The best way to learn more about United Imaging services and document scanning is by asking the right question.

What is document scanning?

How are documents indexed?

What types of documents can be scanned?

What is scanning software?  

How do I make my documents "Scan Ready"? 

How can I search for scanned documents? 

What is the cost to scan my documents?  

What file format is used?  

Can you convert my paper documents to Microsoft Word?   
  
What type of processing do the images undergo?  

Can multi-employees access the scanned files?  

What are the hardware and software requirements to view my scanned files?  

After files are scanned, how can I access them?  

Can you upload the image files to our server?  

After records are scanned can I change/edit the images?  

Is the United Imaging technology proprietary? 

What happens to the original documents?  

Can you convert my microfilm/fiche or aperture cards to digital images?  

What is the benefit of microfilm conversion?  

Can documents be hosted on the Cloud/Internet?  

Does United Imaging provide medical record scanning?  

Do I need special software to access electronic medical records? 

What is the security of the electronic medical records?  

Can electronic medical records be accessed via the Cloud/Internet?  

Does United Imaging offer PDF Conversion services? 

What is Computer Output to Laser Disk?




What is document scanning?
Document scanning is the process of using document Scanning software and hardware to convert an image from a paper file to a digital picture. The electronic images can then be indexed and stored in a document storage system which gives you the ability to search through millions of documents and quickly access to files needed.

How are documents indexed?
Documents are indexed based upon search criteria set by the client that may include Manual Entry, using OCR (Optical Character Recognition), ICR ( Intelligent Character Recognition), OMR (Optical Mark Recognition), or Bar Codes.

What types of documents can be scanned?
There is virtually no limit to the type of document that can be scanned. UMG handles sizes ranging from a small receipt to as large as an E-size engineering drawing. 

What is scanning software?  
Scanning software is a tool which enables the computer to take a digital image or picture of the document in question.  This software identifies the best picture quality settings and allows the hardware to make appropriate adjustments during processing to ensure the most crisp image display possible. 

How do I make my documents "Scan Ready"? 
"Scan ready" means that the paper document is "prepared" and ready to go through the scanning equipment.  Prepping documents requires that all the staples and other paper fasteners have been removed from the files and the pages are not excessively wrinkled, torn or otherwise damaged. The pages are all oriented the same way (header of pages on top) and facing the same way (if single-sided). The files are separated and labeled in a way that is logical to how you would store and access them normally. If you have limited staff and/or to reduce cost United Imaging can provide document preparation services.  

How can I search for scanned documents? 
You may search by either having your documents OCR'd or you may have the document manually indexed by using customized criteria such as "file name", "record number", "date", etc.    

What is the cost to scan my documents?  
It is typically less expensive than paper filing and storage. The cost will depend on the type of conversion and retrieval scheme which best suits your needs.  UMG can assist you in compiling a plan that meets your goals and budget.  Please fill out the request information form, call (800) 955-0244 or email for further information sales@ubcgroup.com  

What file format is used?  
Typically black and white Group 4 TIFF for most document storage applications due to its wide support by software developers, small file size, and ability to store multi page documents in one file. Other image formats (PDF, JPEG, GIF) are available for full color or special applications. 

Can you convert my paper documents to Microsoft Word?     
United Imaging can scan, OCR and convert pages to word processing applications to eliminate re-typing. Note, accuracy is entirely dependent on the quality of the original and may require manual review and edit processing.  

What type of processing do the images undergo?  
Images can be de-skewed, de-speckled, rotated, mirrored, background colors dropped, borders trimmed or removed. Intelligent filtering which will actually enhance image characters prior to Optical Character Recognition as also provided, as well as zone extraction for signature extraction or other sub-image requirements. 

Can multi-employees access the scanned files?  
If your office has a LAN (local area network) or WAN (wide area network), scanned documents on CD/DVD's can be accessible on the network or you can also have your IT manager copy the files to your server's hard drives for access across your network.

What are the hardware and software requirements to view my scanned files?  
Most current computers with CD/DVD drive can be used to access scanned files. For improved access you should have a Pentium Dual Core Processor or higher; 2GB RAM, 300GB available Hard Drive, DVD-ROM drive, MS Windows XP Pro or higher. CD/DVD's can be formatted to be read by Windows imaging applications that should be included under the accessories menu. UMG can also provide you with more advanced and customized search and retrieval software if needed. 

