About Bay Area Records

Located in Hamilton, Ontario, Bay Area Records is ideally situated to serve clients in the Hamilton-Burlington-Niagara region as well as communities across Southwestern Ontario. Established in 2003, Bay Area Records is an industry leader in scanning and integrating patient health records into hospitals’ clinical information systems. We also serve clients in other health care and health-related organizations, as well as those in professional services such as law practices, architectural and engineering firms, and educational institutions.

In addition to offering the very best in document digitization services, Bay Area Records is unique in one other important aspect: we’re part of the Bay Area Health Trust, a successful partnership involving the private sector and hospitals in the region. As a social enterprise, profits generated by our business unit are returned to the region’s health care system, so everyone in the community benefits from our success.

Strategic Partnership Offers Full-Service Document Management

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. 

Our customizable systems and procedures allow clients to achieve a paperless environment, while eliminating the costs and errors associated with managing, maintaining and storing paper records. Depending on client needs, we can offer turnaround times as short as six hours. We scan hospital emergency room records in three hours.

Bay Area Records provides a full range of services to ensure that your document conversion project runs as smoothly as possible, including: project management, document preparation, high-speed scanning, data capture, coding and indexing, image output and records destruction. For long-term electronic document storage management, Bay Area Records and Octacom provide cloud-based software solutions that allow you to securely access critical business documents any time, anywhere from your computer or mobile device.

Secure Production Facility Operates 24/7

Bay Area Records’ secure facility operates and provides client support 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 to protect your valuable information assets.    

Our partner location in Richmond Hill, Ontario, provides back-up production service 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. 

For added convenience, Bay Area Records stores client images and original paper files for three months after their digitization project is completed. Limited box storage is also available for clients who require access to their original documents for longer than three months.  

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.    

With our roots in the health care sector, Bay Area Records has always made protection of personal information a top priority and we are committed to meeting the needs of all our clients for complete privacy of their documents. That commitment shows in our people: Bay Area Director Peggy van Wyck has broad background in privacy policy and risk management, and is a member of the International Association of Privacy Professionals. 

Bay Area Records is fully compliant with provincial and federal privacy legislation, and adhere to the standards of the Canadian General Standards Board, the Ontario Information and 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 Canada’s Health Informatics Association (COACH).

Contact Us to learn more.