Up and Running in 5 Minutes
Install, configure, and process your first document. No internet required — everything runs locally on your workstation.
System Requirements
RecordIQ runs on any modern Windows workstation. No special hardware needed.
Operating System
Windows 11 (64-bit)
RAM
4 GB min, 8 GB recommended
Disk Space
~200 MB for the application
Internet
Not required for processing
Installation
RecordIQ is a portable application — no installer needed. Three steps and you're running.
Download
Download the RecordIQ-Desktop.zip file from your purchase confirmation email.
Extract
Extract the ZIP to any folder (e.g., C:\RecordIQ). No admin rights required.
Launch
Double-click RecordIQ-Desktop.exe. Your encryption key is generated automatically on first launch.
Configure Folders
Set your input and output locations at the top of the application.
Input Folder
Click "Select Folder" to choose the folder containing your PDF files, or click "Select File(s)" to pick individual files. Supports local paths and network shares (\\server\share).
Output Folder
Click "Browse..." to choose where encrypted Excel reports are saved. Defaults to an Output/ folder in the application directory.
Process Your First Document
The OCR Processing tab is your starting point.
Select Input
Choose your folder or files
Start Processing
Click the Start button
Watch Progress
Monitor the log in real-time
Open Report
View your encrypted Excel
Thirty-Three Processing Tools
Every tab follows the same pattern: select input, click Start, get results. The Bates/Exhibit tab includes two modes, plus a Case Report generator accessible from the Tools menu.
OCR Processing
Extract text from scanned PDFs and images. Produces an Excel report with extracted text for every page.
OCR Pre-Processing
Advanced image pipeline using OpenCV. Three quality levels: light, standard, and aggressive for poor scans.
Smart Document Titles
Auto-detects meaningful titles from PDF metadata, 65+ medical header types, or filename fallback. Included in every report.
Chronology Builder
Date-sorted timeline with provider names and event descriptions in organized Excel output.
Page Classification
Categorizes pages by type (lab results, radiology, progress notes, billing) with confidence scores.
Document Search
Enter keywords and search across all pages. Results show page, match count, and surrounding context.
Duplicate Detection
Finds exact and near-duplicate pages using text fingerprinting. Flags redundant records before review.
ICD/CPT Code Extraction
Identifies ICD-10 diagnosis and CPT procedure codes. Useful for billing analysis and case evaluation.
Provider Index
Extract and index healthcare providers, titles, 48 specialties, and facilities from every page.
Table Extraction
Extract structured tables — lab results, vitals, medication lists, billing. Auto-classified table types.
Gap Analysis
Detect treatment timeline gaps, missing providers, incomplete encounters. Severity rated Minor/Moderate/Critical.
Deposition Analyzer
Parse transcripts: Q/A exchanges, witnesses, attorneys, exhibit references, objections, medical testimony.
Damages Analyzer
Extract and total dollar amounts from billing records. Auto-categorizes into 10 billing categories with CPT/ICD codes.
Future Care Costs
Estimate future medical costs from ICD-10 codes. 40+ code families with inflation and present value calculations.
Lost Wages
Extract employment data and calculate past/future lost wages with work restrictions and growth rate projection.
Financial Analyzer v4.2
Parse invoices, bank statements, tax returns, medical bills, EOBs. Multi-currency support (USD, CAD).
Bates Numbering & Exhibit Stamping
Two modes: sequential Bates numbers or per-document Exhibit labels. Configure prefix, position, and font.
PHI Redaction
Detect and redact 23 HIPAA-defined PHI types. Two-step workflow with black-box and labeled styles. Metadata scrubbing included.
Document Splitting
Auto-split large PDFs at section boundaries. Detects 23 header types with optional blank page removal.
PDF Bookmarks & TOC
Insert navigable bookmarks from 27 detected section header types. Creates clickable Table of Contents.
PDF Merge
Combine multiple PDFs with custom page ordering. Essential for assembling complete case files.
PDF Compress
Reduce file sizes while preserving text quality. Optimized for court e-filing size limits.
