Secure • Accessible • Quality

Document Scanning and Records Management

Bay Area Records designs custom document scanning and records management solutions to help your organization or business shift to a paperless environment. We’ll save you time and money by turning paper records into digital files for uploading into electronic records systems for safe, accessible archiving.

We provide end-to-end digitization services, from project planning and box pickup to the scanning and destruction of paper records. Bay Area Records also offers secure, web-based document management and cloud-based storage solutions for your ongoing records management needs.

Trusted, Professional Document Conversion Services

Established in 2003, Bay Area Records has built a reputation for superior customer service and high-quality document management in the Hamilton-Burlington-Niagara area. We work with hospitals and other clients in the health-care sector as well as researchers, universities, lawyers, architects, engineers and others who value Bay Area Records’ expertise in managing complex and sensitive medical, legal, financial, research and human resources records.

Our facility operates 24/7 and provides Bay Area Records clients with safe, secure access and round-the-clock support. We also work in partnership with Richmond Hill-based Octacom Limited, one of Canada’s leading full-service data management, automation and archiving companies. Together, we have scanned more than 150 million pages of documentation to help clients throughout the Golden Horseshoe region save money and optimize workflow processes.

Benefits of Going Paperless

For years, people have been predicting the digital age would make paper obsolete. It hasn’t turned out that way. Far from eliminating paper use in the workplace, the digital economy has only increased demand for it. Organizations of all kinds are collecting more and more information. Even if they don’t print everything, overall, businesses still use a lot more paper than they used to.

However, paper documents have a lot of disadvantages, including:

  • They are inefficient and expensive to maintain
  • They take up a lot of space
  • They are prone to being misplaced or damaged
  • They are difficult to access and update, especially in the case of archived records that might be stored off-site

Access the Information You Need, When You Need It

Contact Bay Area Records and discover the benefits of converting your paper documents into digital files. We’ll work with you to develop an action plan and use industry-leading technology to scan, index and convert your paper records to a digital management system that suits your needs and will help you:

  • Save time and money;
  • Store files securely, and retrieve them in seconds
  • Eliminate mistakes and delays caused by misfiled or lost documents;
  • Control access to documents and share files easily and securely;
  • Ensure compliance with privacy regulations and AODA requirements;
  • Preserve and protect valuable archives from damage;

Your Solution for Managing Medical, Legal, Financial, Research and Human Resource Records

Our focus on quality control at each stage of the document conversion process makes Bay Area Records unique in the industry. No job is too small or too large – we approach every project with the same dedication and professionalism, whether we’re scanning one box of documents or 1,000. Here’s how we do it:

Document Scanning and Records Management

Bay Area Records specializes in helping businesses and organizations turn paper records into digital images for uploading into electronic records systems and for safe, secure accessible archiving.

We offer end-to-end services, from box pick up to the scanning and destruction of paper records. Our secure facility provides support for our clients 24 hours a day, seven days a week, 365 days per year. Working with our partner company, Octacom Limited, we have scanned more than 150 million pages of documentation since our company was established in 2003. Hospital corporations and professional service organizations trust Bay Area Records for their records management solutions.

Project Planning

Converting mountains of paper into digital files isn’t as daunting as it sounds. Getting it right starts with good planning. The professional document management consultants at Bay Area Records have developed tool kits and best practices to help you understand how to implement an effective and efficient document conversion system.

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High Speed Scanning

Bay Area Records has leading-edge equipment to scan all kinds of documents, from simple paper forms to images to oversized architectural drawings. But there’s more to document conversion than feeding sheets of paper into a scanner. Bay Area Records provides expert quality control every step along the way to ensure optimal resolution for each type of document. Any images that aren’t perfect are sent back for rescanning.

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Data Capture

Bay Area Records uses industry-leading technology including barcode recognition, optical character recognition and intelligent character recognition software. This enables us to scan and convert handwritten, typed or printed documents into digital files that can be easily and quickly searched, displayed, updated and securely archived for legal and tax purposes or use in future data mining projects.

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Coding/Indexing

Coding and indexing are essential in order to make your electronically archived documents are properly organized and easy to retrieve. Bay Area Records will work with you to ensure that all of your documents are categorized into useful and meaningful search fields, file names and structures. Then you can be sure that your documents end up where they’re supposed to and can be found when they’re needed.

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Image Output

Once the scanning process is complete, we deliver the images directly to your electronic document management system. Alternatively, we can provide the files in the format and on the type of storage device that suits you best, including tablets and other mobile devices, USB stick or hard drive, or uploaded to your SFTP server. For ongoing storage and management of your electronic documents, we offer the cloud-based Odiss™ solution through our partnership with Octacom.

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Records Destruction

Protecting individuals’ privacy is paramount at a time when businesses and public sector organizations are collecting more information than ever. Therefore, the secure destruction of critical documents – especially if they contain personal health, legal or employment information – is essential. Bay Area Records provides secure records destruction in compliance with federal and provincial regulations, including the recommendations of the Information and Privacy Commissioner of Ontario.

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The solution for managing medical, legal, financial, research and human resources records.

What Our Clients Have to Say

 
 
 
 
 
 

What Our Clients Have to Say