Document Storage and Management FAQs
Thanks for digging deeper into our services! We’ve listed some of the most frequently asked questions we’ve received over the years. If you don’t see your question answered here, just let us know and we’ll get you the information you need.
Table of Contents
Archive Corporation Services and Capabilities
No, there are no size limitations or restrictions for document scanning. We are equipped to handle large volumes and can easily double our capacity to accommodate bigger projects. We are prepared to manage thousands of storage boxes. We can process up to 2000 record storage boxes annually, with the capability to double that number with minimal effort. We pride ourselves on being adaptable and accommodating to the needs of our clients, no matter the size of the task.
Yes, our document management services are available to all areas in the Tampa Bay area, along with nearby cities.
The process for document scanning and conversion at our facility is meticulous and ensures a clear chain of custody and audit trail. Here’s a step-by-step breakdown:
Customer Designation: The customer identifies and designates the boxes they want to be imaged.
Courier Collection: The designated boxes are then handed over to our courier for transportation.
Transportation: The boxes are safely transported to the Archive storage facility.
Logging and Tracking: Upon arrival, our Imaging Manager generates a log of all the transported boxes. This log is then supplied to the Imaging Supervisor.
Scanning: Each box is scanned using our high-quality scanners.
Indexing: After scanning, the records are indexed for easy retrieval and reference.
Data Preparation: The Imaging Manager or Supervisor prepares the scanned data to be returned to the client.
Data Delivery: Our courier ensures the prompt and safe delivery of the data back to the client.
Data Destruction: Ensuring client confidentiality and data security, all client data is purged from our Archive servers 90 days after the client has received their data back.
This detailed process ensures the security, accuracy, and quality of our document scanning and conversion services.
Absolutely! We offer comprehensive pickup and delivery services in the Tampa Bay area as part of our commitment to convenience and efficiency:
Local to Tampa Bay: We are situated within Tampa Bay and cater to its localities (specific locations have been detailed elsewhere).
Extended Service Area: Beyond Tampa Bay, our service coverage expands to a significant part of Florida, ensuring that even clients a bit further afield are not left out.
Alternative Arrangements for Distant Clients: For those clients who might not be in our immediate vicinity, we have set processes in place. We have established relations with multiple national firms. We can receive your records through FedEx, UPS, and even total semi-load deliveries via private trucks.
Expertise with National Affiliates: Over the years, we’ve frequently collaborated with clients with national affiliations. It’s common for us, so whether you’re locally based or part of a more comprehensive network, we can efficiently accommodate your needs.
To sum up, whether you’re right in Tampa Bay, elsewhere in Florida, or even affiliated nationally, we’ve got your document pickup and delivery needs covered.
Absolutely! We are well-equipped and experienced in handling large volumes of specialized legal documents:
Custom Approach for Legal Records: Legal documents have unique needs. We understand that the demands can vary greatly when you require access to such records. Our tailored approach ensures we cater specifically to these nuances.
Use of OCR for Easy Search: We use Optical Character Recognition (OCR) technology when scanning case files. This means most of your essential and custom case information becomes easily searchable. Instead of navigating through piles of documents, you can quickly search and find relevant information with a simple CTRL-F function.
Efficient Processing for Large Files: Legal records like old printouts of notes can be scanned collectively as one or a few multi-page documents. This method increases our scanning speed for specific types of legal boxes, as we often don’t need to index these individually.
Detailed Indexing for Specific Files: While we can batch-process certain types of legal documents, we also recognize the importance of detailed indexing for others. For instance, contract files and specific legal documents are meticulously organized and indexed to ensure every item is cataloged and easily retrievable.
Our approach to document conversion ensures seamless integration with your existing digital systems or document management software:
Rapid and Secure Conversion: We pride ourselves on the speed and security of our conversion process. We process the boxes in a swift and secure manner to make sure you can access your data as soon as possible.
Immediate Access to New Records: As the scanning completes, files are securely transmitted digitally. This means our clients can access new digital records daily, ensuring that you’re always up-to-date without any waiting periods.
Digital File Cabinet for Non-DMS Users: For clients who don’t employ Document Management Software and prefer a more straightforward digital solution, we provide a “digital file cabinet.” This ensures you can have digital records versions without specialized software. It eliminates the tedious process of sifting through physical boxes in storage and makes record retrieval instantaneous and hassle-free.
We can accommodate as little as 10 to as many as a 100,000 cartons. The typical standard records carton is 1.2 cubic feet, so if you have 200 cartons you’ll utilize approximately 240 cubic feet of storage.
We strongly recommend that you use records storage boxes that are specifically designed for records. They can easily fit both letter and legal files and are stackable and easy to carry and transport. Archive Corporation carries a supply of self folding, double walled, 1.2 cubic foot boxes for purchase.
Not over packing is key. The lid should securely fit flat on top of your carton. We strongly recommend against placing hanging folders in your box as they have a tendency to wear down boxes and may exceed the acceptable standard size and lead to oversized charges.
Archive Corporation will provide you with barcode labels which are a unique identifier for your cartons. You can order barcode labels through our secure web server or by shooting us an email.
In the event of a regional disaster, such as a Hurricane, Archive Corporation will staff our buildings and provide service as long as possible, prior to and as soon as possible afterwards as authorities permit traffic within the Tampa Bay area. Our procedure will be to deliver, where possible, the current day’s schedule.
Part of setting up your account, Archive Corporation will provide you with a Disaster Recovery information sheet in which you will give us all of the pertinent contact details for your company. This will allow us to fully support you during the recovery process.
Clients whose scheduled delivery was missed, need additional tapes or whose facilities are unreachable due to the disaster may need to come to the Archive Corporation vault facility for the pickup or drop-off of media. We will pull, pack and hand out media as required and authorized.
