Document Scanning Blog

A professional document scanning company may have taken a mountain of work off of your hands by scanning and cataloging each document that was once taking up space in your office. They may have shown you how to catalog, store, retrieve and archive all of your newly scanned digital files and set you up with the software to do so. In many cases, you may have learned a lot about OCR scanning and searchable PDF files as well. But at some point or another, your new paperless office will need to be outfitted for the maintenance of continuous scanning and indexing of paper files. Law offices and medical practices are often challenged by this task, as much of their staff is still learning how to use the new software. Once your office has set up standards for digital storage and cleared away the excess filing cabinets, you will need to be prepared to maintain these new parameters over the long term. Below is an overview of the hardware requirements for a paperless office: Buy or lease a scanner that has the capacity to perform quick scans and can handle the volume of paper you expect to be scanning on a daily basis. The cost of this equipment will depend on whether your office can get buy with a desktop scanner or needs a full-service digital document center. What’s nice about a digital document center is that it can be used as a copier as well. Be sure the speed of the scanner you buy is fast enough to scan the volume of paper you will typically be scanning in a day, given your allocated resources. Scanner speed is measured by page-per-minute (PPM) rates. Do you need a document scanner that can do double-sided or oversized scanning? How about color scanning? Some of the latest equipment will scan directly from the scanner to a digital file, email, or document management system, which could make a significant difference in office efficiency. Most professional document scanning companies will recommend very specific equipment based on your budget and the needs of your office.

Online document scanning storage is quickly becoming the “norm” in the business world. It is a key element of any document management solution because it allows individuals to immediately retrieve documents from any computer that has an internet connection, but some businesses are skeptical about its usefulness in the management of accounting processes. How will online document storage improve the efficiencies of your company’s accounts payable and receivable departments? Here is one example to consider. Now, instead of rifling through several filing cabinets in search of an invoice or delivery document, an Accounts Payable clerk can quickly see all of the documents related to a statement, whether they were delivered successfully and who signed for the shipments. Not only will he or she be able to find these documents online in one place very easily, it will be easy to determine whether the bill is accurate. Practically speaking, every accounting department could streamline the way they store and retrieve documents, and improve company processes to achieve greater productivity. When all of the documents relating to an invoice are easy to find, it is possible to take advantage of early payment discounts and save the company a lot of money over the long term. Companies who are looking to implement an online document scanning storage solution across all departments often express concern about the security of the documents, but the technologically advanced encryption processes used in these programs make financial records much more secure than they would be otherwise. In addition, most businesses customize the accessibility of these documents to prevent unauthorized employees from viewing or altering them. If your company is looking for an online document management solution, be sure to include the accounting department in the first wave of the transition. The cost of going “paperless” is usually justified by the added security and savings that online document storage affords.

It doesn’t take much for an office to become cluttered, especially when the office is accustomed to keeping paper records of everything and holding onto old files for years. It wasn’t until so many offices started to invest in document scanning that office managers realized how much space they were wasting previously. Of course, office space management isn’t the only reason to consider going paperless. It does a whole lot more than eliminate mountains of paperwork. By choosing an experienced document scanning provider, the same papers that once took up space in your office will now become a part of your client database. This may seem like a tedious process, but using the latest document management software it is possible to catalog multiple documents simultaneously, while also making them “searchable” under several different categories. One objection that is common among small business owners is their fear that the data will be lost, or that it will fall into the wrong hands. However, with the right document scanning and storage, it is possible to keep your office files more secure online than they ever were in your office. Multiple back-up files are stored on a secure server that is private, hack-proof and perfectly safe. Safeguards can be added to make your data even more secure and compliant with privacy laws. Instead of paying employees to make copies and file documents, a document management solution will vastly improve their productivity. They will have more time to spend with customers and clients, and because every document is now at their fingertips, they will be able to offer much better customer service. A document scanning and storage solution is the best way to make your business more productive and service-oriented, which will ultimately improve your bottom line.

