You can’t get things done efficiently if you don’t have a record storage system for handling and storing paper and other documents that come across your desk. It’s important to be able to put your hands on papers quickly, and to be able to switch gears quickly and start working on something else when you need to. To do so, you need to keep related papers together. And you need to know how to find them.

Some experts say, “You should be able to put your hand on any piece of paper in your office in ten seconds or less.” Some people probably can, but you wouldn’t want to know them. Close is good enough in paper-handling. As long as you can put your hand on anything in a minute or so, you’re doing fine.

To do your best work, and to focus solely on the task at hand, be able clear your desk at a moment’s notice. This provides a psychological benefit as well as a spatial one you’re cleared for takeoff.

Being able to clear your desk quickly requires knowing a few tricks. The first is to handle all paper in one location. Not one office, but one desk and an adjacent filing cabinet. You need a “command center” to force you to deal with inefficient piles (else how can you work at your desk?) and to limit the number of places paper can be.

Trick number two is knowing how to organize the paper you now have. This is simple. You need a filing cabinet (or a filing crate if you want to save money), a box of manila folders, a box of hanging folders, and labels.

Go through all your loose paper. Put related items in a manila folder. Type or print neatly the folder’s contents on a label. “Rivera Project,” for example, or “Memos on Product X.” If you need a series of folders for a particular project or subject, then group them together into a hanging file.

Unless you’re now working on that folder or you work on it regularly, file it in the filing cabinet. If the file is going to grow, give its own hanging file. If not, put it with other files that relate somehow. Call it something that you’ll remember and that will remind you of what’s inside. ”New Product Warranties” is one example. “Information on NAFTA” is another. Keep files in strict alphabetical sequence.

When naming files don’t follow anyone’s suggestions but your own, name them something descriptive and distinctive that will stick in your mind. If you ever have trouble finding a file, either fix it well in your mind or rename it.

Some people like to create an index of their file names so they can scan it before they get out of their chairs to find the file. If your labels remain neat and visible, I don’t see the advantage. But maybe the idea appeals to you. Handle all your paper in one location only. You need a command center to deal with it efficiently. You also need a place to put files you’re working on or those you consult frequently. Use the first position in the top drawer of your file cabinet. Better yet, buy a file rack that stands on the desktop. Quite handy, they come in wire or plastic format, and in various sizes. A desk rack keeps all the files you need for that day or that week within easy reach.

What about multi-tiered, horizontal trays? Hmm. They take up a lot of room, and they aren’t that easy to access. (Ever try to find a piece of paper somewhere in the pile on the bottom tray?) You might use one as an in-box and maybe another as an outbox if you need it. But use them only for transitory items never to store things longer than a day or two.

Archive studio IV is produced by Doculex, makers of excellent software for electronic document management. Office Capture, Goby Capture and WebSearch are the 3 components, which make up Archive studio 4. It provides a user with automated, easy to use Web enabled and networked document management abilities. Archive Studio also permits secure ‘Instant Document Access’ based on .NET Framework from any place through the Internet, including and Active Directory integration and permission assigning.

WebSearch component

WebSearch is a .NET based and web-enabled document management program, which is easy to use. It is developed for usage throughout various business operations for the purpose of enabling Instant, secure document Access from anywhere with convenience of usage similar to, yet better than a typical Internet search engine. A search can be done using full text content, metadata descriptions specific to a document and also search history, date ranges, saved searches and search lists.

WebSearch is also a workflow enabler, with its convenient dashboard display with a functions menu, it allows users to amend and share native format documents, at the same time; they can organize and track each amended version. Users can group different document sets together for the purpose of sharing with co-workers and colleagues, thanks to the workspace feature. The discussion feature, which has been added, allows a user to comment on the content of a document. An updated visually appealing interface has functionality, which is much easier to use compared to the key word query of an online search engine.

Server-based software will automate complicated documentation organizational functions such as browser based file room views & group collaboration folders. Documents of any type can be directly uploaded to WebSearch, indexed for ease of access and native format storage. The Replace/Append Metafield function, allows a user to replace a document’s existing metadata and to append completely new metadata information for a particular field.

WebSearch also facilitates document hosting, with its advanced PKI (public-key infrastructure), which gives digital signature security and encryption to outsource day-to-day-use information access to electronic file storage. Its Microsoft SQL Server database support is able to handle significant amount of file data storage, thus providing a user with easily integrated database power. Moreover, Active Directory integration allows heightened security as well as user permission tracking & access. Multiple security levels are managed by the program, including individual files, users, group, Community and Organization. Document & user activity tracking log files are available, which assist in compliance with privacy laws such as HIPAA.