To facilitate this process, please call us in advance. Provide us with your company name, acct #, your name, working contact phone #, media required and who is coming to pick up.
Clients who require media or equipment shipped to a hot-site, satellite office, etc., need to notify Archive Corporation at least 48 hours prior to the actual shipment leaving Archive’s facility.
The critical time is 24-36 hours prior to a storms landfall, due to possible air freight interruptions, booked custom critical delivery services and road and bridge closures. To utilize these services, your company’s disaster recovery plan must be on file with Archive Corporation.
Archive Corporation will utilize your business’ designated courier, or attempt to secure one for you if the designated courier is unable to provide service.
However, we cannot be responsible for shipping delays caused by outside couriers, such as FedEx, DHL, UPS etc. It is important that you maintain contact with your designated courier throughout the shipping process in order to determine your media’s arrival time, priority delivery availability, and tracking of the shipment. Archive Corporation will provide you with tracking information once the media has been picked up from our facility.
Should some of our area landlines not be operative, we will be monitoring the following cellular phone numbers as well as our after hours beeper at the vault facility immediately after the disaster. At any time our main lines are not functioning we monitor these cellular and beeper numbers.
Standard after hours procedure is to utilize Archive Corporation’s beeper.
If you have additional questions, please contact us by phone or fill in the form on the page. We look forward to hearing from you!
Legal, Medical, And Finance Specific
We recognize the critical importance of organizing and indexing records, especially in sectors like medical, legal, and financial, where precision and accessibility are paramount:
Replication of Existing Systems: Our primary objective is to mirror your existing filing system. By transitioning your current organization method into a digital format, we ensure continuity and familiarity, making it easier for you and your team to adapt.
Flexibility in Metrics: Whatever organizational metrics or categorization criteria you currently employ, we can replicate them digitally. Our system is flexible enough to accommodate your needs, whether you sort medical records by patient name, legal files by case number, or financial statements by date.
Our approach ensures that the digital version of your records will feel as intuitive and organized as your physical records, providing a seamless transition and easy retrieval.
Certainly! Here’s how we can assist and integrate with your existing systems:
Specialization in Scanning: Our primary expertise lies in being the “labor” behind the scanning process. While we might not directly manage the software integration, the output formats we provide, specifically PDF and TIFF files, are compatible with most EHR or Case Management Systems.
Speed and Efficiency: Our service’s value proposition is our ability to scan and index records rapidly. Doing this ensures that the data is ready for integration into your EHR or other systems.
Cost-Effective Solution: A common misconception among firms is the perceived ease and cost-effectiveness of buying a scanner and hiring an individual to handle the scanning. However, this approach is typically slower and often more expensive in the long run. Our dedicated and specialized service ensures a quicker turnaround and more efficient processing.
Integration Process: While we focus on scanning, integration happens when you incorporate our scanned files into your systems. Given the compatibility of our file formats, this process should be seamless with your existing EHR or Case Management Systems.
In summary, our role is to ensure that your records are digitized accurately and efficiently, providing you with the necessary files for integration into your existing systems.
Yes, our document management service is fully compliant with HIPAA regulations. We prioritize the security and confidentiality of all documents, especially those containing sensitive medical information, ensuring they meet all regulatory standards.
We offer certified destruction for records reaching their retention limit. This process is well-documented to ensure a clear audit trail for compliance purposes.
Yes, we utilize index metrics for legal document organization. During the onboarding and setup process, we’ll clarify whether specific values should be incorporated into filenames or added as metadata to ensure tailored and efficient retrieval.
Yes, we do:
Regulatory Inspections: Our clients from the National Archives (NARA) – which includes federal or federally regulated entities – possess the right to inspect our facility and their documents without prior notice.
Financial Audits and Inspections: We have experience accommodating various clients during their financial audits and inspections.
STAT Services: For urgent needs, we provide STAT services. Depending on the client’s preference, we can physically deliver the required files or scan and securely transmit them digitally, ensuring timely and efficient access.
In essence, we are equipped to meet the rapid retrieval needs of our clients during crucial times like audits and inspections.
General Records Management Questions and Inquiries
The major federal regulations governing records management include:
HIPAA / HITECH: These regulations pertain to health information privacy, protecting sensitive patient data.
PCI DSS (Payment Card Industry Data Security Standard): This standard governs the security of payment card transactions and the protection of cardholder data.
SOC I & II (System and Organization Controls): These are auditing statements ensuring that service providers securely manage data to protect the organization’s interests and its clients’ privacy.
Red Flags: Specific to the banking industry, these rules mandate financial institutions to implement specific measures to detect and prevent identity theft.
These regulations ensure the appropriate management, security, and confidentiality of records across various industries.
A significant advantage of using a cloud backup is accessibility. With cloud backup, data can be accessed and retrieved from any location with internet connectivity. It also provides scalability, allowing businesses to easily adjust their storage needs without investing in physical infrastructure. It also offers added security layers against data loss from physical damages like floods, fires, or equipment failures.
Document scanning transforms physical documents into digital format, making them easier to manage, store, and retrieve. This facilitates easier auditing, ensures documents are readily accessible during inspections and assists in maintaining compliance with regulations that require certain records to be stored for specific periods.
Additionally, digital copies can be encrypted, backed up, and protected using advanced security measures, ensuring data integrity and confidentiality.
Cloud backup uses redundant storage across multiple servers and often various locations. In the event of a data loss or a server failure, the data can be retrieved from another server or location. This redundancy ensures high data availability.
Most cloud backup providers also have stringent data recovery protocols and offer quick restoration capabilities, ensuring businesses can recover their data swiftly after emergencies or unforeseen events.