Medical
Problem: Inactive patient Records being stored in an empty exam room. The room is needed for expanding dermatology practice.
Solution: Scan patient records, host on Websearch and destroy originals.
Scenario: Approximately 100 boxes of patient records were indexed according to patient name, date of birth and social security number. The social security numbers were redacted on the cover sheets. The records are now fully searchable. The practice manager can easily access records in the event that a patient does return to the practice.
Human Resources
Problem: 10 years of employee timesheets being stored in attic of building.
Solution: Scan timesheets and host on Websearch and destroy originals.
Scenario: Twenty-five boxes containing employee timesheets are indexed according to employee name and year, scanned and hosted on Websearch. Payroll employees no longer need to waste time searching for these records. The records are accessible and reproducible with a few clicks of the mouse, and the staff members never have to leave their desks.
Unions
Problem: Multiple years of records, filed by different individuals using different methods.
Solution: Organize and scan records, then return originals.
Scenario: Approximately 25 filing cabinet drawers filled with multiple types of documents. Documents were separated into six different categories, indexed by month and year, then scanned and hosted in WebSearch.
Municipal
Problem: Multiple years of sensitive police records. No time to shred.
Scenario: Boxes and boxes of paper, taking up precious space in a busy police station. DocSolutions retrieved the boxes with their secure transport vehicle, returned them to the DocSolutions facility and destroyed the documents immediately.
Non-Profit
Problem: Grant application due and attachments are too big to email.
Solution: Scan documents and return on flash drive and destroy originals.
Scenario: Several thousand pages were index, scanned, and converted to PDF files. PDF files were transferred to a flash drive and returned to customer. Customer was able to zip files and send to intended recipient.
Service Industries
Problem: Ambulance service is storing transport records in the upstairs of an historic building. They are worried about integrity of structure and weary of climbing the stairs to retrieve records.
Solution: Scan and host records. Destroy originals.
Scenario: Several years’ worth of patient transport files are indexed according to trip number, year, month and date of birth. Utilizing the date of birth field enables knowledge workers to manage retention on all patients who were under the age of 18 at the time of transport. Records can now be accessed quickly and better use is being made of the upstairs space.
Manufacturing
Problem: Approximately 500 square feet of floor space is being used to store job files in sliding cabinets.
Solution: Index and scan documents and return to customer on DVD to be uploaded to their own server. Destroy originals.
Scenario: Approximately 450,000 pages were indexed by job number and scanned to portable media. Indexing was simplified because the folders were numbered in sequential format. This saved the customer time and money.
Legal
Problem: Research and discovery can be very time consuming.
Solution: Scan records on a case by case basis.
Scenario: All relevant information is now full-text searchable, by word or phrase. Records can be accessed from home, an airport or inside the courtroom simply by logging in to WebSearch.
Insurance
Problem: Problem: Twenty years of client records taking up a large amount of floor space.
Solution: Scan records and destroy originals.
Scenario: Approximately 6 large filing cabinet drawers are scanned each month, always at the discretion of the customer. The records are returned on DVD and the originals are shredded upon customer inspection of PDF’s.