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Court Digital Transformation Solutions

Under pressure to modernize your operations? Our trusted court digital transformation solutions turn paper case files into the actionable digital assets you need to improve efficiency, optimize accessibility, facilitate data-driven decision-making, and ultimately, future-proof your judicial system.

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30

judicial agencies supported

1 billion

paper case files scanned

350 million

analog microform case files digitized

10-year

relationship with the nation’s largest court system

30+

years’ experience

Public Expectations & Mandates Are Evolving, Your Court Should Be Too

Whether you’ve started digitizing your judicial files or are still relying on all manual, paper-based processes, our trusted court digital transformation solutions can help you get ahead – and stay ahead – of the curve.

  • Improve information accessibility & maximize CMS value
  • Enhance public service & citizen responsiveness
  • Reduce case backlog delays
  • Optimize resource efficiency
  • Minimize your physical footprint
  • Ensure business continuity in the event of a crisis
  • Support electronic public access mandates
  • Make analytics-based decisions

Court Record Digitization: Your Foundation for a Data-Driven Judicial System

Turning your legacy case files into digital assets that you can not only access but use to generate real-time insights is critical to keeping up, and it can be easy. All you need is the right court record digitization services from the right partner.

Onsite Scanning

Expedite your e-file, go-live initiatives with real-time court records scanning right at your location.

Backfile Scanning

Make historical court records instantly accessible to judges, clerks, and staff with high-volume scanning services.

Microform Digitization

Protect archival data against outdated equipment and media degradation through microfilm and microfiche scanning.

Once digitized, your files are seamlessly delivered to your CMS or system of choice for immediate access.

How MetaSource Helped a Superior Court Provide Faster Public Access, Reduce Overhead & Build a Data-Driven Infrastructure

22,601,903

pages digitized

280,000

files transitioned to digital case records

9,681

square feet of storage space eliminated

$85,558

saved in annual lease costs

Modern Administration Automation Solutions for a Modern Court

Achieving a streamlined, fileless ecosystem doesn’t end at scanning court records…

Hosted Content Management

Once your files are converted to the appropriate format, you can leverage our hosted content management system. This solution is perfect for courts that either don’t have a fully integrated CMS or need to manage non-case records separately.

Court Digital Mailroom

A court digital mailroom digitizes your physical mail as it comes in, captures electronic communications like emails, and automatically routes the documents to the appropriate departments, staff, and/or workflows, resulting in significant time savings.

HR Document Management for Courts

By centralizing personnel files for your diverse workforce of judges, clerks, administrative staff, and contracted personnel, you can improve efficiency. Automated document expiration alerts and file retention tools enhance compliance management as well.

Invoice Processing Automation

Financial staff can gain greater control over court expenditures and reduce the administrative burden of paper-based and/or manual invoice processing with automation. You can simplify PO validation, streamline approvals, and minimize mistakes.

Having MetaSource on the front end for scanning, QC’ing, then providing a finished product to the court where the court only needs to ingest the documents to the CMS is the best practice.

Superior Court of California

Leave Modernizing Your Processes to the Experts

Find peace of mind knowing that your court’s records and processes are in good hands.

  • Long-standing & trusted partner to the nation’s largest judicial council
  • Millions of case files handled each year for court system clients
  • Proven expertise delivering case file images & data compatible with court platforms such as Odyssey®, eCourt®, Laserfiche®, OnBase® & OpenText™ AppEnhancer
  • SOC 2 Type 2, PCI DSS, CJIS, HIPAA & GDPR compliant processes that ensure document security & service quality
  • Honored with the top-ranked award of Contract #MA-202004, Judicial Council of California’s Master Agreement to digitize judicial branch records
  • Awarded the Statewide Contract FAC126 for records management, digitization & archiving by the Commonwealth of Massachusetts

Ready to talk about your court digital transformation needs?

We want you to achieve your judicial system goals. If you’re struggling to meet public demands, ensure compliance, overcome staffing and budget challenges, and/or make more informed decisions, let’s discuss how MetaSource can help.

Court Record Digitization & Administration Automation FAQ

How does judicial record digitization work?

