Scanning
Scanning, or digitizing, your documents can be accomplished either in your office or at ARS secure facility. To facilitate on-site scanning, ARS circulates mobile scanning teams throughout California, every day. Digitizing documents allows us to store documents in popular image formats, and index documents to identify and quickly retrieve your information from our state-of-the-art image servers.
Document Destruction
Document destruction is available with Certification of Destruction. All documents are shredded and certified disposed.
Document Retention
ARS currently guarantees document retention to our clients for at least five years from the date the materials were scanned. Let us know if you require a longer retention date.
File Preparation
Before documents are scanned, our imaging staff removes and discards paper clips, staples and two-hole clips. At the scanning stage, a decision is made to scan sticky notes if they contain relevant information, otherwise they too are discarded.
Document Scanning
ARS scanning software automatically straightens misaligned pages, corrects pages that are too light or too dark, and enhances difficult to see markings made with highlighters, carbon paper, or pencils.
Divider Tabs
All medical records are organized with tab dividers that identify different hospital records and charts, billings, medical history, and doctors' notes.
Image Formats
ARS can store images in all popular formats including .jpeg, .tif, and .pdf. In addition, we can use Optical Character Recognition (OCR) to facilitate more detailed searches of scanned documents. If you have another file type or image format that you need, contact us for more information.
Document Indexing
Locating and retrieving particular documents is accomplished by indexing. ARS indexes documents by attaching a number of words to a document's database record. Once these words are sorted, a search can be performed on the database allowing you to retrieve your documents quickly and easily.
Page Numbering
To organize documents and to ensure document completeness, ARS electronically page numbers documents as part of the scanning and document import process. Easily identified page numbers that range across all the sheets are added to all the pages in your scanned document package.
Document Annotation
As with Page Numbering, any wording can be added as a header, footer or across a document, in another color or a shade.