About Bay Area Records

Established in 2003, Bay Area Records is located in Hamilton, Ontario, making us ideally situated to serve clients in the GTA and across Southwestern Ontario.

From our initial work in scanning and integrating records into hospitals’ clinical information systems, we now also serve clients in other health care and health-related organizations, as well as those in professional services such as law practices, architect firms, financial institutions, and engineering firms.

We work in partnership with Octacom Limited, a Canadian full-service document management company that’s been providing electronic and digital document imaging and archiving services for more than 30 years. 

Depending on client needs, we can offer turnaround times as short as six hours, with hospital Emergency Room records done in three hours. We scan hospital Emergency Room records in three hours.

Our systems and procedures allow clients to achieve a paperless environment, while ensuring the costs and errors associated with managing, maintaining and storing paper records are eliminated.   

Our Facility

Our secure facility operates – and provides support for our clients – 24 hours a day, seven days a week, 365 days per year.  Access is tightly controlled and an around-the-clock security system is in place. 

A back-up production centre is located in Richmond Hill, Ontario, should there be any interruption to our Hamilton operations for any reason.  This second-site protection provides clients with peace of mind, and ensures their ongoing records scanning needs will continue to be met.

A Focus on Quality and Privacy

Quality control checks at each stage of the digitization process make us a unique provider in our industry. We ensure records are complete, scanned documents are categorized according to the specifications of each client, and images are as good as – if not better than – the original paper documentation.

We understand our clients’ need for complete privacy of their documents. We are fully compliant with provincial and federal privacy legislation, and adhere to the standards of the Canadian General Standards Board, the Provincial Privacy Commissioner, The Colleges of the Regulated Health Professionals including the College of Physicians and Surgeons of Ontario (CPSO), the Canadian Medical Protective Association, Canadian Health Information Association (CHIMA) and COACH.