Thursday, December 4, 2014

Sherburne County Taps Scanning Services for a Paperless Environment

Since new documents are scanned and indexed, and are accessible from their workstations, the county clerks are glad the shuffling of papers is a thing of the past. Everything is backed up and stored offsite and online by a tech service provider in case of emergencies. Paper supply budgets and postage costs have gone down drastically. There are still more counties in the state and in other states that haven’t made the change yet, but efforts to spread the advantages of scanning and the benefits of a paperless operation continue. Document management companies like Spectrum Information Services are the key firms to approach to attain a paperless environment.

Tuesday, December 2, 2014

Document Scanning Services Mean More Convenience and Less Paper

Have you ever looked around your office and wondered what you could do with the space that’s occupied by the firm’s paper files? More elbow room for you and your colleagues wouldn’t hurt. If you’re still living in the dark ages of technology, it’s time that you discovered the magic of document scanning services. Andy Morley writes about how freed-up space does wonders for office morale, and how it saves the forests.

Wednesday, October 15, 2014

Time for Plan B: Protect Your Business with Document Scanning Services

Always create and update backups If your business relies on a ton of documents to operate, you definitely want to have backups of those files—and lots of them. Always keep multiple copies of important files, both hard copies and digital copies. Many reputable scanning companies like offer to store both digital and physical records in a secure off-site location. You’ll also want to keep some backups in your own home for an added layer of protection.

Monday, October 13, 2014

Document Management Services Save Time, Money and the Environment

Document management is an important part of any business. As long as there are documents around, organizations will utilize all the ways to effectively manage them. There are many companies that provide high-tech document management services that make it easier to store documents. In many industries, using paper files has become inefficient. The document management process has become digitized, making all documents immediately accessible to staff who wish to view them. Electronic document management removes the headache and constant worrying about important files getting lost or misfiled, as the digital files are placed on a secure server where viewing access can be limited to a handful of staff.

Wednesday, October 1, 2014

Dissecting Misconceptions about Going Paperless and Scanning Services

Although the concept of a paperless society can lead to more convenient and fluid work operations, there are still some who harbor doubts and concerns about this unfamiliar idea. Before you refuse going for a paperless operation, consider what Mark Shead of had to say on the different misconceptions about going paperless and scanning services:

Monday, September 29, 2014

How Document Scanning Services Can Help Make Your Office Paperless

Full-service document scanning companies such as Spectrum Information Services can help you convert these documents for reasonable prices, as well as provide security tips and solutions for your files. While the process of conversion might take some time, the convenience of having a more efficient storage scheme will make the wait worthwhile. Even though a fully paperless society might still be years away, now is as good a time as any to start making it a reality in your workplace.

Friday, September 12, 2014

Paperless Office: How Doctors Benefit from Reliable Scanning Services

Paperless offices are slowly, but surely, becoming a reality in today’s world. After all, the rise of digital machines have helped make the process easier than ever. Many offices across different industries around the country are starting to see the value of working with scanning services and becoming a paperless organization. One such example is TriHealth, one of the largest health care companies in the country, as seen in this excerpt from The Cincinnati Business Courier:

Wednesday, September 10, 2014

Document Scanning Services Can Help With Managing Documents Properly

First, your office can hire experienced document scanning services to help digitize paper documents. This reduces the amount of physical paper in an office. Additionally, as digital files, documents would be easier to store; all you need is a secure database instead of space-consuming file cabinets. It will also be easier to search through than the normal pile of papers. Second, proper document management requires a proper filing and indexing system. For easy integration with your digitized files, this means the development of software to index and file your documents as they are added to the database. With proper indexing, employees would be able to access the files they need quickly and easily. This also helps keep records up-to-date, a necessity for important files like company records and contracts.

Wednesday, July 23, 2014

Best Practices and EMR Platforms are Vital to Protect Patient Info

"To protect data from leaking out and to produce a reader-friendly version of an EMR, medical practices can also rely on printing and mailing services. Physical copies of EMRs are requested by insurance agencies and medical specialists. As opposed to sending a record via email, healthcare practices can rest easy that a competent company is handling the service for them. The thing is, even such a measure can’t always guarantee the security of EMRs, as NRAD found out the hard way. Records need to be backed up regularly and EMR access needs to be very limited, if possible. Simply leaving an internet-capable computer unattended at the medical practice is already a wrong move as far as security experts are concerned. Reliable document management services know the importance of these simple acts, which are sometimes all that is needed to prevent data breaches."

Monday, July 21, 2014

How Important is Reliable and Secure Document Storage for Businesses?

