Improve access to documents for remote teams while maintaining compliance
Digitizing may not have been considered a priority before COVID-19. But paper based systems are still in place and are now causing a challenge for companies trying to meet their work from home requirements.
Scan Plans can help companies who are not ready or do not have the budget to digitize entire collections of documents. We can help identify what is most relevant and vital to business continuity by simplifying the process. It doesn’t have to be an “all or nothing” initiative.
Bradford Systems has smart and affordable scan plans that can be customized according to your budget and your company’s unique needs. We have a team of records management professionals that can guide you through budget friendly options and meet your current needs while still providing options for future enhancements.
Benefits of Scan Plans
Our team will safely pack, track, and transport your documents to our secure facility that aligns with the CDC precautions.
Scan plans are customizable and provide you with the tools you need at a cost you can afford.
Free secure storage for your hard copy documents during the duration of your scan plan.
12-24 month plans available. Longer durations available for large collections.
Use our scanning services only for as long as you need to. Once all your documents have been scanned, you have the option to safely dispose of your papers instead of keeping them in an off-site storage facility. No more paying for mountain-high storage fees every month!
Sample Scan Plan
Intake & inventory of 500 boxes (we can also provide packing labor and materials if needed)
Identification of key records that are relevant now.
Monthly or quarterly scanning based on your budget amount
On demand scans with no service fees during your scan plan
Set up a scan plan or ask us about our business continuity services.
Our reputation as a quality provider of secure scanning and digital conversions is based on consistently exceeding our client’s expectations. We achieve this by having a comprehensive Quality Control Plan and strict adherence to rigorous quality standards.
Standards of process and procedure have been developed and are included in all our records and information management projects. Standardization enables high-quality production of goods and services on a reliable, predictable, and sustainable basis. Standardization assures us that important elements of a process are performed consistently and in the most effective manner. Changes are made only when data shows that a new alternative is better. Use of standard practices allows us to:
Reduce variation among individuals or groups and make process output more predictable
Provide “know-why” for operators and managers
Provide a basis for training new people
Provide a trail for tracing problems
Provide a means to capture and retain knowledge
Give direction in the case of unusual conditions
Our standard process incorporates a “single task” function that enables team members to conduct Quality Control (QC) of the previous task before conducting their assigned task. These controls allow for a 4-point QC system that has been developed over 20 years to address expected errors. Each error is always documented and tracked to identify the root and process changes are made accordingly. We have developed studies and compiled data that validates a document requires a 4-point check to ensure the maximum accuracy and accountability.
The utilization of technology and internal controls also allows us maximum control of the stages, tasks and final audit of every project. If you’d like to learn more about how we implement our quality control into every stage of your digital transformation, please contact us today.
Sometimes it just makes sense to keep it in-house. On-site document scanning is one of our specialties. Our teams are mobile and our standard operating procedure works no matter where you’re located. We’ll bring everything we need to complete your project, including team resources, equipment, technology, and management. It’s like have your own document scanning department in-house.
We can establish teams to work on a specific project, ongoing processing or on a pre-defined schedule. Have any questions? Check out the list below for on-site document scanning FAQs, or contact us today if you have a different question, we’re here to help!
Frequently Asked Questions (FAQs)
We don’t have a lot of space? Can you still complete our project on-site?
Space is always a consideration, but depending on your timeline, we can adjust our team size and equipment based on the available space. We can also separate tasks into groups to take advantage of smaller spaces. Our technology provides a full chain of custody and tracking for every task regardless of location.
Do we need to supply any equipment or supplies?
Nope! We’ve got you covered. We’ll deliver all the equipment needed, including printers, production scanners, computers, servers, bar-code scanners, boxes, laptops, etc.
Do you sub-contract to other local vendors?
Absolutely not! Your project stays with us.
We have stringent security requirements. Do you do background checks on your employees?
Yes! We’re CJIS compliant which means everyone is subject to a complete background check and drug test.
How long will my project take to complete?
That depends on the available space within your facility. We can ramp up or down according to your needs.
What if I need a record during the conversion?
We’ll retrieve and refile anything you need during the conversion.
Are on-site services more expensive?
There are additional costs for set-up and a dedicated manager. However, depending on the project size, these costs can be negligible and often off-set normal pick-up and delivery costs.
NCHIP (National Criminal History Information Program) is a grant administered by the Bureau of Justice (BJS). For the past 25 years, the BJS has provided direct awards and technical assistance to states and localities to improve the quality, timeliness, and immediate accessibility of criminal history records and related information. Complete records require that data from all components of the criminal justice system be integrated and linked, including law enforcement, prosecutors, courts, and corrections.
Who is eligible for the NCHIP grant?
Eligible applicants are limited to the agency designated by the governor in each state to administer the NCHIP (34 U.S.C. § 40301) and federally recognized Indian tribal governments (as determined by the Secretary of the Interior). Find your designated agency at https://www.bjs.gov/index.cfm?ty=tp&tid=471#Contacts
What types of services does it cover?
