Digitizing intellectual property contracts for enhanced efficiency and risk mitigation

Understanding the challenge

A global media organization faced the challenge of managing a significantly expanded intellectual property (IP) library, which consisted of legal IP contracts that were predominantly in paper form and stored in a warehouse. This posed two major risks: (1) the risk of loss or damage to the physical files, and (2) the lack of streamlined access to the rights granted in the paper files. The organization recognized the need to mitigate these risks and establish a more efficient and reliable system for managing their IP contracts and understanding ownership rights.

The PwC solution

To address this challenge, PwC took a strategic approach by leading two single-franchise proofs-of-concept (POCs) to evaluate scanning capabilities and document management systems offered by the top two vendors in the space. Based on POC results, the client selected a vendor and approved a multi-million-dollar program to digitize files for their priority franchises at scale. 

The chosen vendor's document management solution is hosted on AWS and provides a robust platform for organizing and storing digitized files using indexing logic defined by the client. This solution also enables metadata tagging and OCR search capabilities, enhancing the accessibility and searchability of the contracts by Legal and Creative users. By digitizing the contracts, the organization could move away from relying on paper as the source-of-truth and establish a more efficient and reliable system for managing their IP contracts and conducting rights research. 

The successful implementation of the digitization program involved a well-defined methodology that established the efficient and accurate conversion of paper contracts into digital files. The following steps were followed:

Step 1: Prioritize and prepare files for pickup

The paper contracts were prioritized based on various factors, such as age, genre, and executive interest. Files were prepared by the storage warehouse vendor for pickup by the digitization vendor.

Step 2: Securely transport to imaging facility

The paper contracts were securely transported to the imaging facility in temperature-controlled and highly secured trucks. In order to maintain a clear chain of custody, barcodes on each physical file were scanned prior to loading the documents into the truck.

Step 3: Inventory and sort incoming files

Upon arrival at the imaging facility, the incoming files were carefully inventoried and sorted. Upon completion, the digitization vendor shared a manifest with the client, confirming that all documents were accounted for and organized for efficient processing.

Step 4: Analyze and separate documents

The imaging team was trained to analyze the documents (without reading their contents) to determine how documents should be separated (e.g., based on document headers and page numbers). This step confirmed that each document was appropriately handled and processed according to its specific requirements.

Step 5: Scan files and tag related metadata

The paper contracts were scanned using advanced imaging technology, converting them into digital PDF and TIFF files. During the scanning process, metadata such as related media, library, and project names, were tagged to enhance searchability and organization within the document management system.

Step 6: Complete 100% page-to-image QC

A rigorous quality control process was implemented to confirm the quality and accuracy of the digitized files and related metadata. Each page was thoroughly reviewed by the scanning vendor and compared to the original document to verify the integrity of the digital copies.

Step 7: Upload digital files and related metadata to SaaS platform hosted on AWS

The final step involved uploading the digital files and their associated metadata to the vendor’s document management system, hosted on AWS. This platform provides a secure and scalable solution for organizing, storing, and reviewing the digitized contracts. The AWS infrastructure confirmed the reliability and accessibility of the digital files, enabling efficient search and retrieval.

By following this methodology, PwC enabled the successful digitization of the studio’s IP contracts, delivering consistent and accessible digital files. The streamlined process, combined with the secure and scalable AWS infrastructure, resulted in improved efficiency, reduced risk, and enhanced decision-making capabilities for the organization’s Creative and Legal teams.

Deeper dive into AWS technology used

The vendor's solution, hosted on AWS, leveraged the cloud infrastructure to enable scalability, security, and reliability. AWS provided a foundation for the digitization program, enabling seamless storage and organization of the digital contracts. The AWS infrastructure supported the metadata tagging and OCR search capabilities, allowing for efficient organization and quick retrieval of contract information. This technology enabled the organization to streamline access to rights data for both Creative and Legal teams, enhancing collaboration and decision-making processes.

Delivering outcomes

The implementation of the digitization program resulted in several significant outcomes for the organization:

1. Archival preservation

By digitizing the IP contracts, the organization mitigated the risk of loss or damage to the 100+ year old studio archive. The digital contracts established long-term preservation and accessibility, safeguarding valuable intellectual property.

2. Streamlined IP pipeline

The digital contracts and the vendor's solution created a streamlined IP pipeline, providing quick and efficient access to rights data for both Creative and Legal teams. This streamlined process improved collaboration and decision-making, reducing delays and enhancing operational efficiency.

3. Revenue-generating opportunities

The digitized contracts enabled quicker exploration of revenue-generating opportunities, unlocking greater value and customer reach. With improved access to rights data, the organization could identify and pursue new creative development opportunities more efficiently, driving revenue growth and expanding their market presence.

As a next step...

PwC is working with the client to design a machine learning proof-of-concept (POC) for intelligent data extraction from the digitized PDFs. This initiative aims to leverage AI technology to extract valuable insights and automate data processing, enabling more consistent and accurate data in the client’s rights management system.

The outcomes achieved through the digitization program have positioned the organization for long-term success, enabling archival preservation, a streamlined IP pipeline, and quicker exploration of revenue-generating opportunities. The collaboration between PwC and the organization continues by exploring AI to further streamline the rights management lifecycle and unlock additional value from the digitized contracts.

PwC's solution, powered by AWS technology, successfully digitized the organization's IP contracts, reducing reliance on paper and establishing a more efficient and reliable system for managing their IP library. The digitization program resulted in archival preservation, a streamlined IP pipeline, and quicker exploration of revenue-generating opportunities. These outcomes have positioned the organization for enhanced efficiency, risk mitigation, and increased revenue potential, establishing continued success in managing their extensive IP portfolios.

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