Office and Goby Capture components

These programs are easy to use and offer simplified electronic file and paper capture as well as indexing from multiple hardware resources, including production and network scanners, digital copiers, desktops and FAX. These programs include the streamlined capture of emails and electronic files straight from a user’s MS Office applications, while also using windows Explorer’s Send-to feature. Once a capture is done, Archive Studio’s WebSearch will manage these documents.

Goby Capture improves the capabilities of a digital MFP copier or network scanner. With Goby capture running from a hosted server or network, a user can scan as well as index his business documents at a copier/scanner without having to operate or even learn any scanning application. A user has 3 methods of scanning as well as indexing paper to use;

1) Scan documents with profile form created at a line of business application or desktop
2) Scan documents & index them from a MFP touch screen
3) Scan documents & index them later on from the inbox of WebSearch

Office Capture, another component of Archive studio 4, is a flexible desktop application, which can be operated easily by a beginner to document imaging. The program has support for TWAIN-driven desktop, MFP scanning and production units. It has a setup wizard that enables new scanning projects to start quickly. Document imaging is easier; simply scan all the documents that you need. The document metadata descriptions can be entered later at your convenience. Document metadata entry is easy with the improved design that is focused on quick entry to finish a task. In the final step, the OCR engine analyzes and produces full text data, searchable PDF files are then created & then output to Archive Studio IV’s WebSearch document management system is done. An all new utility called “Goby Query” offers convenient content export capability from SQL and Oracle databases to Profiler. Conversion from XML to PDF is also now possible.

All these features make Archive Studio 4, a secure and highly convenient document management program.

Technology promises many important advances in the way the medical industry maintains health records. By introducing new technology and electronic medical records, health-care professionals can prevent medical mistakes, and provide more cost effective record management. Technology improves efficiency and productivity while leading to better health care value. The health care industry has long been at the forefront of technological innovation and this is particularly evidenced by the growth in electronic patient medical records.

There are two types of computerized medical records. The first type of computer medical records are digital images from scanned paper-based medical records in TIFF or PDF formats. The second type is paperless electronic medical record (EMR).

The EMR is the legal record of what happened to the patient during the clinical patient encounter. Included in this information are patient meta data, progress notes, prescriptions, electrocardiogram (EKG) tests, medical history, immunizations, lab results and radiology reports.

The electronic medical record (EMR) is essential for the efficient storage, distribution, and retrieval of patient records in hospitals. An important benefit of EHR is improved workflow as document management software contain built in workflow modules. Workflow modules include manual workflow and rule-based workflow. Manual workflow allows users to view the document and decide who to send it to. Rules-based workflow allows administrators to create rules to direct the flow of the health care through the facility. For instance, approval workflow routes a medical record or data to a group of people for approval.

Hospitals and health care providers still require the old paper-based medical records after the introduction of an EMR software in a hospital. The solution is to scan in existing medical records and charts using OCR can create PDF files that are searchable. Searching is also done by reading the contents, aided by naming conventions of the PDF file name. These searchable files can be stored on secured servers that can be accessed only by those with the proper credentials. This technology is a win for doctors and patients alike.

This new way data management of patient medical records addresses compliance issues with the Health Insurance Portability and Accountability Act, commonly referred to as the HIPAA. This act requires that hospitals and health care providers maintain detailed patient medical records so that health records are accessible and portable.

When information is stored on a computer connected to a network, there are naturally concerns expressed about the security of the patient medical records. Because of these concerns, the HIPAA mandates that precautions must be taken to ensure the security and confidentiality of any medical records stored on the server. This is accomplished by securing both the server and the network from unauthorized individuals.

The HIPAA also requires that health care providers and hospitals must maintain proper records concerning who has access to the medical records as well as information on those who access the records. This helps maintain the confidential nature of patient medical records.

The end result of scanning in the patient medicals, storing them on a secure server, and then tracking access to the records is that patients are able to receive better, more accurate health care while doctors are able to have much more information about the patient’s condition available to him. Everyone in the health care system can benefit from this increased efficiency.

Do you need a medical records scanning company? Go to New York Document Scanning for medical records document scanning, HIPAA compliance and more.