Production Set Builder
Litigation-ready productions with Bates numbering, redaction, confidentiality designations, and transmittal letters.
Folder Organizer
Reorganize flat output into clean numbered case folder hierarchies with index manifest.
Export (CSV & PDF)
Export reports to CSV (UTF-8 BOM) and professional PDF with headers, alternating rows, and page numbers.
Summary Report
One 6-sheet Excel combining chronology, providers, classification, and codes. One report, entire case.
Case Narrative Summary
Prose narrative in 10 sections. Template-based, deterministic, runs offline. Output as .txt and .xlsx.
Case Report Generator
One-click deliverable from Tools menu. Litigation-ready PDF/Word with firm branding and TOC, designed for professional review.
Batch Queue
Queue multiple folders for overnight processing across 7 tools. Real-time progress tracking.
Report Studio Pro
Branded report templates with firm colors, logo, fonts, 6 presets, 8 layouts. Export/import as JSON.
Compliance Dashboard
Monitor HIPAA posture: encryption status, audit integrity, key rotation, session management. security practices informed by SOC 2 principles.
Universal Redaction v4.2
40+ categories beyond medical PHI: financial PII, government IDs, privilege markers, trade secrets, Canadian IDs.
Universal Classifier v4.2
23+ EDRM categories: pleadings, contracts, invoices, tax, family law, court orders, bank statements.
Privilege Log Pro v4.2
Designed to support FRCP Rule 26(b)(5)(A). 7 privilege categories with metadata extraction and confidence scoring.
Completeness Checker Pro v4.2
5-vector completeness analysis: referral cross-ref, facility tracking, order matching, companion records. Bilingual.
Demand Letter Pro v4.2
FRCP-aligned PI demand letters. AAJ/ATLA 15-section format with multiplier and per diem calculations.
Built-In HIPAA Security Controls
Every security feature is enabled by default. Configure in Tools → Settings → Security.
PIN Protection
4–8 digit PIN with industry-standard key stretching. Lockout after 5 failed attempts.
Auto-Lock
Configurable inactivity timeout (5/10/15/30 min). Requires PIN to resume.
Secure File Deletion
Plaintext overwritten with random data (3 passes, NIST SP 800-88) before deletion.
Encrypted Audit Logs
Tamper-evident HMAC-chained audit trail with encryption. Every action logged for compliance.
PHI Log Redaction
Auto-redacts PHI patterns (SSN, MRN, DOB, phone, email) from application logs.
No PHI Transmitted During Processing
All processing stays on your workstation. Patient data never leaves your machine.
Hardware-Bound License
Each license locked to your machine's hardware fingerprint. Prevents unauthorized sharing.
Bytecode Encryption
Application code encrypted inside the .exe to prevent reverse engineering.
Working with Encrypted Reports
Every report RecordIQ generates is encrypted before saving.
.enc Files
Encrypted files end in .enc
Open Report
Click to decrypt and view
Auto-Cleanup
Decrypted files cleaned on close
Local Keys
Your key stays on your machine
Editions & License Activation
1 user per workstation, unlimited pages. Request a demo to get started.
Standard
Pro
To Activate:
Practice Area Selection
On first launch, RecordIQ asks you to select your practice area. Change anytime in Tools → Settings → General.
Law Firm
All litigation-relevant tabs: chronology, Bates numbering, duplicate detection, and more
Healthcare Clinic
Clinical-focused tabs: OCR, coding, PHI redaction, table extraction
All Tools
Every tab available for your license tier — full access to all 33 processing tools
Tips for Best Results
Scan Quality Matters
300 DPI or higher produces the best OCR accuracy.
Use Native PDFs
PDFs with embedded text are processed faster and more accurately than scanned images.
Process in Batches
RecordIQ handles large document sets efficiently — no need to split files manually.
Check the Verification Log
Every report includes a sheet flagging pages that may need manual review (blank, garbled, low confidence).
Review the Audit Log
Go to Tools → View Audit Log for a complete record of all processing activity.
Need Help?
Our support team typically responds within one business day.