Bay Area Records Conversion offers end-to-end services from box pick up through scanning to paper records destruction. We provide high-speed conversion of regular, oversized and undersized documents. Our equipment can handle both single and double-sided documents. The quality of the scanned images either matches, or exceeds, the original paper versions. Images are named according to each client’s specifications, and images can be output directly into clients’ electronic content management systems, or on to mobile devices such as USBs, DVDs or CDs.
Most of our clients outsource their scanning and records management services to save time and money; however we also provide best practice consultation services for those who wish to complete their digital records management services in house.
Our high-speed document scanning ensures that your project can be completed on time and on budget.
We provide optimal resolution for each type of document so that images are highly legible and can be printed clearly, should this be required.
Scanners are equipped with alarmed detectors ensuring that each page is separately scanned and no document is missed. Our expert operators are trained to detect any document with questionable image quality so that it can be scanned again at higher resolution, if necessary, to ensure all of our scanning quality control standards are met or exceeded.
The most labour intensive part of digitizing paper documents is the process of preparing and purging documents to be “scanner ready.” Some clients require only portions of their records to be retained and scanned, and don’t want to go through the time and trouble of purging documents that don’t need to be kept. Our employees have extensive record preparation – and purging training and experience – to complete this work quickly and effectively.
- Preparation and purging services include:
- Compiling an inventory of the records being digitized
- Removing specific documents from file folders and binders, and confidentially destroying, or returning these documents to the client, if desired
- Removing staples, paper clips and other fasteners
- Mounting documents that are too small to scan on their own
- Repairing any tears in documents
Purging ensures that duplicate and redundant documents do not occupy space – and degrade functionality – of the digital archive.
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. Bay Area Records Conversion 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.
Electronically capturing the data from critical business documents can reduce the cost of a scanning project, improve accuracy, and add value to any electronic document management system. Our scanners are equipped with software that uses barcode recognition, optical character recognition and intelligent character recognition.
Scanned documents can be provided in any format. We most often use pdf and tiff formats and can recommend the best options to meet each client’s needs. We can provide scanned documents or medical records on any type of storage device, including CD, DVD, USB stick or hard drive. Medical record images provided on mobile devices are encrypted to meet provincial privacy requirements. Encryption, or simple password protection, is an option for records delivered on mobile devices – at no extra charge. We can also deliver the scanned document images directly through secure file transfer protocols (SFTP) or virtual private networks (VPN). Our experts will provide advice on output options, so that functionality is maximized and costs minimized.
Storage is available to organizations that need to keep an original paper copy of documents and records.
All digitized documents are maintained and stored in our secure facility, in original paper format – at no cost – for the first three months. The original hard copy records remain available, should clients require them for any reason.
After the free storage period, the following options are available:
Paper records or documents can continued to be stored at a minimal monthly charge.
Original records or documents can be securely destroyed, following all recommendations of the Provincial Privacy Commissioner, including providing a Certificate of Destruction.
Original records or documents can be returned to the client.
Destruction of critical business documents – particularly if they contain personal health, legal or employment information – must be done following strict protocols and security standards. Bay Area Records Conversion offers secure record destruction, following the recommendations of the Provincial Privacy Commissioner. All records destroyed are fully documented and a Certificate of Destruction is provided for future reference.
A major challenge in making the transition to an electronic system is deciding how to proceed, and what to do first. The document management consultants at Bay Area Records Conversion have developed tool kits and best practice advice to make these decisions easier.
Our document management consulting services and expertise include project management, risk analysis, governance, readiness assessment, and policy and document procedure development.