Q: Where will my scanned images be stored?
A: It's up to you. Typically, our customers
prefer to place their documents into the IDS
VLibrary, our document management system, or
into AbbaDox, our healthcare-specific workflow
and file management resource. However, those
are not your only options. You also can choose
to archive the files onto an optical storage
system, such as CD-ROM or DVD, or we can upload
a batch file of your scans to your server via
secured FTP.
Q: What will you do with my files once
you're done scanning them?
A: We typically store them at our facilities
for a few months until you are satisfied with
the work that we've performed. From there, we
can either send them back to you or have them
destroyed. Should you elect to destroy the files,
we will send you a certificate of destruction as
confirmation that the job has been completed.
Q: Which electronic file formats can I choose from?
A: We will scan your documents into one of the
following file formats: PDF, TIFF, JPG, BMP or PNG.
If you would prefer another format, please provide
us with the specifications and we will do
everything possible to comply with your wishes.
Q: What kind of security do you have in place?
A: IDS has several security protocols in place
to help protect your documents. For starters,
access to the scanning department requires the
use of a magnetic key, which is provided only
to the scanning team and IDS's senior management.
As well, no documents are permitted to leave the
scanning area without your explicit authorization.
Your scanned documents also are securely stored
on our servers, and can be electronically
transferred using secure FTP (SFTP) or uploaded
to our document management system, which possesses
additional safeguarding protocols.
Q: What if you have a paper file that I need?
A: We understand that there may be times where
you need to have access to a file or chart that
you have sent to us for imaging. In these cases,
we ask that you contact our office and identify
the file(s) in question. We will then place it
at the top of the queue for scanning, then
immediately transfer the digital version to you.
Should you still need the physical chart back,
we will overnight it back to your facility.
Q: How long will it take to scan my documents?
A: That depends on several factors. The
obvious variables being the shipping time
required to get the files to us and the
size of the overall project. However,
there are other things that also affect
the turnaround time, such as the amount
of prep work necessary to get the files
ready for scanning, the amount of
indexing required per folder, and the
condition of the papers to be digitized.
Q: For what geographic area do you
provide scanning services?
A: We can provide scanning services
to anyone in the continental United States or Canada.
Q: How would our paper documents be transported?
A: We can pick them up if you are located
within a 300-mile radius of our office in
Fort Lauderdale, FL. Otherwise, you can
send the files by using one of our preferred
shipping vendors, or by using a traditional
courier service, such as UPS, FedEx and DHL.
