Imaging

Data Storage scans high volumes of double-sided color documents.  Our new equipment and document imaging system gives us the capability of scanning 100,000's of document a week, and providing those images to you via disk, tape or internet.  Additionally, our state of the art imaging system can do full page OCR (Optical Character Recognition) thereby turning your original paper document into a word processor file of your choice.  Call Scott at 918-664-6164 for questions.

Data Storage’s executes scanning and document conversion from existing paper documents to an electronic form. We are your source for high-volume and high-quality document imaging. By scanning and converting documents into an electronic format, we provide a simple, easy and cost-effective retrieval solution.

When you select Data Storage as your imaging bureau your organization pays for delivered product at a cost-per-image which makes it easier to plan and budget for a project or ongoing need. Costs usually are lower than in-house costs but can vary based on kind of project and geographic area.  We can handle larger volume, and can offer other services such as encoding, metadata creation, derivative creation, storing and backup, and database creation.  Plus the vendor has the costs for staff, training and equipment.

To begin to get some specifics on scanning, consider reading these documents which are available on line from the Library of Congress (http://memory.loc.gov/ammen/about/techIn.html). One is titled “Technical Standards for Digital Conversion of Text and Graphic Materials” and another is “Conversion Specifications for Contracted Scanning Services.”

There are many good reasons to consider outsourcing your scanning.  Chief among which is there are many laws on the books now that mandate protection for and limited access to certain confidential records.

HIPAA, the Health Insurance Portability and Accountability Act, includes privacy rules governing patient health records saying that “a covered entity must maintain reasonable and appropriate administrative, technical, and physical safeguards to prevent intentional or unintentional use or disclosure of protected health information.”

Gramm Leach Bliley (GLB) is a federal law with broad standards designed to compel financial institutions to “respect the privacy of its customers and to protect the security and confidentiality of those customers’ non-public personal information,” and to provide protection against “unauthorized access to or use of such records…resulting in substantial harm or inconvenience to any customer.”

FACTA, the Fair and Accurate Credit Transaction Act of 2003, has provisions to combat consumer fraud and identity theft involving personal information of employees and customers including rules for eventual destruction of such documents.

Putting aside the privacy issue, there are other kinds of documents that could be indexed and scanned and made available on line for quick access. First to mind is the area of customer service  where accessible records enable employees to give quick and correct answers to questions instead of having to go through paper files and get back to a customer later.

Scanning documents makes it possible for them to be available to more than one person at a time.  It should also reduce the loss of time and money that comes when files are lost or misfiled or  checked out and thus not available to others.

918-664-6164