Frequently Asked Scanning Questions

Frequently Asked Scanning Questions

Global Document Services is a Full-Service Document Management Company Serving Businesses and Individuals Nationwide

Below is a list of our most frequently asked questions and answers to them, but if you need more information or are interested in a free, no obligation quote for our document management services, please give us a call at (800) 472-9716 today!

Q1: What is Document Management?

Document management refers to the imaging of documents and access to them. Learn more!

Many companies, most notably in the healthcare, legal and financial industries, must retain some files for the long term. These may include court orders, medical records, or insurance documentation, indefinitely. These documents must also be fully accessible while maintaining confidentiality and security.

A Professional Document Management Company offers secure scanning and digital storage on a computer’s hard drive, a third-party server, the cloud, DVD or USB. It should also offer archiving services and instant, cost-free access to digital files 24/7.

Q2: How Much Does Traditional Document Storage Cost?

The cost of on-site document storage for a company that stores around 50 boxes of paper per year is estimated at $150,000, annually. This number includes the cost of paper, the filing cabinets and physical space required, as well as labor. The cost of digital document storage is but a small fraction.

Exact cost of digital document storage depends on many aspects. Above all, the number of users who need access to the digital files, along with the unique needs of different companies and the capability of the system. This in turn could encompass factors like flow of documents, indexing, redaction, retrievals of documents by keywords and process for creating new documents. The cost would also depend on the size (in GB) of the storage required.

Q3: How Can I be Sure That my Documents Remain Confidential Throughout the Scanning Process?

Global Document Services fully complies with HIPAA and FACTA in order to maintain your data security. We are a trusted contractor for numerous government agencies and medical and legal office across the country. Our staff is held by strict confidentiality agreements and the GDS facility is not accessible to the general public. While your sensitive files are in our care, we take every measure to ensure they remain secure and we guarantee your privacy.

Q4: What is a HIPAA Compliant Document Services Provider?

The Health Insurance Portability and Accountability Act specifies standards for the privacy and security of protected health information by healthcare providers, organizations and their business associates. HIPAA requires Document Service Providers to create and follow rules that prevent the leak of or unauthorized access to the sensitive information of their clients.

A HIPAA complaint Document Services Company examines every part of the document management cycle. As a result, it ensures complete security in the system that stores the files. This provider also has set processes for redundancy and for reducing human error that may lead to a data breach.

Q5: What is a FACTA Compliant Document Services Provider?

The Fair and Accurate Credit Transactions Act is a consumer-rights law and it’s primary purpose is to reduce the risk of identity theft and fraud. The Act controls the handling of consumer account information like social security numbers, and requires financial institutions to develop and use a written Identity Theft Prevention Program. The institution designs the program to “detect, prevent and mitigate identity theft” in relation to certain accounts.

When considering digital storage, it’s important for all companies to ensure the Document Services Provider is FACTA compliant.

Q6: How Can I Access My New Digital Files?

Typically, we provide each client with their scans via USB flash drive or hard drive, depending on the size of the project. You may then use the files and USB as you see fit, copying and storing them on separate computers or other digital storage devices. The files themselves are saved as PDFs and are viewable on your chosen platform with your preferred PDF software.

Alternatively, we can provide the additional service of Cloud Storage to any of our clients making the files viewable and downloadable from our secure servers, at any time and from any place. This is a great option for a company or individual who is newer to the paperless practice and may not have existing cloud service.

Q7: What are the Benefits of Cloud Storage for my Documents?

Cloud storage stores your files online securely, making them accessible from any location via the internet. It eliminates the need to invest large amounts of money to buy space on third-party servers and manage them. Storing files on the cloud frees up space in a company’s office, largely reducing document storage costs. Cloud storage also frees up space on a company’s computer, making it available for other business operations.

Cloud storage also allows version tracking for documents, which is mandatory for HIPAA compliance.


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