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OCR meaning

What does OCR mean?
In legal practice, OCR (optical character recognition) is the process/software used to convert scanned documents, PDFs and images into searchable, machine‑readable text so they can be searched, reviewed, redacted and produced for disclosure/discovery, due diligence and electronic bundles. It is a descriptive technology term rather than one defined in legislation or case law, but is widely referenced in court and professional guidance on e‑disclosure/e‑discovery and e‑bundling. OCR enables keyword searching, text selection, analytics and export into litigation support or contract review platforms. Legal teams commonly OCR paper archives and image‑only PDFs to conduct reasonable and proportionate searches and to meet requirements or expectations that e‑bundles be text‑searchable where practicable. Accuracy depends on scan quality, layout, language and handwriting. OCR output can contain errors and does not replace the original; retain source documents, quality‑check results, and verify critical passages before citing or producing. Poor OCR may affect search hit rates, privilege screening and redaction, so documented validation is advisable. Because OCR involves processing personal data and potentially privileged/confidential material, ensure appropriate safeguards and a lawful basis under UK GDPR/Irish GDPR. Usage is broadly consistent across England & Wales, Scotland, Northern Ireland and Ireland, though specific e‑bundle practice directions may vary.
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View the related Practice Notes about OCR

PRACTICE NOTES
Electronic PDF court bundles for England and Wales civil proceedings: step-by-step guidance on OCR, bookmarks, pagination, hyperlinks and default view, compliant with CPR PD 5C and CTJ guidance

The core purpose of assembling electronic bundles is to deliver a user-friendly set and ensure all hearing participants hold the same version of the court papers. This Practice Note gives guidance on preparing electronic court bundles in PDF. Bundles for major commercial trials are likely to be filed by external bundle providers. All other bundles can be submitted to the court via the HMCTS Document Upload Centre—Professional Users Guide, or using HMCTS’ electronic filing and case management system, CE-File. The procedure for CE-File is set out in CPR PD 5C—for more on CE-File, see Practice Note: How to use CE-File—from 1 October 2025. This Practice Note should be read with Practice Note: Electronic bundles in civil proceedings and the General guidance on electronic court bundles issued by the Courts and Tribunals Judiciary on 29 November 2021 (CTJ guidance). How to prepare PDF bundles—basic steps Seven basic steps help create an electronic bundle that is as effective and easy to use as possible: convert documents...

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PRACTICE NOTES
Practitioners’ Guide to Witness Statements in Scottish Civil Litigation: Admissibility, Rules, Commercial Court Guidance, Preparation, Exchange, Objections and Use at Proof

This practice note explains the use of witness statements by witnesses of fact in the Scottish courts, with reference to the relevant rules, guidance and case law, and offers practical drafting points. It does not deal with expert witnesses, precognition of witnesses, affidavit formalities, intimation and lodging of lists of witnesses, taking of witness evidence at a commission, citation of witnesses for proof, oral examination and cross-examination of witnesses, assessment of witness evidence, vulnerable witnesses or witness expenses. For a style witness statement, see Precedent: Witness statement—Scottish civil proceedings. For guidance on: issues to consider before bringing a civil claim in a Scottish court and other aspects of starting and progressing a civil claim in Scotland, see: Scottish DR: prescription and limitation—overview, Scottish DR: starting a claim—overview and Scottish DR: case management and evidence—overview respectively, which link through to more detailed guidance other key areas of Scottish law and procedure, see our Scotland collection the equivalent in England and Wales, see Practice Notes: Planning,...

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PRACTICE NOTES
Preparing for proof and proof before answer in Scottish civil litigation: counsel, witnesses, experts, productions, admissions, and key procedural timetables across Court of Session and sheriff courts

Civil justice reform See our Practice Note: Civil justice reform in Scotland—virtual hearings and electronic submission of documents for up-to-date guidance on the position in the Scottish civil courts regarding remote hearings and the electronic signing, sending and lodging of documents. This Practice Note outlines the practical considerations when preparing for a proof or a proof before answer in Scottish civil proceedings. As procedures differ, they carry distinct procedural obligations and deadlines. Consult the specific rules to ensure all procedural requirements are fulfilled. For guidance on Specific procedures: Scottish DR: courts and civil procedure—overview Other aspects of commencing and advancing a civil claim in Scotland: Scottish DR: prescription and limitation—overview; Scottish DR: starting a claim—overview; and Scottish DR: case management and evidence—overview, each linking to more detailed guidance The equivalent in England and Wales: Trial—overview, which links to detailed guidance on preparing for trial Key AJ(S)A 1972—Administration of Justice (Scotland) Act 1972 AWA 1854—Attendance of Witnesses...

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