Our process begins with structured discovery, including a feasibility analysis and proof-of-concept to validate the scope, specifications, and indexing needs. Based on your requirements, we can perform either bulk scanning, where entire case files are captured with high-level indexing, or document-level and event-coded digitization, where each item is separated, typed, and classified for granular access.

We prep, scan, index, and QA each record using your court’s file structure and metadata rules, ensuring compatibility with your CMS platform. Throughout the project, you receive burn-down reporting, full file tracking, and regular status updates. Final digital files are securely delivered in structured formats that meet your operational, legal, and compliance standards.

What types of court records can be digitized?

We scan a wide variety of court records, including paper files, microfilm, and microfiche, and index them by file structure, document type, and event code to support search, retrieval, and analytics. Examples include:

  • Active & closed case files across multiple litigation types (civil, criminal, family, probate, adoption, juvenile, etc.)
  • Exhibits, dockets & court reporter transcripts
  • Sealed, confidential & public records
  • Administrative records
What is included in court record digitization services?

MetaSource’s court record digitization services include:

  • Archive case file scanning
  • Case-level & document-level classification
  • Back-end QC to ensure 100% file integrity for court public portals
  • Full packing & manifesting services
  • Event code classification
  • Customized export formats & tailored business rules
  • Full-text optical character recognition (OCR)
  • DoD-compliant destruction
  • Onsite & offsite services (or hybrid of both)
  • Microform digitization
  • Next-generation cloud solutions
What security and quality control measures are in place to ensure data accuracy and safety?

MetaSource follows strict security protocols at every stage of the digitization process. We are fully compliant with SOC 2 Type 2, CJIS, PCI, and HIPAA requirements. This safeguards judicial records through secure facilities, controlled access, encrypted data handling, and documented chain of custody with audit trails from pickup through delivery.

To ensure image and data accuracy, our Six Sigma-based quality control framework includes multi-tiered checks across document preparation, image capture, indexing, and output. We consistently deliver accuracy levels of 99-100%, giving courts confidence in the integrity of every digital file.

How do you ensure compliance with sealed, confidential, and sensitive record requirements?

MetaSource meets all relevant regulatory and court-specific requirements, including SOC 2 Type 2, PCI, CJIS, and HIPAA. We apply role-based access controls, secure chain-of-custody handling, and file-level classification to ensure sealed and confidential records are properly tagged, segregated, and protected throughout the lifecycle.

Can you help improve public access to court records?

Yes, MetaSource helps courts improve public access by converting physical case file archives into structured, searchable digital records. This transition reduces retrieval time, simplifies response workflows for citizen and legal requests, and eliminates the delays associated with locating and transporting paper files.

By making records digitally accessible through case management systems, we enable faster, more efficient responses to subpoenas, media inquiries, and other time-sensitive requests.

How does scanning court records improve decision-making and court operations?

By converting paper case files into structured digital assets enriched with metadata, your court gains more than convenience – it gains intelligence.

These assets can be sorted, filtered, and analyzed across variables like case type, filing date, and resolution timelines, enabling real-time insights into backlogs, workload distribution, and performance trends. With this foundation, you can power dashboards, inform policy, and optimize staffing and resources based on actual data.

Does MetaSource have prior experience with court records scanning projects?

MetaSource has successfully digitized millions of court records for judicial clients across the country. Our experience spans complex, high-volume projects:

  • 10 million images processed & 14,000 files indexed/doc typed per month for the Judicial Council of California
  • 19-station onsite scanning solution with less than 30-minute turnaround for the nation’s largest superior court
  • 16,000 microfilm rolls converted for a major California trial court, with an additional 22,000-roll project underway
  • 2.5 million homicide file images produced for one of the nation’s largest cities
  • 72 million juvenile case file images processed for nation’s largest superior court
What’s the best way to get started—and can we run a pilot first?

Many courts begin with a proof-of-concept or department-level pilot to validate our process, workflows, and indexing output. We’ll help you identify a manageable starting point, assess feasibility, and build a phased plan based on your goals and available funding. Our team is experienced in helping courts make progress, even when budgets or timelines are tight.