For law offices and medical practitioners, the concept of document scanning office documents is nothing new.  In fact, many have been doing it for years.  But new technological capabilities available to paperless offices has made it possible to do more than just scan and archive documents.  Today’s document scanning companies offer everything from online file storage to OCR scanning. They are also working to pave the way for the eventual synchronization with national patient databases. More than ever before, it is possible to truly manage all of your office paperwork from afar, but unfortunately the earlier you started scanning the more likely it is that you need to update your system. A document scanning and indexing company can provide your business with the latest tools to run your office more efficiently, while remaining compliant with privacy laws and securing your files from potential hackers. Look for a company that can help you: - Transition scanned documents and PDFs  into text-based searchable documents using OCR software - Store your documents securely using off-site online document storage - Add accessibility options that limit the people who can view or change specific documents - Merge your database records with your scanned documents so that every related document can be accessible from a given client’s record - Update electronic medical records to comply with nationalized databases and EHRs - Archive your paper documents at a secure off-site facility - Ensure that your document management system complies with all state and federal privacy regulations Unless your documents are already completely secure, compliant, searchable and accessible, it may be time to update your document management software and do a complete overhaul of your existing system.

If your business is making the transition from paper to electronic filing, then you may be surprised at how difficult this transition is for some of your employees. Younger employees tend to grasp the concepts behind document scanning and online file storage. However, employees who have spent the bulk of their careers doing things the “old fashioned way” will be slower to figure out the system. For this reason, it makes sense to work with an outsourced document scanning company that can take some of the confusion out of the equation. Instead of being saddled with the responsibility of doing the actual scanning, people who use these files everyday can become involved in the administration of the files. Administration over files may sound like a boring job, but in reality it is quite interesting. It starts by categorizing and indexing the type of files that are most typically used, and deciding which files will need to be accessed by whom, and how they will need to be stored. Document scanning companies will usually install the proper software programs for you to make this process as seamless as possible. Another aspect of administration is file accessibility. Depending on the type of business you operate, it may make sense to use OCR scanning to make your documents searchable. OCR stands for “Optical Character Recognition” and it allows a computer input device or scanner to read the individual characters from a page and convert them into a text file. Not only does this allow for the “cutting and pasting” of scanned documents, it also allows for easier accessibility of your stored documents. If your employees understand file administration, they can usually adapt more readily to an electronic filing system. Be sure to ask which services your document scanning company offers, and how they can help ease the transition to a paperless office.

Moving forward with electronic document management (EDM) for your business can be complicated.  It may even seem like an endless project.  But once the transition is complete, having a fully automated office is well worth the time it takes to get there.  Making the document scanning transition can have a dramatic and positive impact on the overall health of your business.  Ultimately, most fiscally responsible business managers will want to analyze the project to determine the “total cost of ownership” (TCO). How does one measure the TCO for automating business processes?  From the initial document scanning process through the implementation of your EDM system, financial analysts will be evaluating the costs and benefits of making such a dramatic change to the way your company does business. Here are some elements that may be included in this analysis:

• Upgrades to your IT infrastructure
• The addition of desktop scanners
• Software systems to manage and index scanned documents
• The use of professional document medical record scanning companies, if outsourced
• Archival storage of paper documents, if necessary
• Custom programming by in-house IT department
• Increased backups and security functions for hard drives and other data storage media

Savings that will be realized through a paperless office may include:

• Reduced overhead costs for file storage and payroll
• Improved efficiency and speed in serving clients/customers
• Less expensive compliance with HIPAA, Sarbanes-Oxley and other regulations
• Ability to take on more clients or patients due to faster workflow

Usually, the efficiencies gained by adding a comprehensive electronic document scanning management system cover the costs of implementation within a year, and after that the savings really start to skyrocket.

