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  • 10Jan

    Healthcare remains a paper intensive and minimally digitized industry. Maintaining paper-based records is labor intensive, prone to errors, difficult to audit and extremely costly. This is about to dramatically change as President Obama’s vision to move the U.S. to electronic health has been jump-started by the American Recovery and Reinvestment Act (ARRA). ARRA, signed on February 17, 2009, includes $19.2 billion in provisions for healthcare information technology.

    We can perform professional document scanning services for

    • Tampa Medical and Chiropractic offices
    • Clearwater Medical and Chiropractic offices
    • Clearwater Hospitals
    • Tampa Hospitals
    • Dentists in Clearwater and Tampa
    • Health Insurance record keeping office applications
    • and just about any healthcare application in Tampa and surrounding areas.

    We  convert the healthcare records of your Tampa Office or Clearwater Office into electronic for, right there on site, fully under your control.

    Digitizing all health related documents can expedite patient care, improve the quality of care, enhances records management to facilitate regulatory compliance and can yield significant cost savings.

    Healthcare Applications:

    • Patient records management
    • Admission & registration
    • Clinical data repositories
    • Medical orders
    • Consent forms
    • Back office

      • Claims processing
      • Explanation of benefits (EOBs)
      • Accounts payable
      • Accounts receivable

    Benefits of Scanning:

    • Scanned documents enable simultaneous access and collaboration
    • Eliminates the costs and risks of lost documents
    • Reduce labor and material costs associated with paper-based records
    • Reduce potential errors and improve patient care through accurate document storage and retrieval
    • Scan to PDF for easier file sharing
    • Substantially reduce physical storage requirements
    • Secure access mitigates risks
    • Expedite and enhance patient service
    • Achieve regulatory compliance by enabling better recordkeeping through scanning
    • Estalibhs a foundation for on-going process improvement

    Our document scanning services: Your prescription for healthcare paperwork

    With an intelligent application of document imaging technologies, healthcare organizations can reap enormous returns in cost savings, and efficiency improvement. Vital information that previously took hours to retrieve can now be accessed within seconds, eliminating potential errors and improving overall patient care. In addition, healthcare organizations also eliminate significant paper storage costs, including off-site facility rental and couriers, folders and labels, multi-part forms, microfilm and microfiche, and transport carts and bins. Hospitals, physician practices, pharmacies, dentists, insurance payers, and small clinics can all benefit from smart document imaging solutions.

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  • 25Jul

    Store your records safely and securely from the moment you create them. Develop a recordkeeping system that will keep records secure, protect them from alteration or damage, and allow easy access with less wear-and-tear. If you are designing an electronic system, use non-proprietary products, implement virus and password protection, and plan for software and hardware obsolescence.

    Less is better

    Reduce as much as possible the number of duplicate copies of a single record. You need to maintain only one copy: the official or record copy. By doing so, you will not waste space. If you are from a state agency or local government, regularly dispose of obsolete records according to a State Archives records schedule.

    Consider microfilming or scanning your records. Microfilming is a still good way to reduce storage requirements and preserve historical records. Imaging is better for improving access to records. For more information about micrographics and imaging, especially when each is an appropriate solution, refer to our Publication #77, Managing Imaging and Micrographics Projects.

    Onsite storage or offsite storage

    Once you no longer actively use records, it’s best to transfer them from busy, crowded office areas to alternative storage. You can use commercial or remote records storage facilities if onsite space is at a premium. For more guidance on storing records offsite, see our Publication #42, Offsite Storage of Inactive Local Government Records. The Archives maintains a list of vendors who store micrographic records. If you are from a state agency, you can store records at the New York State Archives Records Center on the State Office Campus in Albany.

    Proper storage environment

    Choose a clean, secure, and stable environment. Ideal conditions for most types of record formats include:

    • Temperature between 65-70º F, with fluctuations of no more than 2 degrees
    • Relative humidity at 35-45%, with fluctuations of no more than 5%
    • Protection from ultraviolet (UV) light, air pollutants, and vermin
    • Protection from damage, disaster (i.e., water, fire), and theft

    Limit access to storage areas, have secure locks, and install fire suppression and security systems. To assess how vulnerable the areas where you store records are to disasters, conduct a site assessment (see guidelines and form in our Publication #82, Managing Records Disasters).

    Electronic records

    Keep in mind that electronic media, including optical discs and computer tape, are not permanent storage media. You will periodically need to test media to ensure that no data has been lost, refresh or copy records onto new media, and ensure that you have the required equipment to access the records. Refer to our electronic records page.

    Transferring archival state agency records to the State Archives

    State agency records that State Archives staff have appraised as permanent may be transferred to the Archives. For more information about transferring state agency records, call (518) 474-6926. The State Archives will not accept state agency records without prior consultation and approval.

    Preservation vs. conservation

    Preservation means working to prevent the deterioration of your historical records as a whole: use appropriate archival quality supplies and optimum environmental conditions for storage. For a thorough overview, attend our Preservation of Historical Records and Preservation of Electronic Records workshops.

    Conservation involves hiring professional conservator to repair damage that has already occurred using minimal, non-invasive techniques. To help you decide what records are appropriate for conservation measures, see our Publication #60, Criteria for Selecting Records for Conservation Treatment and our list of conservation consultants.


    The State Archives offers a grant program for local governments to implement many of the storage and preservation activities described above. To learn more about our Local Government Records Management Improvement Fund grant program, contact the State Archives at (518)474-6926 or via e-mail, or contact your Regional Advisory Officer.

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