Five Signs You Need a Document Management Professional on Staff

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.


paper and computerIn 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:


  1. You have a constant flow of paper files or incoming forms that are steadily increasing file storage space on site.
  2. 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.
  3. You are unable to digitally retrieve scanned files because the company’s digital data is not indexed properly, and/or it’s not searchable.
  4. Your paper files are always getting misfiled or misplaced. You’re constantly hunting for documents.
  5. You aren’t properly prepared for an unplanned disaster, such as a fire, theft or equipment malfunction.



Top 5 Benefits of Using ChartWorx to Scan Medical Records

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.


Using Evernote to Create a Paperless Office and Home

November 15th, 2012

By Mike Hawkins


As the managing director of a document management firm, I am constantly looking for new ways to create a paperless office. Among the many tools I’ve found, Evernote has transformed the way I live and organize my life.


Evernote allows me to take better notes at any time from any device – without pen and paper – and store them locally and in the cloud for easy access. But, the applications of Evernote are seemingly endless. In addition to basic note taking during a client meeting or business seminar, I can record meetings, add voice notes or dictations, store photographs, take a snapshot with my phone to attach to a note, and upload other digital content to enhance the quality and detail of my notes.  Even scanned-in images or documents become immediately searchable in Evernote.


I can keep multiple “notebooks” containing topic-specific information, and I can tag my notes and notebooks for easy future reference. It’s amazing how quickly I can access past notes with just a tag or a keyword. Colleagues and clients are impressed when I pull up notes digitally rather than rifling through old paper notebooks and files.



I use Evernote in every aspect of my life. Here are a few examples of how I use the program:


  • If I’m planning a vacation, I use Evernote to research hotels, restaurants and local attractions and save all of the notes, photos and websites in a single notebook.
  • I use Evernote to plan my youth volleyball team practices and matches on my home desktop computer; I can access the notes from the volleyball court with my Android or iPad.
  • Occasionally I attend online webinars or GotoMeetings where important information is displayed onscreen during the presentation. Evernote allows me to copy screenshots and paste them into my notebook.
  • If I’m tackling a complicated project, like disassembling a television, I use Evernote to chronicle the disassembly step-by-step, adding notes along with pictures to provide a detailed description of the process.
  • When it’s time to donate items to charity for tax write-offs, I snap a photo of the tax receipt and take pics of all of the items I’m donating. Then, I annotate the estimated value and store all of the info in one notebook for reference during tax time.


As if that’s not enough, there are numerous web plug-ins and other helpful third-party tools that extend the usefulness of Evernote:


  • Skitch allows you to take a note, screen shot, or other digital content and mark it up as if you were using a pen and paper. This tool can help ease the transition to paperless.
  • Evernote Hello provides an interesting twist to an address book. This program helps you keep track of contacts with photos, personal notes including when or where you met them, your mutual friends, etc. It’s a much more intuitive method of storing contacts than typical alphabetical address books.


The program gives me the opportunity to take notes all the time – even times when I wouldn’t normally take notes. It’s a must-have for any paperless office or home, and for anyone who wants a better, simpler method of capturing and storing notes, photos, voice recordings and other digital content.



3612 W Dunlap Ave, Suite A
Phoenix, Arizona 85051

© 2010 OptiScan Inc. All rights reserved.

(602) 789-7800
(602) 298-9546