Document Upload/Processing Best Practices

Best Practices for Document Preparation and Upload Success

Overview

Our document processing system works best when files are properly prepared before upload. This article provides comprehensive guidelines to help you achieve successful processing of your legal evidence files, including medical records, police reports, and photographs.

The most common cause of processing failures is document complexity, particularly when different types of content are combined in a single file. Following these best practices will significantly improve your success rate and ensure your evidence is properly extracted and processed.

Key Principles for All Documents

Keep Document Types Separate

One of the most common causes of processing failures is combining different types of evidence in a single file. For optimal results:

  • Create separate files for different document types (medical records, police reports, photographs)
  • Split by source when possible (different medical providers, different law enforcement agencies)
  • Use logical divisions rather than arbitrary ones (split by visit date rather than page count)

Simplify Document Structure and Complexity

Documents with mixed content types or complex structures are more likely to encounter processing issues:

  • Organize by content type rather than combining different document categories
  • Remove unnecessary elements like form fields, JavaScript, or embedded media
  • Flatten document layers to simplify processing
  • Optimize documents using tools in Adobe Acrobat or similar software

Use Consistent Naming Conventions

Clear, descriptive filenames help organize documents and track processing status:

  • Include document type in the filename (e.g., "Medical_Records")
  • Add date information when relevant (e.g., "Police_Report_2023-05-10")
  • Use underscores instead of spaces or special characters
  • Be consistent across all documents in a case

Ensure Document Quality

Poor document quality can lead to processing failures or inaccurate extraction:

  • Scan at 300 DPI minimum for all documents
  • Use black and white for text documents to reduce file size
  • Ensure all text is legible before uploading
  • Check for missing pages or content

Document-Specific Guidelines

Medical Records

Medical records present unique challenges due to their complex structure and often large size:

Organization

  • Separate by provider - Create different files for each healthcare provider
  • Maintain chronological order - Arrange records from oldest to newest
  • Group by visit - For extended treatment, consider organizing by visit or admission
  • Include a table of contents - For larger records, a table of contents improves navigation

  1. Admission and Discharge Summaries
    • Keep these critical documents easily accessible

    • Place discharge summaries at the end of each hospital stay section

      Visit Notes and Progress Reports

    • Organize chronologically

    • Keep provider notes together when possible

      Test Results and Imaging Reports

    • Group similar tests together

    • Consider separating imaging reports if extensive

      Billing and Administrative Documents

    • These can often be separated unless directly relevant to treatment
    • Remove duplicate insurance forms to reduce file size

Police reports and related legal documents benefit from careful organization:

Organization

  • Separate narrative reports from supplementary materials
  • Keep witness statements together but separate from main reports
  • Organize accident reports with corresponding diagrams and photos
  • Maintain chain of custody documents separately

  1. Main Incident Reports
    • Initial responding officer statements

    • Official departmental narratives

      Witness Statements and Interviews

    • Organized by witness or chronologically

    • Include any follow-up interviews

      Evidence Documentation

    • Lists of collected evidence

    • Chain of custody documents

      Technical Reports

    • Accident reconstruction
    • Laboratory findings
    • Expert analyses

Photographs and Visual Evidence

Visual evidence requires special attention:

Organization

  • Group photos logically by scene, chronology, or subject
  • Create a photo log documenting all images with descriptions
  • Consider creating a PDF with embedded images and descriptions
  • Maintain originals separately from annotated versions

  1. Scene Documentation
    • Overall scene photographs

    • Geographic context images

      Subject-Specific Photos

    • Vehicle damage
    • Property damage

    • Injury documentation

      Photo Log and Descriptions

    • Create a separate document cataloging all images
    • Include information about when and by whom photos were taken

Technical Tips for Document Preparation

Using Adobe Acrobat to Split Documents

Adobe Acrobat Pro provides powerful tools for document preparation:

  1. Open your PDF in Adobe Acrobat Pro
  2. Go to Tools > Organize Pages

  3. Select Split from the top menu

    Choose your preferred splitting method:

    • By top-level bookmarks (ideal for organized documents)
    • By number of pages
    • By logical document sections
  4. Specify the output destination and naming convention
  5. Click Split to process the document

Optimizing PDF Documents

To improve document processing reliability:

  1. Open your PDF in Adobe Acrobat Pro
  2. Go to File > Save As Other > Reduced Size PDF
  3. Choose compatibility settings (Acrobat 10.0 or later recommended)
  4. Click OK to create an optimized version
  5. For more advanced options, use File > Save As Other > Optimized PDF

For more precise control over document structure:

  1. Go to File > Save As Other > Optimized PDF
  2. Adjust image settings (maintain image quality at 300 DPI)
  3. Discard unnecessary elements like embedded thumbnails
  4. Remove JavaScript, form fields, and other interactive elements
  5. Click OK to create a cleaner, more processable document

Common Issues and Solutions

"File Failed to Process" Errors

If your document fails to process, try these solutions:

  1. Split the document into smaller, logical sections
  2. Reduce file size using optimization tools
  3. Remove password protection or security settings
  4. Check for corrupt content by opening and resaving the file
  5. Convert complex documents to simpler formats (e.g., convert Word to PDF)

Processing Speed Issues

For very large case files or document collections:

  1. Submit related documents together but as separate files
  2. Prioritize essential documents first

Document Quality Problems

If scanned documents are causing issues:

  1. Rescan at higher resolution (300 DPI minimum)
  2. Ensure clean, straight scans without skewed pages
  3. Use OCR software to make text searchable
  4. Check for missing pages or cutoff content

Getting Additional Help

If you continue to experience issues after following these guidelines, our support team is ready to assist:

Advanced Tips for High-Volume Users

If you regularly submit large volumes of documents, consider these workflow enhancements:

Implementing a Document Preparation Workflow

  1. Designate a document preparation specialist in your office
  2. Create a standardized checklist for document preparation
  3. Implement a naming convention for all case files
  4. Use document management software to organize files before upload

Batching Strategy for Large Cases

For cases with extensive documentation:

  1. Organize documents by priority for processing
  2. Submit chronologically when possible
  3. Group related documents in the same processing batch
  4. Track submission status to avoid duplicate uploads

Document Preparation Checklist

Use this checklist to ensure your documents are ready for successful processing:

  • [ ] Documents are separated by type and source
  • [ ] Each file is under 20MB when possible
  • [ ] Files are named clearly and consistently
  • [ ] All security restrictions are removed
  • [ ] Documents are scanned at appropriate resolution
  • [ ] Text is legible and pages are properly oriented
  • [ ] Documents are organized logically
  • [ ] No unnecessary content is included
  • [ ] Files have been optimized for size
  • [ ] A consistent structure is used across similar documents

By following these best practices, you'll significantly improve your document processing success rate and ensure your evidence is properly extracted and processed.

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