"It is necessary for health purposes too, because hardcopies induce mold growth once exposed to moisture. In addition, reliable document storage services can improve office productivity. By removing clutter at the workplace, employees can focus more on their jobs rather than rummage through poorly-organized folders and file cabinets for the necessary paperwork. However, data security is still the biggest reason why document storage and management is vital. Misplaced or stolen financial statements can cost any company thousands, if not millions, of dollars, while poorly-protected client information can destroy long-held relationships with customers and business partners. Either of these scenarios can lead any company to economic ruin, which is something that Spectrum Information Services and other document management firms seek to prevent."

Saturday, July 19, 2014

Document Scanning Services: The Best Things About Going Paperless

"The second process eliminates the need for temporary paper used for appointments in a doctor’s office. The patient arrives and puts a finger on a biometric scanner, then the patient’s presence is then posted on the office computer. Lastly, a tax professional provides his clients’ documents in PDF form on a rewritable CD, which the client can bring back for next year’s return. Most likely at the top of every entrepreneur’s mind would be digital document managing. If the business generates minimal amount of paper, you could invest in an over-the-counter scanner and optical character recognition (OCR) software. However, for large volume conversions and comprehensive document scanning services, consulting a professional is highly recommended."

Thursday, July 17, 2014

Document Management Services: Reinforcing Data Security and Protection

"It is noteworthy to mention that technology is constantly evolving, so regular updates and refresher sessions on security policies need to be implemented. Some document management companies like Spectrum Information Services can include this in their service contract, but it’s best to clarify this with your consultant. It has been said time and again that knowing is half the battle. There is much truth to this, especially in the war against information theft and corruption."

Thursday, June 19, 2014

Integration of EMR Platforms Herald The Future of the Health Industry

"Furthermore, healthcare professionals will find several advantages to using EMR platforms. It is easier to transfer and share patient data to the appropriate medical staff. Doctors can access information more easily, thus saving time—and storage space. Just imagine the cabinets of files that you still see in offices and rooms of old hospitals; the sight of those should soon be on its way out. This increased efficiency and improved documentation system will allow for more patients to be treated. Quicker diagnoses from improved document management systems will also help doctors move more competently from patient to patient. Automated Payment IT upgrades also allow for medical institutions to install efficient accounts payable automation. Billing patients can be difficult with the additional complex processing of insurance. An automated system offers a paperless environment while relying on more accurate and faster computing systems. Audits are also made easier. These are benefits

Tuesday, June 17, 2014

Secure Document Storage through Reliable Document Management Systems

"This lapse highlights the need for companies to have dedicated secure document storage services that would tightly protect their files. Any business that require the absolute safety and security of its documents should find it a worthy investment to obtain its own private web server to ensure, among other things, the protection and limited access to files by personnel. Expert document storage companies like Spectrum Information Services can help a company initiate the move towards becoming a paperless office. A digital environment helps the larger environment, while reinforcing the company’s security systems over private data and files. Imagine the trees saved from not using paperwork for an entire year."

Sunday, June 15, 2014

Tips on Integrating Document Scanning Services in Health Care Centers

"Hire an Outside Firm Fortunately for you, you don’t have to do all the work on your own, because many trustworthy document scanning companies like Spectrum Information Services (SIS) specialize in dealing with EMR services as well. Hiring an outside company allows you to dispense with having to sacrifice much time and resources in transitioning from paper to electronic records. If all goes well, health care providers adopting the EMR system should be able to significantly improve the efficiency of their service as well as their response time. This way, hospitals won’t have to worry too much about separating the life-saving part of their existence from the business and management part."

Friday, June 13, 2014

Document Management Services and other Tips for a Paperless Workplace

"Recycle Of course, ultimately, a completely paperless office is a little more than a dream, even in this digital age. What all these tips advocate however is not to eliminate paper but rather to maximize its reduced use. One good way to do this is to start a recycling program in the workplace. For instance, choose to use recycled paper or post-its instead of buying brand new full-size paper sheets. Getting a document management service from firms like Spectrum Information Services, headed by their president, Curtis Pilon, is the first step towards achieving a greener, more environmentally-conscious workplace. Moreover, you should keep in mind that any green project you choose to implement will only work if the entirety of your team is behind you on your goals."

Monday, May 26, 2014

From Paper to Pixels: Expediting the Shift to Reliable EMR Platforms

In order to select the perfect solution for your group from a wide array of effective EMR platforms, explore and find out your unique needs and requirements. Not all medical practices have the same issues and ideas, as all have unique and individualized situations. Consider the amount of flexibility your need and your priorities.

For instance, you may not want to have to completely overhaul your billing system when you adopt a new EMR system. Thus, you would need a solution that can smoothly integrate your present system into the new, electronic one. Efficient printing and mailing services may be something that work better for you than electronic billing; so this is something that should be taken into account in designing your EMR system.

