What is document imaging?

Document imaging (or document management, electronic record management or scanned images) is an electronic means of storing paper records by converting traditional paper files into electronic images. Your paper files are scanned, saved and organized on either your in-house computers and/or secure Internet-based servers.

How can document imaging lower my company costs?

A paperless office increases profitability by permanently storing your documents online. Your staff spends less time filing and locating misplaced files, resulting in increased productivity. Printing, paper and storage costs are reduced, increasing your ROI. With one low monthly fee, it’s easy to lower costs and increase productivity.

Decreased storage costs - Metal filing cabinets and off-site storage fees become a thing of the past with document imaging. Companies are often legally required to store files that provide little tangible benefit to them. With document imaging, the electronic file is legally accepted as the original and companies are able to shred cumbersome paper files.

Increasing office efficiency – Locating paperwork in a filing cabinet or warehouse takes precious employee time. Document imaging securely places company files in one central location, making files immediately accessible to authorized users via the Internet with enhanced search functionality and simultaneously viewable by multiple employees.

Decreased printing, photocopying and mailing costs - Document imaging helps companies decrease their paper consumption costs with the ability to directly email or fax documents without having to first print paperwork. Additionally, by directly importing files from your computer, such as digital photos and Word documents, the need to print paper is altogether eliminated.

How can Document Imaging decrease my risks associated with storing paper files?

With document imaging, you can rest assured that your company is still in business when disaster strikes. Floods, fire, hurricanes and earthquakes place an organization’s paper files in jeopardy each day. Scanning documents decreases your risk by providing an electronic means of storing your company's important files. In addition to online access, your scanned files are backed up monthly and sent to you, protecting your files from fire, natural disasters, vandalism and theft. eBridge Solutions stores each of your documents in two secure locations with separate backup systems. With two redundant secure storage servers, your office will be running smoothly even when faced with a crisis.

Can I edit or alter scanned images?

A document management system should not allow the original image to be altered or edited. It is important to protect the original image in order to maintain both the legal status of the document and the integrity of the system.

Is it legal for me to use copies of my documents instead of the originals?

Many of our customers ask if a scanned copy is considered as good as the original if asked to produce a document by the court, IRS or other entity. Although it is your responsibility to understand the laws as they apply to your business California Evidence Code 1550 does address the admissibility of a scanned copy of an original document.

How secure is the scanning process?

The scanning process is completed with the utmost attention to detail and in compliance with all pre-agreed instructions.  All of the documents are scanned, verified and saved before any shredding commences.  Additionally, you will be provided with back-up media in the event that one of your CD/DVD’s becomes damaged.

Do you have a minimum quantity limit? 

Unlike some competitors which have limits of 150,000 pages, we have no minimum limits on our services.  Understandably, because of the required equipment set-up the pricing might be slightly different depending upon the quantity of your job.  Please give us a call and we will be happy to work with your unique requirements.

Why Shred It's the Law!

There are several laws that require businesses to destroy rather than simply discarding information. These laws have been established in an effort to protect the privacy of patients and consumers while also protecting the business that serve them.

CALIFORNIA

Bill 2246 went into effect January of 2001 with the following mandate:
"A business shall take all reasonable steps to destroy or arrange for the destruction of a customer's records within its custody or control containing personal information which is no longer to be retained by the business by (1) shredding (2) erasing, or (3)..."

FEDERAL

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) identifies protected health information and sets rules for the security and privacy of this information.

For additional information see http://www.hhs.gov/ocr/privacysummary.rtf

The Gramm-Leach-Bliley Act (GLB) places significant restrictions on the use of customer information by those in the financial industry such as banks, brokers and underwriters, securities and investment firms, mortgage and finance companies and not bank service finance firms to provide secure handling of records and information. Such financial institutions are required to disclose their privacy policies to their customers.

For additional information see http://www.ftc.gov/privacy/glbact

The Fair and Accurate Credit Transactions Act of 2003 (FACTA) This Act amends the Fair Credit and reporting Act (FCRA) and containers a number of provisions intended to combat identity theft and consumer fraud. Specifically, the Act requires the destruction of papers containing consumer information.

For additional information see http://www.consumerlaw.org/initiatives/facta/

The U.S. Supreme Court ruled (California vs. Greenwood) that "dumpster diving" is not illegal. Dumpster diving is the predominate method of obtaining information by those involved in crimes related to identity theft, fraud, espionage and computer hacking.

Additional Resources

www.hipaa.com
www.erisa.com
www.sarbanes-oxley-forum.com

What to Shred

Personal Information:

• Telephone numbers

• Drivers license numbers

• Passport number

• Education materials

• Credit card numbers

• Bank account information

• Address

• Social security numbers

• Insurance policy data

• Employment information

• Brokerage account information

• Legal documents

• Financial statements

• Travel itineraries