In shortPre-sorting splits the records into individual documents and puts every page in date order. Indexing lists those documents by date, provider and record type so they can be found and searched. Pagination is a later step that numbers the bundle page by page for use in proceedings. Knowing which step you need, and when, makes it easier to plan a case and get records to the right people sooner.
Why do medical records need preparing at all?
Medical records rarely arrive in a form anyone can work from straight away. A single claim can involve GP records, hospital notes, clinic letters, test results and records from other providers. They often come as large scanned files, out of order, with handwritten entries and several documents run together.
The rules expect the record to be put in order early. The Pre-Action Protocol for the Resolution of Clinical Disputes says legible copies of the claimant's records should be placed in a bundle at the earliest opportunity, and that the bundle should be kept up to date (paragraph 3.5).
Experts rely on the record too. Practice Direction 35 says experts should consider all material facts, including those that might detract from their opinions (paragraph 2.3). Their reports must also give details of the material they have relied on (paragraph 3.2). A record that is complete and in order makes both easier.
What is pre-sorting?
Pre-sorting is the first step. Each page is read, the records are split into individual documents, and every document is dated. The whole record is then placed in strict date order, whichever provider each entry came from.
Duplicates and blank pages are easy to identify, and nothing is taken out. Pre-sorting does not judge what matters in the record. It puts the record in order so the people working on the case can make those judgements themselves.
What is indexing?
Indexing makes an organised record easy to move around. The index lists each document by date, provider and record type, so you can go straight to the entries you need rather than reading from the first page.
Full-text search goes alongside the index. Searching the bundle for a condition, a provider or a date saves reading page by page, and good search also covers scanned and handwritten entries.
What is full pagination?
Full pagination prepares the bundle for use in proceedings. The pages are numbered in sequence and usually arranged in sections, with a contents list that points to page numbers. Everyone involved in the case can then refer to the same page in the same way.
Full pagination usually happens once the records are complete and the case is moving forward. It is normally carried out by specialist pagination firms or by in-house legal teams. It is a separate step from pre-sorting, but a record that is already split, dated and in date order gives them a strong starting point.
How do the three steps fit together?
| Step | What it does | When it is used |
|---|---|---|
| Pre-sorting | Splits the records into documents, dates them and puts every page in date order | As soon as records arrive |
| Indexing | Lists documents by date, provider and record type, with full-text search | Alongside pre-sorting, to make the record easy to find your way around |
| Full pagination | Numbers the bundle in sequence, in sections, with a contents list | Later, when a paginated bundle is needed for proceedings, carried out by pagination firms or in-house teams |
When is a pre-sorted record the right starting point?
A pre-sorted, indexed record is useful at several points in a case:
- Early case review: see the medical history in order before investing in full pagination or instructing an expert.
- Internal case management: keep one organised version of the record for everyone working on the file.
- A foundation for pagination: give an in-house team or pagination provider a record that is already dated and in order.
Where Sortal fits
Sortal covers pre-sorting and indexing. We take records as they arrive and return an organised record in strict date order, indexed and searchable, including scanned handwriting. Every bundle is checked by our team before it is returned. You can see each stage in how it works.
Full pagination is not part of the Sortal service. The organised record goes back to you, ready for your own team or your pagination provider to take forward.
Sortal structures the record. It does not assess merit, and removes nothing. AI is used to organise the pages, and the judgement stays with the solicitors and experts working on the case.
For reporting organisations and records partners, the organised record can be delivered under your own brand. Sortal fits around your existing process.
Frequently asked questions
Is pre-sorting the same as pagination?
No. Pre-sorting splits the records, dates each document and puts the record in date order. Pagination is a later step that numbers the bundle in sequence for use in proceedings.
Does pre-sorting remove any pages?
No. Duplicates and blank pages are easy to identify, but nothing is removed from the record.
Can a pre-sorted record be paginated later?
Yes. A pre-sorted record is a common starting point for pagination, because the pages are already split, dated and in order.
Who uses a pre-sorted medical record?
Solicitors and paralegals, medical expert witnesses, and reporting organisations or records partners who want an organised record before the next stage of a case.
Send us one bundle and see it come back organised.
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- Pre-Action Protocol for the Resolution of Clinical Disputes, paragraph 3.5: justice.gov.uk
- Practice Direction 35, Experts and Assessors, paragraphs 2.3 and 3.2: justice.gov.uk