For many small businesses, record keeping can be complicated and costly. Business regulations and tax codes often require the storage of critical documents for a specific period of time, often years. In addition, the information included in this paperwork must be accessible in order to comply with various federal, state, and local laws. Many businesses are also required, to keep hard copies of crucial documents, sometimes requiring difficult and costly off-site storage.
Unfortunately, paper documents are delicate. When disaster strikes, floods, fires, or other disasters can imperil, damage, and even destroy important paperwork. Thankfully, now you can maintain and back up all of your paper documents without worrying about bulky banker’s boxes and costly storage fees. By digitizing your information, you can transform your paper archives into an easily accessible, searchable database stored in the cloud.
Professional Off-site and On-site Document Scanning
Albuquerque Image Products offers off-site scanning services for fast project turnarounds. Up to 25,000 images per day can be scanned by our high-speed sensors, allowing you to spend more time and resources focusing on the primary processes of your business and not on secondary ones such as document storage.
Our teams provide comprehensive, high-quality work at aggressive pricing. If the documents cannot leave your facility, we can arrange for on-site scanning services: You merely supply the space, and Albuquerque Image Products will take care of the rest.
The Benefits of Document Scanning
At Albuquerque Image Products, our dedicated and skilled staff works hard to ensure that your paper documents are converted into high-quality digital records. Eliminate the risk of losing essential business records to flood, fire, or other dangers by converting all of your paper records to digital, searchable PDF copies stored in the cloud.
Combining all of your records into one database also removes the need to transfer hard copies between different business locations, eliminating the need to send files via traditional shipping methods or to maintain off-site storage locations. Your scanned paperwork can be safely and affordably shared throughout your business, for improved document management and a robust bottom line.
Unfortunately, for most businesses, record keeping is not “out of sight, out of mind.” Eventually, you need to access your stored documents. At Albuquerque Image Products, we save paperwork by using an index keyed to your specifications, with customized fields that allow you to compare tables and databases for accuracy. Your personalized tables can also be used to populate other fields, and key index fields can be double-keyed to ensure accuracy.
Why might document imaging help me with HIPAA?
Document scanning and/or forms processing can enable your organization to remain HIPAA compliant. Encryption and protected database user-rights protocols add an extra layer of sensitive security data. Software packages such as OpenText Alchemy enable tracking and auditing of all of the files in your system, allowing you to monitor who opened and emailed a particular file from your database. User tracking provides a great deterrent to anyone in your organization from stealing someone else’s PHI. Additionally, digital documents are easy to protect from fire, flood, and other natural disasters.
While you must still ensure that any vendors you contract with must comply with HIPAA laws, scanning your paper to centralized digital databases will enable you to come into compliance efficiently and credibly.
Advantages of outsourcing
- Lower labor costs
- Less overhead
- Fewer payroll taxes
- Increased efficiency
- Fewer human resource issues
- Information technology savings
Disadvantages of outsourcing
- Less direct control over processes
- Negative stigma (off-shore outsourcing)
- Changes in procedures may be challenging to implement
- Trade secrets
- Possible language barriers
- Business process outsourcing (BPO)
Do you shudder at the thought of “business process outsourcing (BPO),” immediately remembering a lousy customer-service experience from your past? Have you seen promises broken and projects delayed because of an unreliable service provider? Do you imagine spotty overseas calls to an out-of-state or even international service provider?
Thankfully, not all outsourcing is bad. In fact, outsourcing can be as simple as sending a document-scanning project to a local imaging company. By partnering with the right BPO, your outsourced project can be handled efficiently and effectively, resulting in enormous dividends for you and your customers.
Business Process Outsourcing
The world has truly become a global economy. To remain competitive, you must use business process outsourcing to your advantage. Save money, increase productivity, and boost customer satisfaction by relying on a local BPO with a stellar reputation and a commitment to honesty and transparency.
Return on Investment (ROI)
- Paper and/or data entry costs
- Salaries paid to employees to locate paper documents
- Wages paid to employees to find lost paper documents
- Document warehousing for archival purposes
- The cost of regenerating a lost paper document (as high $200)
- Disaster recovery
- Office space to house paper
- Filing cabinets
- Customer service
- Data entry
- Growth rate: Can you handle the paper you might have two years from now
- Scanning costs
- Per-page scanning price
- Search and retrieval software
- System training
- Image storage
- Destruction or archival of original paper
Customize the Job to Fit your Budget
We offer the choice of all-inclusive per-image scanning pricing or detailed itemized cost-per-service pricing. When negotiating your service contract, it’s a good idea to make sure the following costs are included, because they are essential to the process:
- Single-seat search and retrieval software
- Document preparation
- Scanning resolution
- Quality control
- Indexing (data entry)
- Double keying
- Release into a database or ASCII text file with image files
- Destruction of original paper
- Pickup and delivery