Document Unitization, Document Coding & Litigation Coding Services

Document Unitization, Document Coding & Litigation Coding Services offered by Structured Concepts

Structured Concepts provides document unitization and document coding services that facilitate our clients to successfully engage the true value of the information contained in their various paper and analog file formats. Document unitization is the process of establishing the beginning and ending pages (boundaries) of a document or record. Document unitization can be logically or physically executed. We start the process with two unitization steps: Physical and Logical. A brief process of how this is done with our structured methodology is provided below.

 

Physical Unitization
Staples, paper clips, physical barriers, etc. are used to determine document boundaries without regard to the internal page relationship within the physically bound document. When physically unitizing documents the attachment range is identical to the document boundaries because they are both based on the same physical barriers, i.e., staples, paper clips, etc.

 

Logical Unitization
Document boundaries are established by logically identifying the beginning and ending pages of a document based on their relationship or lack of relationship to adjacent pages. The attachment range is based on physical barriers while the document boundaries are logically determined often resulting in multiple documents within the same attachment range.

 

Document Coding
Document coding is the process of establishing the objective and subjective coding of a document or record. We are currently coding  real state courthouse agreements based on the below mentioned fields:

01.) Grantor
02.) Grantee
03.) Political Subdivisions (Section, Township, Range, 1/4, Government, Lot, Abstract Name, Abstract Number)
04.) Volume
05.) Page
06.) Block / Building / Subdivision / Town Home / Condo Name
07.) Document No. or (Reception No.)
08.) Acreage
09.) Legal Description
10.) Document type
11.) Related document: Volume / Page
12.) Date of Instrument
13.) Recording Date
14.) Notary State
15.) Notary Date
16.) Term of contract

 

Upon the completion of the coding process, we index the images by 12 different fields representing things such as book and page, document type, date, legal description, etc. We also convert the legal descriptions to plat for future use in GIS applications in automated fashion. The index with legal description allows us to create an automated process that generates a GIS polygon for each parcel or tract seamlessly.