Saturday, May 24, 2014

Get a Secure Document Storage Service to Protect Your Bottom Line

Many business owners might be reluctant to launch a digital storage system. After all, it could take hours and hours of employee time just sorting through the tons of paperwork a company may have accumulated over the years. Add to this the man-hours needed to scan the needed files and save the images on secure digital locations.

However, with the growing industry for document storage service, business owners and managers can entrust the job to professionals instead of running the system by themselves. Reputable document storage services even offer user-friendly software which can help the transition to digital go faster, and minimize inefficiencies when a digitization system is already in place.

Thursday, May 22, 2014

The Problem with Microfilm: Document Scanning Services Warn of Fadeout

Newspapers, or some forms thereof, have existed in as early as the Roman times, keeping societies updated on the latest events within and beyond kingdoms and empires. However, the technique for preserving them didn’t come until the 20th century when the New York Times, in 1935, began capturing their issues in microfilm.

Documents, whether on paper or microfilm, won’t suffer from degradation when converted to electronic files. Libraries and companies engaged in digitizing old issues of newspapers and magazines turn to quality document scanning services to protect their paper copies. Google’s digitization project, which ran from 2008 to 2011, is one example of a successful process.

Some services, like Spectrum Information Services, take imaging quality up several notches with Virtual ReScan (VRS) technology. Introduced by imaging firm Kofax in 1998, the VRS technology allows scanners to capture almost any kind of document with any level of quality.

Tuesday, May 20, 2014

Document Management Services Essential in the Transition to New ICD

ICD-10 compliance should have commenced last October 1, 2013. However, a unanimous voice vote in Senate helped pass a bill that pushed the date to October 1, 2014. This gives hospitals and medical facilities more time to comply with the new version of the International Classification of Diseases (ICD) for their documentation systems.

Professional document management services like Spectrum Information Services can definitely play a significant role in making the transition to the ICD-10 more cost efficient. The Centers for Medicare and Medicaid Services say planning will be crucial, so it is best to start working with data management professionals as early as now.

Tuesday, April 8, 2014

HIPAA—Ensuring Document Storage Processes and EMR Platforms Comply

All healthcare organizations and professionals need to understand the compliance issues HIPAA contains, particularly with the secure scanning and storage of patient health records. Entities covered by HIPAA include healthcare providers, plans, clearinghouses, and the electronic medical records or EMR platforms used by these entities to manage data. If you or your organization belongs to one of these organizations covered by HIPAA, you are responsible for ensuring that both access and transfer of your patient’s records is compliant with the Act’s rules.

In a recent Healthcare IT News article, lawyer James Wieland relates to article writer Mike Miliard some of the areas of HIPAA that tend to cause interest and confusion in his clients.

Sunday, April 6, 2014

Get Started and Go Paperless with Help from Document Storage Companies

Are you still dreaming of a clean, paper-free office where you will never have to worry about losing vital information ever again? With the tools to digitize most or all of your data and with secure document storage services easily available and affordable, you really have no excuse to be buried under paper these days. Granted, the road toward going paperless is an arduous one, but the more you put it off, the more you get left behind in today’s business world.

By going paperless, your company can achieve increased efficiency, reduce its environmental footprint, and improve its document confidentiality and security. Melissa Zavala, a real estate broker/owner at Broadpoint Properties in San Diego County, California, shares some of the steps her company took to go paperless. Perhaps you may find these points useful if you plan to steer your company in the same direction.

Friday, April 4, 2014

Before Calling Document Scanning Services: On Financial Documents


If you choose scanning services that comes with shredding your documents, make sure that the shredded pieces cannot be retrieved anymore. Just because they’re in strips doesn’t mean they couldn’t be reshaped and reconnected. This is why companies like Spectrum Information Services not only have secure document storage and scanning services but even controlled document destruction as well.

Choose document scanning companies wisely – make sure that they can scan, transfer and store your files efficiently and in a secured manner. Indeed, your scanned documents, just as much as your paper documents, will have to be protected against possible hackers or identity thieves.

Tuesday, April 1, 2014

How Law Firms These Days need Efficient Document Management Services

Version Control

Legal documents aren’t always set in stone. Records can be modified, and if there are many people handling or working on a particular document, for instance, things can get quite confusing, unsafe, and vulnerable very fast. Thankfully, there are document management services that allow people to discern categories of certain files and how to access them, if they are authorized to do so. They can also determine certain versions of the files that have undergone approved modifications or changes.

Fortunately, excellent law firms can meet and overcome these challenges with the help of a trusted document management service provider. Firms like Spectrum Information Services work not just with law firms, but with other companies as well to help them use technology more efficiently in implementing smarter document management strategies.

Thursday, March 20, 2014

EMR Platforms: Revolutionizing the Healthcare and Medical Industries

EMR use is expected to grow further in the next few years, which doesn’t come as a big surprise for people from the medical industry, because of the undeniable benefits of the electronic record systems. With the impending growth at hand, healthcare is being revolutionized for the better.