Developing Internal Security Guidelines for Digital Document Storage With the paperless office quickly becoming the standard in most industries, it is interesting to see how individual businesses go about the administration of an electronic document management (EDM) system. The most popular systems allow business to configure the security guidelines and accessibility of files in an intuitive and logical way. However, it is crucial that a company first establishes a corporate policy that is clearly communicated to employees. * Configurable administrative rights within EDM systems allow corporations complete control of who can access files, but the rules must be simple or they could be ignored. When launching a new system, remember to restate the company policies regularly. * Once your company has made the conversion to electronic document storage, remember to audit the system regularly to ensure compliance and make any adjustments to the system as necessary. EDM Integration and Long-Term Planning Document scanning doesn’t always mean that digital files are stored appropriately. Too often, data is stored in too many different systems, which can further complicate efficiency and compliance. Instead of using a separate EDM system for each division of the company, integrate them all so that up-to-date documents can be gathered from various sources, where they can be easily searched and retrieved. One way to prevent system overlap is by making sure your EDM solution can point to diverse document types and all of your information can be searched securely through one centralized system. This may include document scanning, images, correspondence, forms, emails and faxes, among other things. Finally, establish consistent and clear guidelines for the long-term storage of documents that are no longer a part of your business lifecycle but still must be retained to comply with regulations. Many document scanning companies can archive old documents for you, but privacy regulations may dictate that they are either purged or destroyed when no longer in use. Be sure your company has a clear policy about how this is handled.

Working with a professional document scanning company is the best way to move forward with creating a streamlined and efficient paperless office.  Whether your business is medical, legal, financial, or in another field altogether, it is important to make decisions about online document storage during the early planning stages of the project. Before starting a document management project, take time to consider who will need access to which documents, as well as who should be denied viewing rights, signing privileges and the ability to make changes to digital files. Below is a checklist to help you get organized and configure the best way to manage enterprise-wide file use. 1) Take inventory of the various types of documents used by your organization 2) Learn how these files are currently organized and which workers access them most often, as well as which other personnel may need access from time to time 3) Decide whether each type of document needs to be secured based on the department, hierarchy, or specific user and assign each one with the appropriate parameters 4) Consider the need to comply with certain regulations, such as Sarbanes-Oxley, HIPAA, etc. and establish overlapping rules that may apply to each document type accordingly. 5) Assess the importance of using an electronic document scanning management service that is web based.  This type of set-up will allow for remote access to documents from any location with an internet connection. Making these decisions before the document scanning process begins will save a lot of trouble and confusion down the road.  Depending on the type of company you hire, they may be able to help you index your digital files for easy and secure accessibility.

Converting to a digital, paperless office may seem like a massive undertaking, especially for small businesses with limited resources. However, in terms of accessing information and improving efficiencies, digital document storage is a much more effective way to do business. If your business is new to the world of document scanning and digital document management, it is important to go about the conversion in the most sensible way. There are dozens of companies now offering software programs for do-it-yourself document scanning and storage, but all of these systems are not created equal. Choosing the right method of document scanning can also be crucial to your compliance with HIPAA and other privacy laws. Publicly held companies must be aware of how a paperless office will affect their compliance with regulations and annual audits. However, in most cases, companies find that the transfer to digital document storage leaves a much clearer audit trail than paper files. Whether your business is just starting down the path to a paperless office or is looking to replace your current system with something more robust, there are some common pitfalls that should be avoided. Use this checklist to be sure you are starting the project with the right set of resources. 1) Assign a “champion” for the project and be sure that he or she has a clear vision of the company’s goals, from how to handle initial document scanning process to avoiding potential security risks. 2) Choose an IT expert to collaborate with the project’s champion, one who understands the details of your corporate IT infrastructure. 3) Before the project begins, conduct a thorough analysis of your business, how the various documents are currently used and who handles them. 4) Look for ways to streamline and improve business processes through online document storage and better automate the company’s documents for positive change. Once these resources are in place, you are ready to start the document scanning process. Work with a professional document scanning company, who will ensure your documents are properly indexed, managed and archived.

