification: Neutralizing acids present in the paper to prevent future deterioration.

• Mylar encapsulation: Placing the documents in archival polyester pockets to provide physical protection and support.

Storage Solutions

After conservation, proper storage solutions are implemented to ensure long-term preservation:

• Acid-free archival storage boxes and folders: Place flattened trifold case files into folders and boxes manufactured for long-term archival storage.

• Archival record binders and bound record books: Using durable binders and books to store, bind, and organize the files.

Digitization Process

Image Capture

The digitization process begins with capturing high-quality digital images of court files. This involves:

• Advanced scanning equipment: Using state-of-the-art scanners to ensure the highest resolution and clarity.

• Proprietary software: Employing specialized software for image enhancement and quality control, ensuring that every detail is accurately captured.

Archival Indexing

Once the documents are digitized, they are meticulously indexed for easy retrieval and management:

• Detailed metadata: Assigning comprehensive metadata to each file to facilitate quick searches and retrieval.

• Organized digital repositories: Creating structured digital archives that allow for efficient record filing and retrieval.

• Formatting data for case management system: Integrate metadata and images to your county’s CMS.

Benefits of Digitization

Digitizing court files offers numerous advantages:

• Secure, permanent copies: Creating digital copies that serve as secure, permanent records organizers.

• Improved accessibility: Enhancing accessibility and retrieval times, allowing legal professionals to quickly find the documents they need.

• Reduced physical handling: Minimizing the physical handling of original documents, reducing the risk of further damage.

Why Choose RDS for Court File Preservation and Digitization?

Experience and Expertise

Our team at Revolution Data Systems (RDS) brings extensive experience in handling fragile and valuable documents. We strictly adhere to the American Institute for Conservation's (AIC) Code of Ethics and Guidelines for Practice.

Comprehensive Services

We offer a full range of services tailored to court file preservation and digitization:

• Initial Assessment: Conducting thorough evaluations to determine the best preservation methods.

• Preservation Treatments: Applying advanced treatments such as deacidification, mending, and encapsulation.

• Digitization: Utilizing cutting-edge technology to create high-quality digital copies and organized digital archives.

• Storage Solutions: Providing durable binders and protective covers for long-term preservation.

With RDS, you can be confident that your court files will be preserved and digitized to the highest standards, ensuring their longevity and accessibility.

Ensuring the Future of Court Records

Proper court file preservation through advanced storage and digitization techniques is essential for maintaining the integrity, accessibility, and legal validity of these vital documents. By addressing the issues caused by trifold storage and employing comprehensive preservation methods, we can protect and preserve court records for future generations.

Revolution Data Systems (RDS) offers a complete range of services, from initial assessments and conservation treatments to digitization and protective storage solutions. Contact us today to take the first step in preserving your valuable court files and ensuring their longevity.