Back in the day, manually storing patients’ records and retrieving them after some time could become tedious as well as difficult. With the advent of electronic document management solutions, storing and searching for information can now be done faster and with few or no errors. Doctors can now easily share patient records and documents with just a few clicks on the computer, saving everyone valuable time.

Tuesday, March 18, 2014

Digital File Archives Make for Efficient and Secure Document Storage

Proper planning, file management and sorting is required before you store your paper files digitally. This will allow the files to be easily accessible and identifiable once they have been scanned. Make sure you accomplish this before calling providers of document storage services. They will help your business reduce paper clutter and gain more physical office space, which will in turn improve worker productivity and efficiency.

Companies like Spectrum Information Services can even help you further by providing tools that enhance document storage, access, and retrieval. By turning to such firms for assistance, you can not only guarantee getting a secure document storage system, but an efficient and easily manageable one, as well.

Sunday, March 16, 2014

Microfilm Scanning Services Can Produce Admissible Evidence in Court

This case also highlights another reason why it is important to ask for necessary original documents via a due process. Quality microfilm scanning services can help in advancing cases and securing desired verdicts, granted that due process is followed.

The professional document scanning services offered by companies such as Spectrum Information Services, owned and managed by Curtis P. Pilon, can help legal teams find and acquire the documents they need, as well as save these from complete loss.

Friday, March 14, 2014

Leaves & Dollar Bills: Goals Document Management Services Help Achieve

Adherence to requirements allows businesses to operate smoothly, as businesses can allocate money that would otherwise be used to pay penalties and control damage to pursuing transactions. Firms can also benefit from winning clients wanting to associate themselves with a reputable and sustainable company.

As can be seen, “green” goals are not limited to contributions to nature; “green” may also mean more money for a business. Consulting document management companies like Spectrum Information Services, founded by Curtis Pilon, can enable businesses to start reaching both goals. With detailed methodologies and professional support, leaves and dollar bills will be gained aplenty.

Wednesday, February 19, 2014

Why EMR Platforms are Integral to the Healthcare Automation Process

Under HIPAA, patients have a right to obtain copies of their medical records as well as to request for amendments to erroneous entries. As such, it makes a lot of sense for healthcare practices to utilize convenient EMR platforms that make it easy to produce copies of a patient’s medical records and carry out the necessary corrections. Such a system also streamlines the insurance claims process as patient files are already sorted for easy retrieval.

Meanwhile, as far as the accounts payable automation process is concerned, clinics would do well to work with a reputable provider like Spectrum Information Services. With this system in place, a clinic can fully take advantage of electronic invoicing and payment options and be ready to face the demands of an increasingly automated healthcare industry.

Monday, February 17, 2014

Be HIPAA Omnibus-compliant through Secure Document Storage Services

Healthcare organizations and their business associates are entrusted with sensitive information; as such, they have a duty to ensure that all patient records are safe from unauthorized access. In compliance with the Health Insurance Portability and Accountability Act (HIPAA), hospitals, clinics, and their affiliates or vendors need to implement secure document storage methods such as restricting access to documents on a need-to-know basis as well as creating and securing backup copies of electronic and physical records.

With the passing of the HIPAA Omnibus Rule in March 2013 and its subsequent enforcement in September 2013, greater accountability is expected of healthcare organizations and their business associates.

Saturday, February 15, 2014

How Document Scanning Services Can Help in Business Risk Management

One of the biggest possible consequences of disasters to a business is data loss. In particular, paper documents are highly vulnerable to the effects of calamities like earthquakes, flooding, hurricanes, and wildfires.

Risk management experts recommend digitizing as an effective means of preserving important company files and data. The process requires identifying which among the business’ paper documents need to be preserved, scanning the identified files, and storing the scanned images in a secure electronic location. Given the volume of data that companies typically have to preserve, it is advisable to seek professional document scanning services for better cost-efficiency.

Thursday, February 13, 2014

Securing Patient Records with Help from Document Management Services

The EHR (electronic health records, also referred to as EMR – electronic medical records) is a recent concept that has emerged in the health care industry, partly to comply with the HIPAA rules in protecting patients’ privacy. An EHR is a digital compilation of a patient’s health information, including the patient’s personal data, doctor consultation reports, hospital records, and all other details relating to the individual’s health history.

Bran Honigman writes in that EHRs allow doctors to “to have an indication of the quality of care they provide.” EHRs also give medical practitioners an alternative to paper records which the US Health Resources and Services Administration (HRSA) has identified to be more at-risk to privacy breaches than electronic records. Needless to say, the information in EHRs should also be held in the strictest confidence, and privacy rights to these records are likewise protected by the HIPAA.