Records and Information Management Features:
7 Steps to Ensure Scan-to-Shred Success
Are You Experiencing Paper Challenges?
Paper Challenges
- Expensive real estate designated for paper records storage
- Space management
- Escalating storage costs
- Liability / risk holding unnecessary documents
- Search and retrieval is inefficient
- Security and confidentiality
IST Solutions
- Transition from paper to electronic footprint
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7-Steps . . . Scan-to-Shred Strategy
- Go-Forward
- Legacy Back-File Records
IST Benefits and Value
- Easy mobile search-and-retrieve
- Secure controlled access
- PHI, PII protected
- Chain of custody audit
- Digital images applied to retention guidelines
- Reduced off-site storage costs
Developing and implementing a Scan-to-Shred initiative will assist the firm’s employees in transitioning from paper to electronic records management. Whether a back-file conversion or a go-forward strategy, the ultimate value of scan-to-shred is reduced risk and reduced cost.
- Workflow provides routine inbound document scanning
- Indexing classifies documents for easy and efficient search and retrieval
- Immediate access to documents
- Back File converts paper documents into secure images
- QC audit procedures ensure image integrity
- Storage ensures secure accessibility for required retention period
IST Scan-to-Shred Methodology
document assessment and preparation
- Purge ROT (Redundant, Obsolete, Trivial)
- Identify Excecptions
- Apply Retention Guidelines
- Take Security Precautions
- Prep for Scanning (Remove clips, staples, etc.)
scan
- Scan/capture all data including text, numbers, notes, etc.
quality control
- Verify page count with original source
- Verify integrity of images
- Verify data, images, margin notes, etc. are captured clearly
index
- Inventory documents using guideline for document and category type
- Ensure all fields are indexed completely and accurately
store image
- Save image to appropriate directory or file folder
scanned document hold
- Hold original scanned documents for prescribed number of days (not less than 30 days)
- Ensure original documents are secured during hold period
- Rebuild only documents requiring long-term preservation
shred
- Shred all original source documents from Scanned Document Hold
