eBridge Solutions Blog

Document management and transition

Lately, we've been getting a lot of interesting calls at eBridge Solutions from prospective and current clients who are in transition. They may be selling or closing a business. Or, they may be starting a new venture or taking over an existing business or branch office. Either way, document management - especially eBridge's web-based version - is the perfect solution for workers in transition.

Selling/Closing A Business: In most industries there are record-keeping requirements. In a physician's office, for example, patient records should be kept for 10 years after the patient was last seen. But, what happens when a physician wants to sell his (or her) practice and/or retire? If he has file cabinets or off-site storage filled with patient records, are they his responsibility or someone else's?

A provider is bound by applicable federal and state laws and regulations after closure, as well as during its operation. Many state health departments and licensing authorities govern health care facility closures and may outline to whom records should be transferred. In some states, a state archive or health department will store health records from closed facilities. More commonly, state regulations recommend records be transferred to another health care provider.

If the physician selling or closing the practice began digitizing documents and storing them in eBridge Solutions' web-based document management system BEFORE the transition, both parties would be happier. The transfer of data would be as easy as handing over a CD or DVD (or several, depending on how long the practice had been open) to another health care provider or local health department. Or, the physician could simply transfer ownership of his eBridge electronic file cabinet. It would be that easy.

Starting A New Business: If someone is starting a business from scratch, that is the BEST time to get into document management. It's easier to start scanning documents from day one than to go back and handle years worth of files. When new paper comes into the office, scan it and then shred it. You won't even need file cabinets.

Taking Over An Existing Business: If you are taking over a branch or business that has a document management system, I would definitely recommend leaving it in place. Then, once you've learned it, use it on all of the new paperwork coming into your EXISTING business.

In today's economy, transition is inevitable. With a web-based document management system like eBridge Solutions, new and old businesses alike can benefit from powerful online archiving capabilities -- reducing liability along with storage space needs. Try it today at www.eBridgeSolutions.com.

So you’ve decided to use a document management system. Now what?

Many businesses turn to electronic document management because their paper files are getting out of control: taking up too much space and making it too hard to find the records you need. Classic examples include schools or medical offices, but many other businesses can benefit as well, from small one or two-person organizations to Fortune 500 companies.

But, once you've found the perfect document management system, what do you do with all of that paper? Who scans and when? Considering all of your options can make the transition to a paperless office easier.

To convert or not to convert?
It's important to understand that you don't have to start a document management solution with a total conversion of all your old paper files. There are three ways to transition from paper records to electronic: back-file, on-demand or scan-forward method. And you have to decide whether to do the scanning yourself or enlist help. Your budget and available resources will determine which method is best for your business.

Do your own scanning.

If you have the time and space, scanning your own documents is the simplest and most affordable way to convert your paper files. Most companies have someone go through their paper files to remove staples, paperclips and duplicate copies before anyone starts scanning. While you have the file in your hand, why not scan?

"We recommend that our clients do their own scanning, if possible," explains my boss, eBridge CEO, Leslie Haywood. "Only someone involved in their business can tell which paper REALLY needs to be archived. Why spend time and money on duplicate records or documents you are no longer required to keep?"

Back-file. Back-file scanning or batch conversion is the most immediate and most expensive option. It involves scanning large quantities of records at the same time. Businesses eager to start taking advantage of a new document management system sometimes choose to scan their entire archive, feeling that the extra cost is justified by the ability to access all their records through the new system. But, that may not be necessary.

"The summer we started using a document management system, we had our teenage daughters come in and scan two days a week," explained one insurance agent in Raleigh, North Carolina. "It was a great way for them to make some extra money and it allowed us to keep our documents on-site and under our control. They scanned in everything that came in the office on Tuesdays and worked on our old files on Thursdays. It took the entire summer, but it was worth it."

On-demand. The on-demand method is a more gradual, less disruptive approach. Instead of converting all paper records at once, a system is set up where every time a paper file is accessed, it gets scanned into the system. The electronic document replaces the paper record from then on.

This approach is popular in medical applications: every patient who visits gets their record scanned into the computer. You don't have to pay a scanning service to set you up, and it can also help weed out records that can be archived separately or discarded: if some records haven't been accessed after two years, they may be good candidates for long-term storage.

