Coding/Indexing (assigning file logic and search fields to scanned images)

It should take no more than a few minutes to find any archived electronic document. Electronically archived documents must first be categorized into useful and meaningful search fields, file names and structures (Coding/Indexing). Bay Area Records can help clients determine how best to organize scanned documents.

We offer advanced search features – such as optical character reading and complex document categorization – to match each client’s current file structure and the requirements of any electronic document management system or electronic medical record. We also provide advice on the use of document bar coding to improve document search functionality.

What Our Clients Are Saying

"Bay Area Records Conversion staff have provided professional on-site and ongoing support throughout the process of having our research paper records scanned to electronic format … We are pleased with this service and plan to continue to utilize Bay Area Records Conversion for future studies. We are very impressed with the level of professionalism and appreciation of the sensitive nature and significance of our research documents."

Sasha Eskandarian, Research Program Manager

McMaster University

"We selected Bay Area Records Conversion based on a number of considerations that were critical to the NHS. They were experienced with a project of this magnitude, price, quality, turnaround time, privacy and security."

Jane Doan, Director of Health Information Management and Patient Registration

Niagara Health System

"Electronic record storage has saved us space, time and money and given us a more secure record archival system. Bay Area Records Conversion is very customer focused, fully compliant and knowledgeable with all legislated record privacy requirements, and, the only provider of this specialized service in our region."

Mary Bedek, Chief Privacy Officer

Hamilton Health Sciences

"We were impressed with Bay Area’s leading practices and its experience in handling complex health information applications. Bay Area is cost effective and has a proven track record of accuracy in converting patient records."

Julie DePaul, Director of Health Information Services and Chief Privacy Officer

Joseph Brant Hospital

"Working with Bay Area Records Conversion, McKenzie Lake has utilized industry-leading technology to scan, index and convert our entire corporate records library to digital PDF files. As a result, we have eliminated over 250 feet of shelf space containing over 1,300 corporate minute books, all while maintaining compliance with provincial and federal privacy, corporate and tax laws."

David Arntfield, LLP

McKenzie Lake Lawyers, London, Ontario

"Since 2008 we have been using the services of Bay Area Records Conversion each year to digitize our paper client files, including oversized architectural and structural drawings. Bay Area Records Conversion has provided us with excellent services and technical advice, all delivered in a time frame that ensures our easy access to accumulated critical business records. I have no doubt that given the opportunity the company will provide excellent service to clients, well beyond expectations."

George Fejes, Architect and Engineer

Irish Creek Consultants, Cambridge, Ontario

"We have been using scanning services for the past year and must say that we appreciate the friendly, courteous and professional service. Our turn-around-time is very quick and fabulous. This arrangement has brought great efficiencies in our process."

Bessie Carydis, Director, Certification & Prior Learning Assessment

Canadian Society for Medical Laboratory Science