If your medical office has not already learned about the importance of Electronic Medical Records (EMR scanning), then you will certainly be doing so over the next few years. Medical practitioners, both large and small, will be under intense pressure to comply with this new technology, particularly when the healthcare reform law is fully implemented. Eventually, it will become mandatory to provide accessibility to a patient’s medical records in the form of an “Electronic Health Record” (EHR). While there is little doubt about whether EMR scanning will be a more efficient way to organize patient information within an office setting, there is still serious concern about whether greater access to EHR records can keep confidential information away from prying eyes on the Internet. Doctors everywhere are in a rush to comply and use federal dollars to implement EMR systems that will ultimately be used in a more “meaningful” way by government agencies. However, they are finding that extensive regulations have been placed on the type of systems that can be used. In order to qualify for reimbursement from the federal government, doctors must follow guidelines of what the Department of Health and Human Services defines as “meaningful use” in their EMR systems. The government’s requirements may seem a little over the top, and even a bit “big brother-ish” to some, but in reality, these regulations are designed to keep health information secure and untainted. When medical records are accurately converted into an electronic format, using such security measures as encryption and firewalls, they can be prevented from falling into the wrong hands. It is also important that during the document scanning process, the records are digitized using commercial grade – not personal grade – scanning equipment. EMRs undoubtedly represent a major step forward in healthcare information technology, which is why attention to detail is so important. Secure and accurate medical data will ultimately allow caregivers to analyze and share information, which is expected to not only improve the quality of healthcare, but lower the cost to consumers as well.

According to Microsoft, the adoption of document scanning for the paperless office - especially electronic medical records - is expected to increase dramatically over the next three years. As a result, document scanning services are helping many medical offices adapt to this new technology. Why has document scanning and electronic recordkeeping been such a major focus for the healthcare industry? Even before the first draft of the Healthcare Reform bill was written, many medical centers and hospitals were already using electronic medical records (EMRs), primarily for their ease of use, efficiency and easy compliance with HIPAA laws. But now, with healthcare information technology being such an important component of true reform, EMRs have become a more powerful tool. In addition to making healthcare more efficient, reducing overhead costs, and helping medical offices streamline operations, industry experts also expect EMR adoption to reduce duplicate testing and medical errors while allowing healthcare systems to analyze their clinical effectiveness. Until digital systems are more widely adopted and patient health records are truly integrated across multiple networks, it may be difficult to realize the true capabilities of this technology. It will be interesting to see how long it really takes for the healthcare industry to go “paperless” and become truly integrated. Document scanning services are able to help medical offices efficiently transition to an EMR system, with little disruption to their day-to-day activities. With the help of these services, physicians can become highly organized and efficient with their patient information, cut the cost of storage, overhead and supplies, and manage patient care in secure digital environment.

As electronic medical records (EMRs) become the new standard throughout the medical community, more and more healthcare professionals are finding them to be an invaluable tool. Originally, it seemed that EMRs were a way for large healthcare facilities to eliminate paper files and keep more efficient records; but as EMR systems have evolved, medical offices are finding they do a lot more to streamline operations. Electronic medical recordkeeping not only reduces the amount of paperwork, it helps ensure better time management and more accurate billing. And since most of these systems are web-based, physicians can access information 24/7 from any computer. It is hard to tell when the use of EMR scanning systems will have completely saturated the healthcare industry, but as these systems improve, more and more physicians are making the decision to go paperless. Once they complete the document scanning and archiving process, EMR management systems present a new way to handle day-to-day operations. Here are some highlights of what the latest EMR scanning systems include: * Convenient information storage and organization, including billing info, doctors’ notes, lab results, etc. * Full system customization to meet the needs of any size organization * Management of prescription data by patient * Built-in office visit management programs, including alerts for personnel * Multiple levels of security for access to patient information * Templates for prescriptions, notes, letters of consultation, etc. * Integration with other billing systems and previously used databases * HIPPA Compliance * Built-in search engine * PDA compatibility * Ability to track communications with other institutions and integrate this into a patient’s record Unlike the early versions of EMR systems, the latest versions have progressed beyond document scanning and medical chart retrieval to become a total practice management solution.

