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By: / on: 01-04-2012
According to the amount of legal cases that the American Bar Association claims are being filed each year, it is no surprise that the legal profession is up to its knees in paperwork. Most law firms are discovering that it is a struggle to keep up with the pace of this current litigation explosion and are scurrying just to keep up with their daily work-related responsibilities. Manually searching through file cabinets or boxes, to prepare for a deposition is not time efficient, and in the legal profession, time is money.
Office rental space can cost in the vicinity of one-hundred dollars or higher per square foot. Smaller firms inevitably run out of space. Larger law firms might be located in a more spacious environment, however with larger client bases, storage issues are still problematic. One alternative that law firms have used in the past is to store their overflow of legal files at offsite storage facilities. One mid-size firm estimated that they spent as much as $350,000 annually for document storage alone. The problem with this type of storage solution system is that the costs are always rising and it does not provide any long-term solutions.
Document imaging or document scanning can save a company or firm substantial amount of money in overhead, staffing, management, and retrieval costs. Storing records electronically, not only maximizes the speed and efficiency as to the way a business operates, it also can help firms to:
· easily search for client files from your desk
· reduce the time and costs of making photocopies
· reduce or eliminate the amount of documents that are misplaced
· eliminate the need for off-site storage facilities
· easily share documents with other staff members
By hiring a document scanning company, law firms can effortlessly convert all of their documents to PDF files. Electronic filing technology is a great resource that enables any legal corporation to create, work with, and maintain all the necessary documents needed to conduct their legal business affairs. Saving time and cutting costs will essentially benefit business, and the efficiency that it creates in your workplace cannot be underestimated.
By: / on: 12-16-2011
Today, more and more high school seniors are choosing to attend college in search of better paying jobs in a struggling economic environment and college application rates are at an all time high. For this reason, higher-education establishments are finding themselves in a situation where they are dealing with the challenges of storing massive amounts of paper documentation every academic year.
While increasing space and finances are important issues, another important factor is the preserving of school records. Commonly, many school establishments use basements to store their records. Based on random survey responses and insurance claims, research has shown that materials that are stored in a basement are frequently at risk of suffering from weather related damages, such as flooding. Furthermore, the historic buildings, that are so commonly prevalent on many college campuses, were not constructed in proper accordance to make them suitable buildings for bulky and overweight record storage.
Virginia Commonwealth University and Metropolitan Community College are two higher-learning facilities that have made the digital transition and are extremely satisfied with the results. Spokespersons from both schools admitted that they could justify the investment financially and also in regard to daily employee working conditions. By eliminating file cabinet storage, both institutions were able to create new working space for additional employees, which was an additional advantage that they had not previously anticipated. In addition, administrative staff, at both schools recognized that their office space was not as cluttered which made everything more manageable and the employees less frustrated in terms of completing both simple tasks and more complicated tasks.
With space being an issue, combined with the fact that the financial means are often not available in the budget to build newer buildings on the campuses, schools need to explore better solutions that will suit all of their storage needs for years to come. Document scanning gives schools and other establishments the ability to convert their paper document into electronic files, which makes storage and accessibility much more convenient. Document scanning that is outsourced to a reputable company is a cost-effective solution for all your digital record needs.
By: / on: 12-05-2011
A challenging economy can cause any employer to ponder over their spending budget with a furrowed brow. On the other hand, when business is flourishing, often we find ourselves too busy to look for ways to improve our business and increase profit. Calculating your return on a business investment is an issue that is often overlooked or put off for a later time. Many different types of businesses are finding themselves “stuck” in a traditional way of managing the paperwork files in their offices. Uncertainty and unwillingness to try a new approach can hinder the company’s productivity and it may be the best time to consider taking the leap into the new technology of document scanning and have paper files converted into electronic documentation.
One hospital in Kansas City was faced with a content management problem and had to act immediately when they were informed that the room that housed their files could not be weighted down anymore or the floor was going to cave. The hospital considered two viable options to solve their imminent problem. They could invest in an offsite storage company, or they could hire an outside company to convert their paper files to electronic medical records. After carefully weighing their options, they chose the latter and were extremely happy with their decision. A senior administrator at the Kansas City hospital went on record to say that the hospital’s transition to EMR is paying for itself, while also providing additional savings.
Overhead costs are substantial today and multiple file cabinets units that are needed to store paperwork are costly and cumbersome. Most businesses, both large and small admit that reclaiming their office space is a high priority. Corporations that have made the transition to electronic files claim that it is an incredibly worthwhile investment that has not only saved them money, but has given their employees a more functional work environment, and that has consequently increased employee morale.
