Why the Need for Document Scanning?
The first step toward a paperless office is to convert your files into digital formats. Document scanning services will transform your files into search-ready, easily-accessible digital formats on one central electronic database. By digitizing physical records, your entire organization will have the means to reduce paper waste, improve workflow productivity, and stay compliant to digital and legal requirements specific to your industry.
Fast, Secure & Efficient Document Scanning
Our corporate focus on security, control, and quality assurance let’s us do what other competitors can’t — to provide a proper document scanning environment that remains visible to the client through our step-by-step file tracking process. See what a top-level document scanning process looks like by clicking the button below.
Document Scanning Benefits
Smart Document Scanning Using OCR
Our intelligent document scanning technology uses an advanced data entry feature called Optical Character Recognition, or OCR. OCR is the electronic conversion of images of typed, handwritten or printed text into machine-encoded text & data from a scanned document. What this allows for is an incredibly quick and accurate reading of your paper files into your digital database. You’ll then be able to search and access any documents containing the term you searched for in your digital library.
In information science, document classification is considered assigning documents to one or more categories for easy organization and discoverability of your digital assets. After our initial meeting determining the comprehensive categories your organization uses, our team of digital experts will classify every scanned document into its corresponding “folder” in your database based on your information governance. This eliminates the hassle of having to scrounge in and out of endless file folders to find the exact version of a document you need now.
Information in any government or law enforcement agency is of vital security importance. For that reason, our approach to even the most strict gudelines of any industry ensures that we are 100% compliant to the industry’s best digital and legal practices. A small mistake in following compliance standards could land you in a heap of trouble not only legally, but financially as well. When it comes to knowing retention schedules, security requirements, access protocols and everything compliance, we’ve got you covered.
Our team of in-house experts have extensive experience working with some of the country’s biggest healthcare providers in managing the entire organizations’ digitization efforts. In part, this fruitful relationship has come from the confidence and trust our healthcare clients have in our team being HIPAA compliant, staying atop of new information governance regulations, and simply by being available to answer any digital transformation questions, even for the most regulated industries, like healthcare! From basic document scanning to optimized records management and even integrating multiple software into one central healthcare hub, our clients know they can rely on Bradford Digital for everything digitization.
Law Firms & Legal Departments
When working with law firms and even legal departments within a company, we deal with a lot of highly classified, sensitive information. Our approach takes the trouble out of having to deal with multiple information-regulating entities by having our staff remain certified and in compliance with the Federal Rules of Civil and Criminal Procedure as mandated by the U.S. Courts. This allows for peace of mind when a case evolves into information discovery, security details, document retention schedules and everything litigation.
Nebraska State Patrol Success Story
Nebraska State Patrol Digitizes Their Police Records
Anna Stratton, Director of Information Management Services at Bradford Digital, implemented a CJIS compliant, digital onsite scanning and digitization project of all criminal history record jackets for the Nebraska State Patrol (NSP). Through the National Criminal History Improvement Program (NCHIP), the NSP received $1.2 million in grant money to complete the project.
There was no room for error on this project due to the confidentiality of the data, and the NSP wanted a digitization and scanning team that could do the job without errors. Since the NSP didn’t have much experience with document scanning, they wanted to be sure that the chosen team would be able to guide them and answer any questions they had — and even answer questions they didn’t know to ask.
CJIS Compliant On-Site Scanning
With a staff of 25 members, all of which were certified CJIS compliant, Anna’s team developed a unique training program for the identification of over 14 document types (i.e., fingerprints, supporting documentation, rap 11/14/2017 Criminal History Record Jacket Scanning & Digitization Nebraska State Patrol sheets, pardons, dispositions, etc.). The scanning team matched documents that related to specific arrest dates that allowed officers to see a complete criminal history instantly.
Biohazard records also needed to be scanned in a safe and OSHA-compliant manner, so the team utilized CJIS controls combined with a high-security chain of custody and provided tracking for every file that moved from one task to another. Not just some files — all of them. To further ensure maximum security, a closed on-site CJIS compliant network was set up. Every staff member completed full fingerprint background checks and CJIS training.
By the completion of the project, over 300K files and an estimated 6 million images were scanned on-site in high-quality color. The scanners and scanning technology integrated with the NSP’s existing electronic document management system to further save time. The scanning team also rebuilt and secured paper files with security tape for future destruction.
The project was a huge success & the NSP continues to benefit from it today.