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Legal Data Entry Outsourcing

A case management system is only worth what's in it. When matter data is half-entered, client records are inconsistent, and documents were never indexed, the cost doesn't show up as a data problem — it shows up as an attorney spending twenty minutes looking for something that should have taken ten seconds.

 

Magellan enters and maintains your case files, client records, and matter data in your systems, accurately and at volume, with quality checks on every batch before it lands.

At a Glance

Best For Firms whose case management system has drifted out of date, practices migrating to a new platform, and any firm with more intake and records volume than hands to key it
Core Support Case and matter data entry, client records maintenance, document indexing, records migration and clean-up, scanned document capture, billing data entry
Delivery A managed service run by Magellan — trained teams with quality checks on every batch — working directly in your case management and document systems

Bad data doesn't announce itself

Nobody notices data entry until it's wrong. A misspelled party name that breaks a conflict check. A matter with no close date, still showing as active two years on. A document scanned but never indexed, which means it may as well not exist.

 

None of it looks urgent on any given day, so it gets deferred to whoever has time — which means it gets deferred indefinitely, and the system your firm depends on quietly becomes something people work around instead of with.

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What We Enter and Maintain

Case & Matter Data

New matters opened, matter details kept current, and case records updated as matters progress and close.

Client Records

Contact details, party information, and client data entered consistently — so conflict checks and mailings run against records that are actually right.

Document Indexing

Documents catalogued, named to your convention, and tagged to the right matter, so your document management system returns what someone is looking for.

Records Migration & Clean-Up

Legacy records moved onto a new platform, duplicates merged, and inherited inconsistencies resolved during a system change.

Scanned Document Capture

Data pulled from scanned and paper files into structured fields, so archived material becomes searchable.

Billing & Time Data

Time entries, disbursements, and billing data keyed into your system so invoicing isn't waiting on admin

A Managed Service Built Around Accuracy

Data entry is bought on one thing: whether the data is right. That makes it a managed service rather than a person you direct — the value isn't in someone learning your preferences, it's in a process with checking built into it.

 

What Magellan provides 

>   Trained legal data staff, with team leads and quality assurance over them

>   Double-keying on critical fields and validation rules at the point of entry

>   Batch sampling against source material by a reviewer who didn't key it

>   Accuracy targets agreed at onboarding and reported against, measured on your data

>   Volume capacity for migrations and intake spikes

 

What your firm provides 

>   Access to your systems, and the fields that matter

>   Your naming, tagging, and data conventions

>   Source material — files, scans, intake forms

>   The rules for what to do with ambiguous or incomplete records

Document Production

Data entry puts information into your systems. If what you need is documents produced and formatted — filings, exhibits, court-ready output — that's legal document processing outsourcing.

 

Firms with volume in both commonly run them together.

Why Firms Outsource Legal Data Entry

Records You Can Trust

Searches return what they should, because what's in the system is right

Cost Reduction

Philippine delivery runs 40–60% below onshore staffing

Staff on Legal Work

Paralegals stop keying records and go back to case work

Migration Without Disruption

A platform change handled without pulling your team off matters for a month

Backlogs Cleared

The indexing nobody has had time for, done as a project rather than never

Volume Without Hiring

Intake spikes and case-load growth absorbed without a hiring cycle

Confidentiality Built In

Data entry means direct access to client records and matter information — among the most sensitive material your firm holds. Every Magellan staff member signs a confidentiality agreement enforceable under Philippine law before assignment, and access is limited to the team working your firm. Magellan operates under ISO 27001, PCI-DSS, and GDPR compliance, with network and IT infrastructure in secured, access-controlled locations.

Certified Standards icon
Certified Standards

Magellan holds ISO 27001, PCI-DSS, and GDPR compliance — the recognized benchmarks for information security and data protection. See our certifications.

Controlled Data Access icon
Controlled Data Access

Network and IT infrastructure sits in secured, IT-only locations. Workstations and servers are password-protected across access levels, and physical data-entry points are disabled to prevent unauthorized transfer.

Enforceable Confidentiality

Every employee signs a confidentiality agreement before job assignment — subject to Philippine law and prosecutable on breach. Access to your data is limited to the team working your account.

Continuity You Can Count On icon
Continuity You Can Count On

Continuous data backup with off-site copies, a co-location plan with a backup center outside a 10-mile radius, and power-blackout protection — so work on your matters doesn't stop when circumstances change..

Frequently Asked Questions

FAQ
Do you work directly in our case management system?
Yes — data is entered into your platform rather than into a file we hand back, so there's no import step and no second copy of your records.
How do you ensure accuracy?
Through process rather than promises. Critical fields are double-keyed — entered independently by two operators, with any discrepancy flagged for resolution rather than settled by whoever finished first. Validation rules at the point of entry catch format errors, missing mandatory fields, and values outside an accepted list before they reach your system. Completed batches are sampled against the source material by a reviewer who didn't key them. Anything ambiguous goes to an exception queue for your team rather than being guessed at, and recurring error patterns feed back into training so the same mistake doesn't survive a second week. Accuracy targets are agreed at onboarding and reported against — measured on your data rather than quoted from a brochure.
Can you clean up our existing records?
Yes. Migration and clean-up projects — de-duplication, standardising formats, filling gaps, correcting inherited inconsistencies — are run as defined projects with a scope and an end date, separate from ongoing entry work.
How is this different from a paralegal maintaining our files?
A paralegal maintains case files as part of substantive case work, applying judgment about what matters. Data entry is volume work against a defined specification. Firms usually need both, and the paralegal's time is better spent when the keying isn't theirs.
What happens when source material is incomplete?
Exception rules are agreed during onboarding — which fields can be left blank, which records get flagged back to your team, and which defaults apply. Nothing is guessed.
Can you handle a one-off backlog rather than ongoing work?
Yes — backlog clearance and migrations are common as fixed-scope projects.

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    UK: +44 8082 803 175

    AU: +61 1800 247 724