Benefits of Document Digitization:
- Enables organizations to clear tons of paper mess
- Ensures optimum utilization of office space for more productive and constructive purposes
- Maintain archives which are useful for keeping a detailed record – cache and other research-based information which can later be easily retrieved using different tags and other features.
Putting it in simple words, document digitizing services providers offer a wide array of document management solutions. They convert paper documents into digital format employing various hi-tech and advanced methods like scanning, data and image capturing, data entry etc.
Since, the number of cyber theft is increasing; it has become quite imperative to maintain confidentiality. As a part of trust-building exercise, a lot of document conversion service provider companies sign NDA and therefore, legally bind themselves to quality and secrecy. Majority of customer information is confidential and sensitive in nature; all the service providers and their employees; strictly adhere themselves to the anti-theft rules set by international community.
Moreover, while outsourcing document conversion to a document management company, you need to take appropriate measures and see if they are in place to make sure that the concerned firm is in compliance with the HIPAA and GLB norms. These are the two governing bodies set up by the authorities to make sure that confidential information is not leaked or stole by any means.
In addition to this, to be completely assured that best practices are followed while shredding the voluminous documents, post digitization, thorough assessment and proper background check is also done. In case, the task is delegated to a third party entity; employees are alerted and properly trained to handle such information with care as well as later on dispose the documents in a systematic way; once the digitization process finishes.
Organizations that require to store documents for a longer period of duration even after the digitization process is complete; are supposed to make extra efforts to ensure that the storage areas are well protected and beyond the reach of any unauthorized personnel – all the time.
Coming up is the latest trend of green technology; you can eliminate Paper trail from your organization by properly educating every person who is in charge of data conversion and further handling the sensitive information by strictly following the protocol.
The original article was published on http://www.hitechbposervices.com/blog/document-digitization-and-adherence-to-hipaa-standards/