Scan-forward. In a scan-forward implementation (also known as "day forward" or "forward scanning"), a cut-off date is chosen after which all new documents will be scanned. This approach means you can get started much more quickly since there's no delay while a backlog of paper is scanned. Once you feel comfortable with the document management system, you can decide to start scanning older files. The scan forward approach isn't for everyone, though - for some businesses, access to paper files is essential. In those cases, you may want to consider a scanning service.

Hire a scanning service.

To process years worth of old records, you'll probably want to hire a scanning service. You can either ship your records to their facility, or have them come to you with a mobile scanning setup. These services have the best in high-speed, automatic scanners, making it possible to scan hundreds of thousands or millions of records in reasonable amounts of time.

You can ship your documents to the scanning service or you can pay for them to come to you. That can cost more, but if your files contain highly sensitive material, it can be reassuring to keep them on site. Once the documents are scanned, the scanning bureaus can provide CDs of the resulting images or put them directly into your document management system. They'll can also destroy or return your paper documents, as you prefer.

"The paperless office is as likely as the paperless bathroom." While the restroom is definitely someplace I'd like to continue to see paper, going paperless in your business is a real possibility. Getting your paper documents converted can take time and money, but in the long run, it will make your business more efficient and compliant. Take the first step... go paperless with eBridge Solutions today!

Reason # 7: eBridge is SUPER easy to learn!

What is the most annoying thing when you purchase a cool new product? When learning how to work/use it takes forever! You want to start using that cool new product right away, and you want to know the ins and outs of it the same day so you can make use of all of the product's amazing features. Well, that's exactly what you get when you add eBridge Solutions to your business. This brings us to reason #7 to love eBridge Solutions: You can be up and running in two hours or less. 

Our training staff is amazing; they're friendly and extremely helpful when training new customers. While our web-based document management system usually only takes about an hour to learn, we schedule them for two hours just to ensure we don't miss anything.

We also offer free monthly training webinars on our web site for all eBridge users, in case there's anything you need to brush up on regarding our system. 

You really can't find an easier way to implement document management into your business. Check out eBridge Solutions' web site and find out for yourself! 

JP Morgan agrees that a paperless office is possible and profitable

It may have been touted ever since the computer was invented, but according to a new report from JP Morgan, the paperless office is now technically and economically feasible. Which we at eBridge Solutions have always believed!!

Released last week, the report states that the banking giant has helped 25,000 of its clients eliminate more than 24 million paper documents from operations in just 18 months by promoting digital processes.

It added that the campaign, which urges firms to replace paper documents such as payslips, invoices and bills with digital alternatives, aims to further reduce the volume of paper used by clients by 77 million documents.

The move towards less paper-intensive processes can also save companies money, according to the report. On average, filing and maintaining 500,000 pieces of paper costs firms an estimated $250,000 in workflow management, another $115,000 to research lost files, and about $150,000 in storage and disposal costs.

"Companies often pay extra fees for their paper trails, since the paper documentation they request often duplicates information they already receive from their banks online," the report adds.

Cutting annual paper use by 500,000 sheets can save a company $515,000 a year - more than $1 saved per sheet conserved, according to JP Morgan.

The report also argues that online billing and invoice solutions, remote capture solutions for payments received, and online banking and payment systems mean firms are capable of achieving a "zero-return" environment, where they send and receive information electronically without the use of any paper.

This is great news. The kind we love to hear. If you haven't made a step toward your paperless office, take a tip from JP Morgan and go ahead.

January is National Get Organized Month

January 11th was National Clean Off Your Desk Day. I didn't know there was such a day, but had been considering starting one. I thought it would make an interesting marketing promotion. I wanted people to send in pictures of the messiest desks in their office and the messiest would receive a year's worth of free document management from eBridge Solutions for their company.

I haven't run that by my boss yet, but it will have to be NEXT year's contest now!

But January being National Get Organized Month does make for a great blog on how eBridge Solutions' web-based document management system can help you clean up your desk, file cabinets and overall office space.

Some clients scan every piece of paper that comes in the door. (Even Christmas cards as I found out at a recent tradeshow.) Some people scan documents once they have finished the project or month associated with them. Scanning and then safely disposing of documents is the perfect way to organize and de-clutter your office. A side benefit will be that you can access those newly organized documents from any computer with Internet access.

