How The Scanning Process Works
Retrieve Your Documents
Do you have boxes or shelves of documents clogging up your office? Recordsforce can send a team to pack and transport your records back to our secure, SSAE-18 SOC 1 Type II compliant scanning facility. Not in the Northeast? We provide ready to pack boxes with instructions for shipping your documents securely back to our facility. Once they are received, the documents are checked into our PACE production management system and given a unique batch number. Our PACE system tracks all of the information relating to that batch, as well as every step that batch will go through while being processed. This offers one-of-a-kind transparency and real-time status updates to our customers, ensuring the chain of custody for your documents, and allowing you to track your records as they progress through our digitization process.
Our highly experienced staff is trained to prepare your files for scanning. During that process staples are removed, sticky notes are moved and if documents are damaged, they are repaired. Everything is done in accordance with FDA CFR 21 Part 11 if any document needs to be altered in order to digitize. Furthermore, our team can help you reduce the cost of your project by identifying and removing documents that you do not need to retain as part of your retention requirements. By removing these unneeded documents, we reduce the overall cost of scanning, storing and managing your documents forever.
The documents are then scanned exclusively through our high-speed Kodak 5000 series scanners. These machines, combined with our trained technicians, ensure the best resolution, clarity and results. Our scanners are tried and trusted by the world’s most prestigious institutions, as they provide the highest possible quality with minimal downtime.
Data is captured per each customer’s instruction. Work instructions are first approved by the client before technicians are able to start our process. This ensures that an individual is knowledgeable about the specific instructions required by the customer. Documents are then indexed through manual keying or automated data recognition in our specialized data capture software.
Using data validation, field level constraints, human review, and business rules, our process ensures that your documents are complete and processed accurately. Our controls are built to meet the most stringent regulatory requirements and ensure the highest level of customer satisfaction.
Delivery To You
Once the documents have been passed by quality control, they are exported out of the data capture software and delivered to you in your choice of format. Whether it be via an encrypted thumb drive, uploaded to one of our cloud-based systems, SFTP (Secure File Transfer Protocol) to our portal, or uploaded directly to your system. Recordsforce can help you upload your new digital files into a new content management system like our docMgt software, or directly into your ERP.
Storage & Destruction
At the end of every project, Recordsforce offers our customers the choice of either having their boxes returned, storing the documents at our secure facility, or shredding the documents and disposing of the boxes properly.
Frequently Asked Questions
Can you return the records once they’re scanned? Absolutely, we can return immediately, or save digitally and we will store your boxes free of charge for up 3 months until you determine how you’d like to proceed.
How do you get our documents? Recordsforce can arrange a courier, or we can help you package and send them by mail (fully insured and trackable).
How long will the project take? That depends on how many files you have, however, Recordsforce offers complete transparency into the process utilizing our PACE system. Recordsforce customers can always see the status of their batches through PACE.
What certification do you have for security? Recordsforce facility is SSAE-18 SOC Type II compliant. The SOC II focuses on a business’s controls as they relate to security, availability, processing integrity, confidentiality, and privacy of a system.