By: / on: 11-22-2011
The new trend of medical facilities converting their patient personal health records (PHR) to electronic files has been a slow, but steady process. Paper records, such as patient charts are becoming the dinosaurs of record keeping. Anyone that works in the medical field can attest to the fact that paper patient charts are inconvenient in a variety of ways:
· they are easily misplaced or lost
· they are not always easily located when needed
· they are not easily shared in-house and between medical
establishments
· patient care and tests can easily be duplicated for no reason
compromising patient safety
· they are easily damaged
· they can be unsanitary (can be bloodstained, etc)
· hand-written information is often illegible
Whether a medical establishment uses a paper system or a paperless system for managing their record keeping needs, how the staff utilizes that system can be the difference between an effective system and an ineffective one. By outsourcing the electronic medical records (EMR) transition to a trusted, experienced and reputable company who is experienced at handling all of your document scanning needs is the most resourceful way any business can approach this transition and improve quality care.
Implementing an electronic health record document scanning system is more than just a neat and convenient way of conducting business; it is actually safer for both health care workers and patients. For medical workers, records that are not accurate can cause errors in treatment and can lead to unprofessional liability. For instance, when health records are not clear, and cannot be easily shared between health professionals there is a good chance that health tests can be unnecessarily repeated. Repeated tests can pose a variety of health risks for patients, liability for physicians, and it also escalates health care costs and insurance premiums.
By: / on: 11-01-2011
Making the switch to a document scanning system is a commitment that is worth the effort in the practice of law. Digital technology is becoming the norm in most businesses practices, and to resist moving forward can only impair the way your company functions. Paper files are becoming a way of the past and studies have established that using them wastes productive company time and resources. There are many risks associated with paper systems that digital files reduce or eliminate.
It is common knowledge that the legal profession is highly stressful and extremely competitive. The most important reason for a law firm to convert to a digital filing system is because the practice would be more successful in a competitive market. Compared to an office that still relies on paper, an electronic office can access files and client information much more quickly. There is not enough time in the day to search for files that you need immediately. Document scanning allows you to pull of client files within seconds without having an associate readily available to deliver your paperwork. In fact, you don’t even need to be in the office to access the information you need and the days of carrying huge stacks of paperwork home or into a court room would be obsolete. By digitally scanning client files, more than one legal associate can work on a case simultaneously and you will always have access to files whenever you need them.
Another reason electronic digital filing systems are an asset to a legal practice is security. With proper backing-up procedures, electronic records are more secure than paper files. Paper files can easily get misplaced, lost and damaged. Electronic records can provide a law practice with peace of mind knowing that their files are safe from unauthorized access and from unexpected sources of damage.
By: / on: 10-18-2011
In 2009, The Obama Administration suggested launching a healthcare program in the United States that would implement electronic medical records (EMR) over the next several years, which would consequently make the healthcare system run more efficiently while lowering the cost of health care in the country. Implementing electronic medical records would involve start up costs, however once the system is in place, the costs to maintain the system would not be burdensome and would create jobs in the industry.
The American Association for Homes and Services for the Aging, also known as AAHSA, conducted a study to calculate how many nursing homes were currently using an electronic system to monitor their patients and how the EMR system could benefit nursing home staff and patients. They determined that approximately half of U.S. nursing homes were already using electronic technology methods to keep patient records, fill medication orders, and to manage their laboratory information.
The study supported evidence that nursing homes, both small and large can reap large benefits from an EMR document scanning system. Since nursing homes provide more long-term care than hospitals, their record keeping per patient is much more extensive. Furthermore, nursing home residents are often hospitalized for illnesses and injuries and with an EMR system, sharing medical information between health care providers at different facilities provides patients with better personalized care and updated treatment information.
The AAHSA concluded that nursing homes that implement EMR document scanning systems are an asset to the medical profession and to the patient since it reduces the likelihood of repeated and unnecessary tests, prevents prescription errors, and can reduce the number of malpractice lawsuits. EMR enables both patients and their families to be better-informed about medical conditions when the information is organized, current, and concise.
By: / on: 10-04-2011
Having a paperless office offers a business many advantages. Implementing electronic document scanning technology to your business, no matter how small or large is easy, convenient and it will improve the management of your business files. By reducing clutter and increasing space, electronic files can organize your business more efficiently.
