Document Imaging
The benefits of scanning documents, also called document imaging, and storing them in an electronic document management system are numerous. Document imaging is a system built around the need to manage and secure the ever growing volume of electronic documents we use in business every day. With this growing need, some of the obvious benefits are:
- Increased efficiency in the daily flow of work
- Reduced storage space and costs
- Easier disaster recovery
- Ability to share documents across multiple offices
or across the globe - Increased document control and security
- Compliance with privacy and disclosure laws
- A greener office that wastes less paper
- Ease of finding archived documents
KUSI can capture your faxes, spreadsheets, photos, customer records, insurance forms, invoices, purchase orders, statements, reports, emails, etc. and securely store them for easy access. Once these documents have been digitized, you can instantly retrieve them from any computer, whether you're across the room or across the globe. We provide the equipment, software, personnel and project management knowledge for the successful digital conversion of any business and we offer a wide selection of storage solutions. Whether you need digital images for your everyday business or require archived records, we can assist in your specific needs.
Document Scanning & Storage Philosophy
When it comes to document scanning and management, one size does not fit all and this is why we are very pleased to step off the beaten path. We have 10 years of experience in the open source software field, and are proud to say that we can custom tailor software to fit your company's needs; your documents' needs. We have developed a powerful and flexible backend (DryGarden) to process your work, as well as a frontend that is both elegantly simple to use and supports a robust feature set.
Our Services
We are dedicated to providing your company with low cost, efficient electronic records and database management solutions. We offer services ranging from basic document imaging to custom web-based document retrieval systems. We strive to deliver the highest quality document imaging solutions and to provide the most secure setting for storage of your vital records. We will pick up, scan, and store your documents in our subterranean storage facility. You may search and retrieve your digital documents online or we can deliver the documents to you on CD or DVD or any other desired electronic media.
HIPAA Compliance and Understanding
KUSI has years of experience in handling sensitive and classified data. Our facility and procedures are designed to limit employee access to customer records on a strict “need to know” basis and maintain the security and confidentiality of customer information. The facility itself has limited points of entry/exit and each is secured by electronic security access. Employee access to documents is only for the specific task they perform during scanning and all converted digital data is held on our secure network. KUSI complies with the HIPAA regulations pursuant to incidental uses and reasonable safeguards.
Document Security and Handling
We use isolated maximum security vaults designed for storing computer data on magnetic media. The vaults offer unsurpassed protection with a fire rating that exceeds ANSI, NAFPA and DOD requirements. We employ resident guards and have an electronic security system, with 24 hour central monitoring. We use SSL (secure sockets layer) encryption for electronic document retrieval, the most secure form of encryption available. SSL allows us to safeguard your data from outsiders with malicious intent and our user-level security system assures that members from your organization can only see the documents that they are authorized to see.
For paper based document collections there is almost always the need to make the documents “scanner ready” which is more commonly referred to as document preparation. Removing binding, clips, staples, handling post-it notes, etc. While this may appear as a very obvious step in the conversion process, it is also a very important one, and must be performed correctly.
Document Scanning Requests - Scan-On-Demand
Customers can submit scanning requests through the portal on this site for any box, file, or document stored in our records center – 24/7. All you need to provide when submitting a scanning request are the initials of the requestor, the assigned company code, the box #, the file # and/or name and a description of what you want scanned. We receive the submitted request within moments of submission and the request is put into our process flow for retrieval of the box, file, and/or document for scanning. The request is sent to our scanning department and made available to you in a pre-determined schedule, usually the same day Our customers have access to view their scanned documents at any time and at no charge.
Utilizing specialized scanners and software, we are able to capture images from paper documents of any size. Image clean-up and presentation functions such as, cropping, de-skewing, rotation, blank back-side removal, and de-speckling are tailored to the specifications of each client’s requirements.
Indexing
Reliable retrieval of digital data is one of the primary objectives in any document management solution. We manage this critical function through training our staff to each client’s indexing specification and rigid quality assurance checks to ensure conformance to any specified level of accuracy.
Quality Assurance
Our document imaging process includes three phase quality assurance auditing. All images are manually checked for orientation so that 100% of the files we deliver to the customer are oriented correctly. This process of checking for proper orientation allows us to check all the images against our quality guidelines. Every document that is digitized at KUSI goes through a digital image enhancement process. After the enhancement processing the images are again checked for optimal quality. Our "dual entry" indexing method minimizes error by verifying results against each other. This allows us to have assurance that the information pulled from the document is correct. Any OCR/ICR or indexing goes through another extensive quality control process to insure the information you receive is correct.
Our Equipment
We currently have the ability to scan in color, grayscale or b/w on our production scanners. These scanners can handle paper with sizes ranging from 2.1" x 2.2" to 12" x 54" and also feature ultra sonic dual feed detection technology that can automatically determine if more than 1 page tries to feed though simultaneously. In addition, this detection technology also alerts us to any pages that may contain staples, so that they can be removed prior to passing through the scanner. It also alerts us to two-sided documents by detecting any markings on a page and determining whether it should be scanned based on the amount of markings contained on the page. We also have a wide format scanner that enables us to scan documents up to 38" wide in monochrome or grayscale.
Businesses We Serve:
Law Firms, Medical Records for doctor's offices, hospitals and clinics, Manufacturing, Construction, Architecture and Engineering, Banking and Accounting, Restaurants, Pharmaceutical, Federal, State and Local Government Agencies, Libraries, Colleges and Universities.
What Does It Cost?
KUSI makes this easy. We provide you with a per unit price quote for document preparation,images scanned, patient name and/or number indexing and each delivered CD or DVD. In doing so, both of us have a good understanding of the estimated cost of the project before production begins. We only charge for the actual number of images and indexes produced.
