June 18th, 2013
Aviation and aerospace are among the industries most impacted by the digital revolution. Think about thumbing through thousands of pages of aircraft maintenance manuals by hand versus a few quick clicks on the iPad. It’s a completely different world for professionals managing and maintaining the aircraft when it comes to productivity, convenience and efficiency.
One of the areas where we see the greatest document conversion needs today is with companies that buy and sell aircraft, such as commercial jets or privately owned aircraft. Often, the planes purchased are accompanied by a large stack of physical manuals that need to be converted before they’re put back up for sale. According to V-Log Digital Records Management, 30% of the value of a particular aircraft depends on the condition and comprehensiveness of the aircraft’s records. And not only is the aircraft value a factor, but complete, accurate and up-to-date documentation is a requirement of the FAA. Conversion seems like a no brainer!
Here’s a look at what aircraft owners need to be aware of when selecting a vendor for a scanning project:
- Scanner Technology: Aircraft manuals often require multiple types of scanners to be fully digitized. A standard paper scanner is great for color or gray scale documents that can be fed quickly, while a flatbed feeder is necessary for books that cannot be taken apart. A large-format scanner may also be required for large or odd-sized engineering drawings.
- Quality Checks: Data vendors need a quality check process in place that utilizes human verification and gray scale scan to ensure the digitized documents are readable, complete and easy to review.
- Data Delivery: Each aircraft company has different requirements for data output. Vendors need the ability to deliver digitized data in standard or proprietary formats.
- Updates: One of the greatest advantages of digitized aircraft manuals is the ease of incorporating updates. Vendors need to have the ability to quickly and easily incorporate new documentation into proprietary structures.
January 9th, 2013
For most mid-size and large companies, there’s a constant flow of documentation – contracts, invoices, memos, records, meetings notes, agendas, handouts, client files, proposals, RFPs… the list goes on and on. Problems often arise when the massive amount of documentation becomes overwhelming, or when you can’t find that one document that’s essential to completing a project. Dashing from office to office in search of a signature or a single piece of paper is daunting and unproductive.
In today’s digitally dominated business world, efficient companies need to have a process for converting paper files into a digital format, and integrating them into some type of document management system. For smaller business, a simple office scanner and basic software may suffice. For larger companies, it’s another story.
A part- or full-time document management professional may be crucial to improving efficiencies and productivity among all team members. For instance, let’s say you have loads of legacy documents or files that need to be converted to a PDF format, and then indexed for fast retrieval. That process can take many hours – and who has those extra hours to spare?
Here are five signs you need a document management professional in house:
- You have a constant flow of paper files or incoming forms that are steadily increasing file storage space on site.
- Retrieving paper-based files is a slow and arduous process. Or, (even worse) you have to continually retrieve documents from an off-site storage facility.
- You are unable to digitally retrieve scanned files because the company’s digital data is not indexed properly, and/or it’s not searchable.
- Your paper files are always getting misfiled or misplaced. You’re constantly hunting for documents.
- You aren’t properly prepared for an unplanned disaster, such as a fire, theft or equipment malfunction.
December 10th, 2012
Electronic Health Record (EHR) adoption is growing nationwide. According to the Center for Disease Control & Prevention, 55% of physicians had adopted EHR systems in 2011. About three-quarters of those adopters reported that using their EHR system resulted in enhanced patient care.
However, in order to fully maximize the benefits of these computerized systems for maintaining patient data (also referred to as Electronic Medical Records (or EMRS)), medical practices need to scan their existing paper charts into the system. A hybrid model – with both paper charts and new digital data – can be confusing and lead to inaccurate record-keeping.
To help practices digitize their paper charts during the EHR/EMR transition, OptiScan developed ChartWorx, an on-site scanning and processing appliance enabling our document experts to quickly organize, barcode, scan and process medical charts. We have the capability to scan thousands of charts a day, each optimized for image quality and size. Key benefits include:
- Charts Stay on Location – With ChartWorx, all records stay on site. No chart leaves the facility until the practice approves destruction. This is especially important, as many other document conversion companies will ask you to ship your charts to another state. That can create an obvious problem when those medical charts are needed for emergencies.
- Flexible Filing Options – We can adapt the conversion to fit any practice’s filing system requirements. You let us know the sequence of how charts are processed, and we make it happen.
- First-Rate Communication – The web tools within ChartWorx provide you with a real-time snapshot of our progress and allow for on- and off-site management of the job. Reporting and statistical metrics are gathered every step of the way.
- Small Office Footprint – Our computer, scanner and document experts take up very little space in your facility. They can work alongside your staff and ensure your operations aren’t disrupted during the conversion.
- Admin Collaboration – We have the ability to work closely with administrators to pull charts, train them on tools, and come up with workable solutions to any challenges that may arise.
To learn more about ChartWorx, call Optiscan at (800) 369-5997 or fill out our online form.