When a business is able to respond to customer demand quickly, clients are satisfied and this can significantly increase the productivity of the company and provide a business with a competitive edge in their industry. Prices are affordable, and the return on your investment is well worth the initial cost. For medical offices, law offices, banks, universities, or small businesses, the value of this technology is unsurpassable in a competitive market.
Cost Saving
·Electronic file cabinets reduce the amount of space required that was needed to store paper files
·Reduces number of employees needed to manage paper files
Time Management ·Files that took days to locate can be accessed quickly by a computer leading to more production during work hours
Neatness/Organization
·A clutter free environment is easier to manage and has physiological benefits to employees that are exposed to it
Secure Records
·Electronic documents are secure and less likely to be accessed by unauthorized personnel since they are often encrypted with security codes
Disaster Recovery
·Paper records are easily destroyed over time, by water damage, fire, etc. Electronic records have longevity, however they must be backed up regularly and stored in a safe environment
Easily Transportable and Accessible
·Electronic documents can be transported and accessed by a laptop computer or a portable electronic pad
·Employees are able to share important documents with various team members in the company regardless of location
Environmentally Friendly
·Using less paper products saves trees and produces less trash
A company that establishes a paperless office can operate with more efficiency and professionalism than an office that is drowning in paper files. Electronic document scanning files are quickly becoming the logical way for businesses to operate. Many companies are taking the leap and moving forward with the conversion. By: / on: 09-21-2011
Teachers and schools are notorious for having massive amounts of paper documentation. There is little doubt that the innovation of computers has made the job of teachers and administration less labor intensive. Newsletters and emails have created less of a need for paper documents and are much easily produced and distributed. Teachers need not worry about students taking important information home, since it can be transmitted through the computer. In addition, imaging school records can considerably reduce preparation time that was once wasted searching through file cabinets and folders and teachers and schools can begin to create a practically paperless school environment.
Teachers can implement electronic documentation in a variety of ways in their classrooms. Using electronic document scanning, teachers can now discard the binders that store the master copies they frequently use in the classroom. The information that the students need can be ready at the touch of a button. Also, grade books are no longer necessary when test scores are digitally entered and averages can be calculated electronically. Electronic scanning can enhance student engagement during valuable classroom time with technology that allows teachers to electronically display and distribute classroom lecture notes. Homework can also be assigned and completed electronically, further reducing the paper trail. Lastly, textbooks can be accessed electronically which further reduces the need for paper in the classroom.
Laws require schools to follow specific retention procedures for school documentation such as:
· Student body records
· Attendance records
· Student CUM records
· Special Education records
· Personnel files
· Board minutes records
· Payroll records
· Financial reports
· Worker’s Compensation files
· Purchasing records
The primary goal of implementing an electronic document scanning system in any business, including schools, is to reduce costs and improve efficiency. The manual paper processes is an outdated and inconvenient system that does not work well in a busy and technologically driven world. Document imaging offers a secure alternative to manage school records with minimum effort, while yielding maximum results.
By: / on: 09-12-2011
Years ago, patients were primarily treated by one family doctor and if required, referred to a specialist. However, in today’s world, many primary physicians have needed to expand their practices to function properly to meet the needs of a growing and aging population. Consequently, it is now more common for family practices to staff many doctors within one practice. Since patients are frequently treated by various doctors within a practice, medical records are changing hands on a regular basis. This is one of the many reasons that many medical offices and hospitals are opting to transition with document scanning to a paperless record keeping system that scans pertinent patient information into easily retrievable electronic files.
Medical records provide doctors with important information about the patients they are treating. Electronic medical records (EMR) contain the same information as the traditional paper files. With EMR, patient information is current, and easily accessible, for every doctor that is treating a patient. Information that is typically included in an EMR includes:
· Medical history
· Patient release forms
· Test results
· Prescription history
· Doctor notes
EMRs enhance patient care and medical treatment in various ways. First, it replaces the old cumbersome method of paper charts and records. Paper records are time consuming for staff and can be easily lost or damaged. Secondly, communication between doctors, either within the same office, separate medical offices, or within a larger medical community, such as a hospital, are able to transmit information electronically which saves time while ensuring that they have all the information they to treat their patients. With medical professionals having all of this information at their fingertips 24 hours a day, information is up-to-date and there are fewer errors in patient care. Lastly, an EMR system is conveniently equipped to handle patient prescriptions, so that doctors may instantly transmit the prescription details to the pharmacy and the system will also cross-reference medications to ensure patient safety.