This grant program aims to improve the nation’s safety and security by enhancing the quality, completeness, and accessibility of criminal history record information; and by ensuring the nationwide implementation of criminal justice and non-criminal justice background check systems. There are too many to include here, but some examples include
Updating and automating case outcomes from courts and prosecutors in state or tribal records and the FBI’s Criminal History File.
Instituting programming or operational changes in records management necessary to comply with the requirements for NICS record-keeping and reporting the status of transactions.
Convert hardcopy disposition forms to electronic records in compliance with industry regulations.
Improving Dispositions and Mental Health Submissions Accessible to NICS.
Updating and automating case outcomes from courts and prosecutors in state or tribal records and the FBI’s Criminal History File.
Implementing or upgrading state, local, or tribal court record systems that facilitate immediate identification of disposition records, provided that the records are accessible for criminal history record inquiries at the state and national levels.
Implementing improved criminal history information capture procedures, including complete arrest reporting and researching missing dispositions, provided that the captured data are subsequently included in relevant state and federal files.
Capturing complete data from prosecutors and courts on domestic violence misdemeanor convictions.
The NCHIP grant has consistently been released in Q1 (January – March).
How can I find the solicitation?
There’s very little change in the program goals from year to year. You can download a copy of the FY 2019 NCHIP solicitation at https://www.bjs.gov/content/pub/pdf/nchip19_sol.pdf. We will also include an announcement on our website when the solicitation is released. If you would like to be notified, please complete the contact form and we’ll keep you in the loop!
How can we help?
We are highly familiar with public safety records such as arrests, incidents, and criminal and civil court documents and have completed these projects for agencies utilizing the NCHIP grant funding. Our standard processes for handling all law enforcement and public safety documents are compliant with the most current version of the Criminal Justice Information Services (CJIS) Security Policy Version 5.8 06/01/2019. We provide digital conversion and ancillary record improvement services both on-site at our CJIS-compliant facility and on-site at various agencies when needed.
Where do we start?
A good place to start is identifying your project needs. We can assist you with providing an assessment and budget for your records projects that align with the goals of the NCHIP grant. We are CJIS subject matter experts and have worked with many other public safety agencies through this digitization process.
NCHIP (National Criminal History Improvement Program) assists states to meets the needs of all components. We compiled a few examples of converting hard copy to electronic format from the states that participated in FY2018
Convert hardcopy disposition forms to electronic records within the state
Digitize paper criminal history records to improve the accuracy and availability of records for information requests. Currently, the majority of Alaska’s criminal history records are physical and often cannot be provided within the three-day holding period before a firearm transaction proceeds. As a result, there is a significant gap in accessing reported information and creates an opportunity for a lapse in a person’s ability to legally acquire a firearm. DPS will use contactor services to digitize the paper criminal history records that they hold
The Chandler Police Department (PD) will complete a Records Information conversion project to convert to digital format approximately 1,800,000 paper documents for the years 1968-2001 to ensure they are readily available for background checks.
Backlog of Court Disposition and Criminal History Records. The Judiciary has a large volume of un-entered cases going back several decades and in order to protect these paper records from decay, and to ensure that all case data is digitized for easy access and are cataloged and entered into the Judiciary’s Case Management System
Enhancements will transition prosecutors’ offices to a paperless environment and ensure the consistency of captured data.
PSP will use overtime to convert approximately 475,000 fingerprint records to electronic files. The current process of PSP staff manually locating the individual criminal paper jacket and scanning fingerprints into AFIS is time-consuming and ineffective. The project will scan the remaining two fingerprint records to ensure they are complete and meet the 20-fingerprint standard which will then be available to NICS. The overtime support will eliminate the backlog and make the records accessible and available on a state and national level.
The South Carolina Law Enforcement Division (SLED) will use funds to conduct multiple projects that build off of previous years’ efforts. SLED will continue to support efforts to manage and reduce the backlog of expungement, missing disposition and scanning records
NCHIP By the Numbers
The NCHIP solicitation continues to focus on assisting states and tribes with finding ways to make more records available to NICS, including records in the NCIC, criminal history record information available through the III, and records in the NICS Indices. Therefore, through the funded activities, BJS expects that more records (including improved quality, completeness, and timeliness) will become available in these systems.
The below NCHIP Awards by Jurisdiction FY 1995-2018 detail was taken from the Bureau of Justice website. What’s most interesting is that many states go years without participating in this program leaving millions of dollars on the table. It’s likely that this is due to turnover in personnel who may be responsible for administering the grant, or because local public safety agencies are unaware of the opportunity. We encourage our clients to reach out to their designated agency and inquire about potential projects that align with the goals of the NCHIP grant. If you need more information on who to talk to, contact us or give us a call at1-800-696-3453and we’ll point you in the right direction.