After files are scanned, how can I access them?  
After the document imaging process is complete there are several retrieval options to access files. You can read the document on your computer's monitor using free Adobe Acrobat Reader or any image viewer. You can fax, email the document and printer to print the entire document, or only the pages you need at that time. You may also use the United Imaging provided e-file Manager Application Software.


Can you upload the image files to our server?  
Yes, scanned images can be placed on your server and the CD/DVD act as your backup copy in case of hard drive failure or other disasters.  

After records are scanned can I change/edit the images?  
No, while on CD/DVD, records are saved as read only media. This feature keeps others from deleting or changing your originals and is usually required if the images are to be used for legal purposes. You can annotate or otherwise edit the documents once you copy them to your hard drive or other read/write media. Such annotations are stored as so-called overlays and do not alter the original image in any way. 

Is the United Imaging technology proprietary? 
No, Document Scanning Services adhere to accepted industry standards. Image files are stored as standard TIFF files (CCITT Group IV) or PDF files. This means that they can be viewed with any generic image viewer and uploaded to any future client imaging application the standard database is Visual Basic, .Net or Sequal and is ODBC and ADO compliant.  
 
What happens to the original documents?  
After scanning, original documents can be returned, stored or shredded. It is your choice.  

Can you convert my microfilm/fiche or aperture cards to digital images?  
We can convert your microfilm media to electronic images for storage on CD/DVD's or server. You will be able to access and retrieve from your computer as if it were a scanned paper document. 

What is the benefit of microfilm conversion?  
Microfilm conversion allows the data to be accessed by multiple users directly from their PC, intranet or internet.  It also allows for search features, dramatically reducing the manual microfilm image "find" time for your staff;  you are then able to print, send, or email single images as desired, eliminated to cost and inconvenience of using a microfilm reader/printer. 

Can documents be hosted on the Cloud/Internet?  
Yes, scanned documents can be encrypted, password protected and stored on the Cloud/Internet with secured access.  This enables you to have a network solution without requiring any assistance from your I.T. Department, and you also save the expense of purchasing Server Hardware, storage space, or Networking equipment.  

Does United Imaging provide medical record scanning?  
Yes, UMG is one of the largest regional medical record scanning companies and since their inception in 1979 we have converted hundreds of millions of patient medical records to microfilm and/or electronic media. UMG also designs and provide HIM e-file Manager Software that is compatible with HPF-McKesson, Cerner, Siemens/Soarian, Epic and other HIM type applications software. 

Do I need special software to access electronic medical records? 
No, United Imaging provides HIM e-file Manager Medical Record application software that manages Master Patient Index, Chart Assembly order, specific encounter documentation, and can be integrated into current server based Healthcare imaging applications. 
 
What is the security of the electronic medical records?  
The electronic medical records can be stored locally or on a Secure Server using 256 bit encryption. Requested records from e-Storage are transmitted using Secure Sockets Layer 128 bit encryption and all data remains encrypted until it reaches your desktop where it is unencrypted for the secure user. 


Can electronic medical records be accessed via the Cloud/Internet?  
Electronic medical records can be accessed over the Internet from any location by accessing UMG´s secure server, and or via the Cloud by providing the appropriate password and Security Certificate. 
 
Does United Imaging offer PDF Conversion services? 
Yes, UMG offer three types of PDF Conversions.
• Image Only – the PDF is produced from the scanned pages and is a replica of the original document; if your conversion project does not require full text searches, this is the best option for converting your paper documents to PDF.  
• Searchable Image - in this format you see an image of the original document, but you can also search on OCR results that are hidden under the displayed image. The text is used only for searching and cannot be edited.
• Formatted Text & Graphics - produced directly from word processing files or scanned paper documents. Once scanned or imported, the text will remain editable and bitmaps are kept for zones on the page that contain graphics.
The tradeoff with this option is the cost to manually correct OCR errors.


What is Computer Output to Laser Disk?
Computer output to laser disk (COLD) is the process by which data stored on your computer is transferred to CD/DVD's for storage and retrieval purposes. This technology is tremendously useful where you have previously distributed large reports on paper or Computer Output Microfilm (COM) to a number of users. You can rapidly search the contents of these reports and find what you need many times faster than paper reports and at the same time lower shipping, paper, printer and printer maintenance costs

 

UBC © 2011 | Privacy policy