So, look at your desk, your file cabinets and your office. Are you a good candidate for eBridge Solutions' 2011 Messiest Desk Contest? Visit www.eBridgeSolutions.com and see for yourself.

Student Records Found: A Perfect Case FOR Document Management

The article below is yet another example of why document management systems can be so beneficial in a school setting.

With eBridge Solutions web-based document management system, student records can be scanned and then immediately shred, because the images remain online indefinitely. Document management increases record security and improves school compliance with record retention mandates and other regulations, like HIPAA.

Officials at a Manhattan school are coming under fire for leaving student records dumped on the street for anyone to pick up.

Boxes of student records were piled in front of the old home of the School for the Physical City.

Some records contained the Social Security numbers, grades, signatures and even psychological reports of former students ofthe public intermediate/high school.

The boxes were sitting next to a trash bin filled with old desks and other discarded school supplies.

The School for the Physical City moved to a new location over the summer and apparently the records were thrown out with the trash during the relocation.

An Education Department official said an investigation has been launched to determine how the records ended up on the street. Officials apparently picked up the boxes of records last night.

"This is not acceptable," school officials said in a statement last night. "If true, we will take appropriate action."

Reducing Storage Needs With Document Management

Reducing costs associated with storing files is one of the best and most enduring arguments FOR a document management system. Even in this economy, the cost of real estate remains a major concern.

Now, more than ever, it is important for business owners to pay attention to reducing, if not eliminating, unnecessary storage space. Want some suggestions on how? OK. Here they are...

1. Purge non-record material. If you don't legally need to keep it, shred it. Many organizations find that a full 30 to 70% of the documents they retain on-site (paper and electronic) contain duplicate copies, drafts and outdated reference documents. Such non-record material should be disposed of when its usefulness has passed. Put the relevant, required files into your document management system (like ours) and clean out that file cabinets.

2. Inactive material. If you are required to keep documents, but never access them, this is another great use for a document management system. Not only will you be increasing compliance, but by scanning in these documents and then shredding the originals, you'll free up valuable office space.

3. Off-site storage. If you have more files than you can store on-site, you are an excellent candidate for a document management system. Whether you scan them yourself or hire a scanning bureau, digitizing your off-site records can be a great way to control costs.

There may be short-term costs associated with starting your scanning project, but the long-term benefits (and especially cost savings) will outweigh them in the end.

The need for document management REALLY hits home

If you ever scan anything personal into one of your electronic file cabinets, make it this: your passport.

Imagine my surprise when I opened my safe this afternoon to grab my passport only to discover it was missing. After some detective work (which involved making my husband stutter for five minutes), I found out that it had been stolen.

I was smart enough to make a copy of my passport before it was lost.

I was NOT smart enough to scan that piece of paper into my electronic file cabinet. Well, I didn't have one then, but I didn't even scan it to my hard drive or floppy disc (yes, I'm that old).

So, if you do nothing else with your document management system, make sure you scan in your passport, birth certificate and other important PERSONAL documents. At some point in the future, you'll be very glad you did.

How do I get documents into my document management system?

If you are considering document management, but are reluctant to begin because you fear your file cabinets, keep reading! It's easier than you think to transform your paper files into sortable, manageable electronic files. Here's how:

1. Don't. Meaning don't scan in your old files at all. It's kind of like drawing a line in the sand: pick a date and from that day forward, don't store any other paper in your office. If you are required to store documents for a specific period of time, keep the files until that date and then shred everything.

2. Scan as you go. Translation: scan files as you touch them. Example, if you make a change to Mrs. Smith's file, scan it and shred the corresponding paperwork. Leave the other files until the retention requirements have passed.

3. Systematically scan everything. Start with the files that you use most or least. Or the file cabinets that are furthest away from your office. It's your system. You decide what works best for you. Have a staff person scan in files throughout the day or for the last hour of the day. Some people have their children or interns come in for the summer or a few nights after school and sort through the files (removing staples and paperclips) and then scanning in large batches of documents.

Of course, the type of scanner you have will also play a role in how fast you can scan your documents. Make sure to consider the initial amount of back scanning you have to do with any scanner purchase.