By: / on: 08-23-2011
Electronic medical record (EMR) scanning is on the rise in hospitals. Gathering and storing patient records in a hospital environment has never been easier. Document scanning is the latest procedure which allows hospitals to utilize electronic medical records for their patients being treated. EMR/EHR (Electronic Health Record) scanning is transforming the field of healthcare dramatically for the better. Hospitals that convert to EMR/EHR practices improve communication among medical providers, which allows physicians to provide better care for their patients.
The Obama Administration has declared that by fully digitalizing all patient medical records and compiling them into a national database provides health care professionals with a massive amount of information of both effective and non-effective treatment plans. Medical chart scanning and EMR scanning also allows doctors to send digital medical charts between them, speeding up the diagnostic process, and eliminating unnecessary tests and procedures.
Reasons Why Every Hospital and Medical Office Should Embrace EMR/EHR Technology
By: / on: 08-11-2011
Document scanning is the process of is the process of converting paper documents into accessible and useful digital files. Many businesses are realizing that the transition from paper files to digital files is cost efficient and beneficial to their companies. Since paper documents can be cumbersome, they create barriers to accessibility, profit, and productivity. In addition to being hard to manage, paper documentation are not easily protected and do not provide businesses with a secure way to manage their records. Converting paper documents into electronic documents is a simple process that produces cost saving results. Any type of paper document can be scanned. Common document scanning in business practices include:
· Correspondence
· Invoices
· Financial spreadsheets
· Human Resource files
· School records and transcripts
· Medical Records
· Legal contracts
How It Is Done:
Document scanning can be done quickly, efficiently, and affordably by a professional document scanning company. The procedure involves passing paper documents through a scanning device that converts the image on the paper into a digital image. Information is then entered to determine how to index the file and special processes can be implemented to manipulate, read, and interpret the documents by using Intelligent Character Recognition (ICR) or Optical Character Recognition (OCR) technology.
Advantages of Digital Document Scanning
Digital document scanning can reduce company costs of:
· Copying
· Printing
· Mailing
· Retrieving, sorting, filing documents
· File cabinet storage and storage space
Another advantage is that document scanning increases the security of data with passwords, backups, and firewalls. This system provides businesses with an increased ability to access information which allows for quicker retrieval and collaboration times.
Why Your Business Should Make the Switch to Digital
Document scanning is a consistent digital formatting technique that allows increased efficiency and reduces operational costs. Necessary documents are easily accessible and can be retrieved worldwide within seconds allowing for collaboration and reducing cycle times and cost. Backing up and securing business documents digitally, eliminates the risk of security breaches and physical damage.
By: / on: 08-01-2011
Law offices typically and understandably have a high volume of documents. Between the in-house documents and incoming correspondence, storing and accessing files can be a tedious task. A substantial amount of money is spent on retrieval and management cost of records. Today, a mid-sized law firm can spend approximately $350,000 annually for paper storage. Document storage problems can often be compounded when lawyers are employed by a multi-office firm where each office is burdened with organizing and storing their own files. Using a document scanning company to serve your document imaging needs is a practical solution. Whether a firm is small or large, document scanning is a cost-effective solution to managing all of your record keeping needs.
Staff members at law firms can spend countless hours locating, copying, reviewing, annotating and organizing paper documents. Old fashioned methods of filing documents are both inefficient and costly. It requires more paid staff on hand and creates unnecessary storage expenses. Delivery services are no longer needed to transport most legal documentation from one location to another, In addition, document scanning saves time when office personnel are not required to locate and re-file hard copy documents.
Advantages of a Paperless Office
Document scanning technology has the ability to code documents for search and retrieval for all law firm needs such as depositions, arbitration, etc., and greatly improve case preparation and management.
By: / on: 07-19-2011
Electronic Medical Records (EMRs) are rapidly becoming a new trend in physicians’ offices and in hospitals. Document scanning of patient information and records is a new trend that provides a type of sophisticated organization like no other system. It promotes efficiency and results in enhanced storage capabilities that benefit both health care providers and patients. Quality health care is easier, accurate, and more secure when records are stored electronically. Quick access to medical records saves time and can prove to be lifesaving in an emergency situation.
Document scanning is an easy and cost-effective system to implement. The initial cost that a medical facility spends to go “digital” can result in savings that amount to thousands of dollars annually. In addition to cutting the cost of paper supplies, this system saves health establishments in terms of storage space and labor.
Easy and accurate accessibility is another key advantage with EMR. The days of filling out the long health history forms each time a patient visits a new office will be long gone. When patient information is recorded and stored electronically, patients are no longer be subjected to updating their files or need to worry that they neglected to list any medications, surgeries or procedures that are part of their health history. In addition, employees need not search through endless file folders and mounds of paperwork to locate the information they need.
