FAQs
- What is the benefit of converting my documents to digital records?
- Do I need special software?
- What about format? I know I want to do this but what is the best format to have my records in?
- What if we lose our data you have provided?
- What storage/ media options do I have?
- What if I want another copy of my documents later?
- The electronic world is continuously coming out with new hardware and software. Will I be able to use my data in the years ahead?
- How long will my CD’s last?
- How can I find my documents?
- Does my staff and I require special training?
- How secure will my documents be with your company?
- What happens to my original documents after conversion?
- Can I do these conversions myself with my staff and if so, why wouldn’t I?
- Most importantly, what if I get audited? Are these digital documents legal?
There are many benefits that can be realized. For a low level archive solution, your documents are duplicated and you can place off site and have immediate disaster recovery as well as having efficiencies in finding documents quick and easy in the future. Imagine never misplacing a file again or spending hours in the dark dank file room looking from drawer after drawer to find that one elusive file. If your company wants to realize better profits (Return on Investment – ROI) you can have a day forward system were we assist you in working towards a “less paper” driven environment. Standard business documents can be developed into electronic documents that never turn to paper unless a need arises. Tracking of modifications, easier modification controls, higher security protocols, and expanded search capabilities for research are other benefits that can be realized. Of course the removal of file cabinets from your floor space to allow for more productive staff and the potential to increase your revenue.
Do I need special software?
The answer depends on your desired outcome. The database we provide comes with search software at no cost. The search software is resident on each CD/DVD we provide. If we are not placing your documents into a database and they are simple raw images, any simple viewer on your computer will work depending on the format you have chosen. We will be happy to discuss with you the benefits of each format and find which works best for you. If you are looking for a day forward solution, we can work with you to develop what level of software you will require along with hardware requirements and we install and support on-going to continue assisting you in your business. Coastal does not believe in selling you something you do not need. We will find the most economical solution to your requirements.
What about format? I know I want to do this but what is the best format to have my records in?
There are many format types and resolutions. Most typical are PDF and TIFF format. Each has its benefits and downfalls, Coastal will consult with you to determine the best match to meet your requirements.
What if we lose our data you have provided?
As a rule, we keep a backup of your records we converted in our security vault for a period of three (3) years. We can keep longer if requested. Just contact us and we can get you back up with your files in a quick manner.
What storage/ media options do I have?
Most typical is CD or DVD, However for larger volumes of data we can also place onto your server or provide an external removable hard drive that uses USB 2.0 ports.
What if I want another copy of my documents later?
The information contained on the CD’s (or any other media that you requested) is yours. You can make as many copies as you deem necessary or you can contact us and we would be happy to make copies for you.
The electronic world is continuously coming out with new hardware and software. Will I be able to use my data in the years ahead?
Yes, even if you decide to use new software in the future, you can migrate your information from our database to your new system at your discretion. The information is yours to do with. There are no penalty costs to migrate your information.
How long will my CD’s last?
The published shelf life for CD’s is 100 years. Of course the have not been around that long yet and that is in a perfect environment. The fact is CD’s are just like the CD’s you have your music on. If they are accessed and handled a lot there is potential for scratches and damage. We recommend multiple copies for that reason.
How can I find my documents?
With the database scenario, you will be able to search by profile fields that we establish with you from the onset. These almost always mirror your current filing system with maybe some added ones that you could not identify before. You also have the option to perform content searches that will look for words inside the document themselves. We would be happy to discuss this option more with you.
Does my staff and I require special training?
Depending on the level of sophistication of your custom solution, we provide the level of training you and your staff will need. But the system is windows based and very easy to navigate and learn. Typically we can train a person with limited computer background in thirty minutes and they are very comfortable in looking for files.
How secure will my documents be with your company?
We work with many industries including the government, medical, and legal. As such we take our security and confidentiality very seriously. All of our staff are trained and refreshed quarterly in HIPAA regulations and other forms of confidentiality. Every staff goes through an extensive background check, random drug tests, and signs a confidentiality agreement. Our facility has secure storage rooms that are locked at all times except for access by authorized staff to get documents to process. We have cameras, alarms, and a little poodle that watches the door 24/7.
What happens to my original documents after conversion?
We offer three solutions. We automatically keep your original documents for a period of 60 days from you receiving the digital documents. This allows you and your staff time to review and look for any errors that may have occurred. We pride ourselves on a 99% accuracy rate, but mistakes do occur. At the end of the 60 days, we can return your paper based originals to you, continue to store at our secure facility, or destroy by shredding. Destruction requires a written authorization from you and you will be provided with a certificate of destruction from us upon completion of process.
Can I do these conversions myself with my staff and if so, why wouldn’t I?
Yes you can. We will be glad to provide you a recommendation to set up for such a process. The fact is thought, that you are in the business to make money either for yourself or someone else. Our staff is specialized in performing this task and we have invested in the equipment that allows us to be fast and accurate. This can be a significant cost to a company. Additionally, adding staff or adding responsibility to existing staff can cause confusion and more management time and costs that distracts from your company’s primary mission. We will develop with you the best solution that can be a mixture of both your staff and ours working together to maximize your results.
Most importantly, what if I get audited? Are these digital documents legal?
Yes. The Federal government has already taken major steps and has recognized digital documents as legal documents. Each individual state is in their own process of doing the same. But there has been many legal proceeding that have paved the way for legality. While we have researched and found no major legal hang ups, we always recommend you consult with your own corporate attorneys for ease of mind.
