Document Scanning - Planning a Document Conversion or HIPAA Concerns? Kathy Land

Steps to planning a document conversion. What to do, scanning, indexing, document retrieval and storage.
Planning a Document Conversion by Kathy Land

Important key actions are essential for a successful conversion of an organization's paper documents into electronic images.

... If HIPAA is on your mind, then I have some answers to your many questions. Email me and I will forward you the EASY to do list ...SO...

Decide where the conversion will take place; outsource to a scanning service bureau, use an imaging system on site that can be run by a scanning service bureau or a combination of the two.

yourself is not recommended, there are many pitfalls along the way that will cost you time and money.

Determine the requirements of the project/space/equipment/staff needs.

I always suggest starting with the department that seems to need the most access to Information regulary and has too many documents!

Backfile Conversion

Involves converting documents that are in storage or filing cabinets. Outsourcing the project will eliminate the cost of purchasing, and maintaining the equipment, hiring and training personnel to run the equipment. It will also eliminate hiring extra technology personnel to maintain the now extra data taking up space in the network.

If documents are going to be sent offsite for imaging, checking their references and facility is highly recommended. Find out if they have the necessary equipment to perform the conversion. Is there onsite technical expertise, customer service and support at the facility? Is there support provided to operate and maintain the imaging system? What is the turnaround time for the imaging project? What type of insurance, security procedures, quality control do they provide? The best company will shine through.

Day Forward Conversion

Now, after all of the files in cabinets and storage are imaged, you want to think about documents that you will accumulate day forward. This is where you install a desktop scanner and image the documents as they come in. A universal indexing agreement must be decided on and maintained between departments.

The scanning company can set you up with the indexing system, hardware and the software that best suits your budget and needs.

Before scanning takes place, it is important to assess which documents you will need imaged and purge the rest.

Here are some guidelines;

Is there a retention period on the document? Make sure when it is converted, that the retention schedule is maintained with it. Is this sensitive or confidential material, make sure you secure it and let the scanning service bureau know. Some files contain redundant documents, you don’t want to scan the same pages and pay for it.

Check this link for retention regulations:

http://www.state.nj.us/state/darm/links/forms.html; or you can call Karen Perry, Records Analyst for the State of New Jersey, 609-530-3212

Microfilming documents with a retention schedule can replace the actual paper and the paper can then be destroyed.

The next step would be to decide if you are going to want the files back exactly the way you gave them. It is more costly in that instance, you should opt for the documents returned with the separator sheets that are found between document sets where there was once a clip or staple. Conversion takes place on your schedule and you are usually billed as each of scanning is completed.

About AIIM International

The Enterprise Content Management Association

AIIM International is the global authority on enterprise content management (ECM). ECM technologies, tools, and methods are used to capture, manage, store, preserve, and deliver information to support business processes. AIIM promotes the understanding, adoption, and use of ECM technologies through education, networking, marketing, research, standards, and advocacy programs. As a neutral and unbiased source of information, AIIM is uniquely positioned as a 501(c) 6 non-profit association dedicated to growing the Enterprise Content Management industry through its:

• Market Education: Expand the global market for ECM solutions. Provide educational programs and information services that help users make informed and effective technology decisions, and help suppliers better understand user needs and requirements.

• Networking: Through chapters, programs, and the Web, create opportunities that expand the global base of users seeking ECM solutions and allow our user, supplier, and channel members to engage and connect with one another.

• Industry Advocacy: Through our own efforts and strategic partnerships, become the global voice of the ECM industry in key standards organizations, with the media, and with government decision-makers.

The AIIM community has a variety of opportunities for you. Visit us on our website at www.aiim.org. AIIM BookStore www.aiim.org/bookstore e-doc Magazine www.aiim.org/edoc Standards www.aiim.org/standards Chapters Network www.aiim.org/chapters Essential ECM www.aiim.org/essentialecm AIIM Marketplace www.aiim.org/marketplace Listing of various events www.aiim.org/events Become part of the AIIM community by becoming a Professional Member. Visit www.aiim.org/join for details.

http://www.state.nj.us/state/darm/links/forms.html Image Processing of Public Records http://www.state.nj.us/state/darm/imageidx.html Certification of Image Processing Systems http://www.state.nj.us/state/darm/cert_idx.html

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About the Author

Document Imaging, Document Scanning, microfilm, microfiche, large format, drawings, maps aperture cards, roll film, 35mm 16mm, manuals, marketing literature, research, and R & D, Document Imaging... New York, New Jersey, PA, CT ...Scanning Onsite or mail them to SI!! HIPAA, DARM, OPRA, you have lots of filing cabinets, then going paperless is the answer...and have most of your documents on your computer!