Safety is a significant advantage for the health industry to use EMR systems. When doctors share electronic records, they are able to quickly pull up all of a patient’s medical records in seconds. Not only will physicians will have access to all of the information they need quickly, records are more accurate and up to date and cannot get lost if a doctor closes his/her practice.
Medical offices and hospitals that have transitioned to an electronic medical record office are convinced that this system is the best that is available in today’s market. The initial investment pays for itself in a very short time and promotes efficiency that was lacking previously.
Electronic Medical Records (EMRs) are rapidly becoming a new trend in physicians’ offices and in hospitals. Document scanning of patient information and records is a new trend that provides a type of sophisticated organization like no other system. It promotes efficiency and results in enhanced storage capabilities that benefit both health care providers and patients. Quality health care is easier, accurate, and more secure when records are stored electronically. Quick access to medical records saves time and can prove to be lifesaving in an emergency situation.
Document scanning is an easy and cost-effective system to implement. The initial cost that a medical facility spends to go “digital” can result in savings that amount to thousands of dollars annually. In addition to cutting the cost of paper supplies, this system saves health establishments in terms of storage space and labor.
Easy and accurate accessibility is another key advantage with EMR. The days of filling out the long health history forms each time a patient visits a new office will be long gone. When patient information is recorded and stored electronically, patients are no longer be subjected to updating their files or need to worry that they neglected to list any medications, surgeries or procedures that are part of their health history. In addition, employees need not search through endless file folders and mounds of paperwork to locate the information they need.
Safety is a significant advantage for the health industry to use EMR systems. When doctors share electronic records, they are able to quickly pull up all of a patient’s medical records in seconds. Not only will physicians will have access to all of the information they need quickly, records are more accurate and up to date and cannot get lost if a doctor closes his/her practice.
Medical offices and hospitals that have transitioned to an electronic medical record office are convinced that this system is the best that is available in today’s market. The initial investment pays for itself in a very short time and promotes efficiency that was lacking previously.
By: / on: 07-11-2011
Budget cuts across the country are forcing school districts to meet challenges with cost-saving results. That is why more school districts are making the transition to go “paperless” by investing in “document scanning”. A document scanning services company is responsible for converting all paper records into a digital image filing system. It is a worthwhile investment with a quick return that maintains school records and improves efficiency in the districts. School districts are finding themselves in a situation where their volumes of paperwork are getting much more difficult to organize and maintain. Records are cumbersome and not able to be accessed in a timely manner. Therefore, many school districts are deciding to join the “bandwagon” and begin converting their records to digital files. Some districts have already begun the process of outsourcing their documents to a reputable document scanning company to convert their paper files into electronic digital images.
School districts are responsible for keeping and managing an enormous amount of student and faculty records over a period of years which is mandated by the district. The documents they are required to store range from student records and transcripts, district test scores, SAT and ACT scores, and immunization records. When some high schools are retaining a student body that consists of 3200 students, school personnel are quick to realize that this is becoming a time-consuming burden and that is an inefficient for quickly accessing records.
Schools that have already transitioned to a digital document scanning management system have reported inherent benefits that include:
· Decreased storage costs
· Operational efficiency
· Easy accessibility
· Preservation of records
· Document security
· Rapid investment payback
Storing paper records has many disadvantages. First and foremost, it is costly. Jan Howard, an administrative assistant with the Colorado School District went on record to say that “rooms filled with paper are a fire hazard”. Being able to retrieve digital information in seconds by searching a student’s name or school ID number makes sense and serves the school community better.
By: / on: 06-30-2011
There are many companies who are certain their office could benefit from document scanning services, yet they continue to put it off. One reason for this is they are not sure if they have the resources and manpower to complete each step in the process. A comprehensive document management strategy involves a lot more than pure document scanning; in fact, if the project is planned out properly, the scanning process will be the least time-consuming part.
Perhaps your company has considered a “paperless” transition in the past, but you haven’t moved forward with it because of a lack of organizational resources. Some businesses tackle the digital conversion over a long period of time, scanning documents on an as-needed basis, but if you would prefer to do it all at once, it makes sense to outsource the job.
There are some real benefits to having your document conversion done quickly by a professional document scanning company.
If your office uses a lot of paper, the prospect of implementing a document management system may be daunting. That’s where an outsourced document management company can be a great help. They will show you exactly what needs to be done to get started, including the sorting, organizing and prepping of various document types, and bring all of the pieces of your project together into one neat and manageable package.
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