When it comes to the subject electronic medical records (EMRs) comes up, smaller medical offices often think there is no need to make the transition. Either they think it is too expensive, too time consuming, or too confusing. Others worry about how it will affect the jobs of their office staff, or they prefer to carry a paper chart instead of a laptop. There are plenty of reasons to delay the inevitable. Now that Healthcare Reform is here, a system-wide transition to electronic health records isn’t far behind. Many hospitals are already moving from their old system of EMRs to a new system that will be compatible with universal EHRs. It won’t be long before every doctors office, small or large, is expected to make their patient records available in a digital format. But large healthcare systems are not the only ones who realize that digital medical record scanning is a necessity. Patients are also demanding this technology be offered by their providers. It is much easier for patients to communicate with their doctors when all the information they need is easily accessible. EMR scanning also make it easier for doctors’ offices to track billing, recognize healthcare trends, and keep test results with a patient’s file where they belong. As a medical professional, it makes sense to keep up with the latest technology. Not only will it inspire more trust from your patients, it will minimize overhead costs for your practice. The process of scanning documents and medical charts may be tedious and time consuming, but it can be done. Many small medical offices outsource the document scanning and storage to a team of professionals who can work on-site or at a separate facility. Most document scanning companies are also equipped to help small medical offices make the transition into a new EMR system.

As the paperless office becomes the new “normal”, many small businesses now find themselves grappling with the manipulation of scanned content. For example, when a law firm or medical office converts to a digital platform for record-keeping, there is usually a need to access a scanned document and updated it at some point. This isn’t always necessary with medical charts, because EMRs convert charts into online forms, but there are many other scanned documents that will require some editing down the road. One of the best solutions for the conversion of image files, or PDFs, into text-rich searchable documents is to use document scanning. It can be done in many languages, and allows law firms, archive facilities and museums to search, catalog, and manipulate the content of image files. Many offices use HTML programming language in OCR scanning because it allows for quick access and simple editing. In addition to converting these scanned documents into searchable text, OCR scanning can also structure the data for conversion to Excel. Of course, the success of any Excel conversion through OCR will depend greatly upon the readability and structure of the existing pages. Document scanning that has already have tabulated data (using delimited tabs and spaces) usually generate the best result, while sheets with non-standard columns may need to be manually adjusted. There are other ways to make the conversion from image file to Excel, such as Zonal Software, Adobe Acrobat, and Visual Basic, but these can be time consuming and more expensive than document scanning. A great way to determine which solution is best for your needs is to ask for a test or sample.

One of the biggest challenges to any legal practice is the management of paperwork that must be copied, distributed, filed and stored. Fortunately, there are now many off-the-shelf solutions for digital online storage of legal paperwork, but first all of these documents must be scanned. Many law offices shy away from going paperless because they cannot devote the time or resources to scanning and cataloging every pleading, petition, contract and brief. Like many law firms, a decision needs to be made about whether to do the document scanning in small increments over a long period of time, or hire a document scanning company to come in and do it for them. However, even if the bulk of the documents are scanned by professionals, law offices must still invest in a reliable scanner to keep up with the constant flow of paperwork. In many cases, law firms choose to only digitize certain types of documents, such as archived casework, and use paper documents for all original pleadings, signature-related documents and evidence. The most important caveat, particularly for smaller firms, is that the process of going paperless doesn’t prevent lawyers from doing what they do best – practicing law. Only when this type of endeavor is managed properly can a small office begin to compete with larger firms. Once all the important documents have been scanned, a computerized case management system must be in place to keep everything in order. These programs perform many tasks, including case management, maintaining detailed client accounts, and organizing documents both by client and subject matter. There are several case management software packages on the market, each with varying price points and benefits. Another valuable addition to any paperless law office is a digital law library. Using a document scanning system like this, it is possible to copy and paste citations and statutes into legal petitions and pleadings.