What do we do if evidence extraction fails or OCR cannot read a scanned document?
An extraction failure or an unable-to-extract scan state does not mean the evidence is invalid. The source document is still stored and can be reviewed by a named human reviewer who confirms its content. The scanned-PDF or extraction-failed label tells reviewers that the text content was not machine-readable, not that the document is inadmissible.
Not sure this applies to you? The offence targets large organisations that meet the size test — check whether you are in scope.
In short
- Extraction failure labels (scanned_pdf_no_text, extraction_failed) do not invalidate the evidence
- The original file is stored and can be reviewed manually by a named reviewer
- Record a review decision with a note describing what the document shows
- A typed transcript or readable replacement can be uploaded and linked to the original
- The extraction state is visible in the board pack but does not automatically block sign-off
DefenceFile uses an extraction pipeline to surface document text for convenience — it is a workflow tool, not a legal requirement. Where OCR produces no usable text, the document is labelled scanned_pdf_no_text or extraction_failed in the register. The stored file remains accessible and can be reviewed manually.
A human reviewer can open the original upload, read the content, and record a review decision with a note explaining what the document shows. The review note and the reviewer's identity are recorded in the audit trail alongside the extraction state.
If the document cannot be made readable — for example, a handwritten note or a very low-resolution scan — consider uploading a typed transcript as a replacement or supplementary source. Use the upload-a-replacement workflow so the original and the readable version are linked in the register.
Boards and advisers reviewing the board pack will see the extraction state alongside the human-reviewer decision. A document with an unable-to-extract state and an approved human review is treated as reviewed evidence — the extraction failure is visible but does not automatically block sign-off.
The sample board pack — a one-page view of where evidence is complete and what is missing — opens in your browser, no email, no form.
Official sources
- Home Office failure-to-prevent-fraud guidance v1.5
Updated 2025-10-10; accessed 2026-06-15.
Keep reading
DefenceFile organises evidence for legal and compliance review. It does not provide legal advice, create privilege, certify scope, certify reasonable procedures, or guarantee that a statutory defence will succeed.