Document Management Set Up

dokmee

It is a known business and tax regulation that certain business documents have to be maintained for a particular number of years, which depends on the information which the documents hold. Unfortunately, some businesses still require the use of paper documents. Along with producing hardcopies, it can be quite costly to rent out space for the continued storage of large amounts of documents.

Then, when a disaster like fire or flood strikes, all the documents and the information these hold can be easily destroyed or compromised. Thankfully, there is a way for you to maintain and backup all your paper documents, without taking up too much space.

Professional Off-Site and On-Site Document Scanning

Albuquerque Image Products offers off-site scanning services that equate to fast project turnarounds, high quality work, and aggressive pricing. In the event that the documents cannot leave your facility, on-site services may be provided. You simply provide the space to accomplish the job, and Albuquerque Image Products can take care of the rest.

Up to 25,000 images a day can be scanned by Albuquerque Image Products’ high speed censors, allowing you to spend more time and resources focusing on the primary processes of your business, and not secondary ones like document storage.

The Benefits of Document Scanning

One of the key purposes of Albuquerque Image Products’ document scanning services is to help ensure that your paper documents are converted into imaged documents and are not at the risk of being destroyed should a fire, flood, or any other disaster happen at your facility.

If your company has multiple offices, it can also be costly to exchange information and share files via traditional shipping. By having documents scanned, it can be electronically shared to other facilities with relative ease and little to no cost. This also helps you avoid paying for file storage at a rented location.

DMSS1

Document Indexing

All documents need to be retrieved at some point. We index to your specifications. Your documents can be indexed by one or more fields. Indexed data can be compared to tables or databases you may have, this will ensure accuracy. Tables can also be used to populate other fields. Additionally, key index fields can be double keyed to ensure accuracy.

HIPAA and Document Imaging
There are four important mandates under the HIPAA Administrative Simplification clause to consider:

  • Standards requirements – Electronic transactions and code sets standards will need to be in place.
  • Privacy requirements – This portion of the law cover the disclosure of patient PHI.
  • Security requirements – Protected Health Information (PHI) must be protected at all costs.
  • National identifier requirements – Electronic transactions and codes sets standards requirements.

Document scanning and/or forms processing will help you as a covered entity of HIPAA. You must make sure any vendors you contract with comply with HIPAA laws.

DMSS8

Why might document imaging help me with HIPAA?

The security requirement of HIPAA states that any covered entity must ensure that all PHI is secure and protected. It is very difficult to protect paper documents. As you compile more paper the greater your exposure to violations will be. Paper is susceptible to fire, flood, theft, and miss-filing errors.

Scanning your paper to centralized digital databases will enable you to come into compliance in an efficient and credible way.

When documents are digital they can be encrypted and user rights can be assigned to restrict access. Software packages like OpenText’ Alchemy will allow you to track and audit files and users in your system. These functions will give you data such as who opened and emailed a particular file from your database. User tracking provides a great deterrent to anyone in your organization from stealing someone else’s Protected Health Information (PHI). Additionally, digital documents are easy to protect from fire, flood and other natural disasters.

The Advantages of Outsourcing

  • Lower labor costs
  • Less overhead
  • Less payroll taxes
  • Increased efficiency
  • Less human resource issues
  • Information Technology savings

DMSS9

Disadvantage of Outsourcing

  • Less direct control over processes
  • Negative Stigma (off-shore outsourcing)
  • Changes in processes may be more difficult to implement
  • Trade Secrets
  • Possible language barriers

Business Process Outsourcing (BPO)

Many people shudder when they hear the term “business process outsourcing (BPO),” immediately remembering a bad customer service experience. Not all outsourcing is bad. With some intelligent thought behind your outsourced project, huge dividends can be paid to your organization and customers.

Outsourcing does not mean sending every business process to India or China. Outsourcing can be as simple as sending a document scanning project to a local imaging company. Outsourcing to a labor rich country can also be a very good thing if carried out correctly.

The World is truly a global economy now. In order to remain competitive you must use business process outsourcing to your advantage. Save money, increase productivity and boost customer satisfaction by BPO.

Return on Investment ROI

Paper and/or Data Entry costs

  • Salaries paid to employees to locate paper documents
  • Salaries paid to employees to locate lost paper documents
  • Document warehousing for archival purposes
  • The cost of regenerating a lost paper document (As high $200)
  • Disaster Recovery
  • Office space to house paper
  • Filing cabinets
  • Customer Service
  • Data Entry
  • Couriers
  • Growth Rate – Can you handle the paper you might have two years from now

Scanning Costs

  • Per page scanning price
  • Search and Retrieval Software
  • System training
  • Image storage
  • Destruction or Archival of original paper

DMSS10

We offer an all inclusive per image scanning price or a detailed itemized cost per service. When getting quoted make sure the following costs are included as they are all necessary in the process.

  • Single seat search and retrieval software
  • Document preparation
  • Scanning
  • Scanning Resolution
  • Quality control
  • Scanning
  • Indexing (Data Entry)
  • Double Keying
  • Release into a database or ASCII text file with image files
  • Destruction of original paper
  • Pick-up and delivery