April 14th 
For businesses across all industries – from medical to government to financial – security is a top concern when it comes to transitioning paper records and files to digital.
When choosing a document imaging service, it’s important to consider several key factors to ensure safety and security.
Here, we’ve identified the five tips to verify that a document imaging service provider can protect sensitive files and records:
1. Verify that the provider is SAS 70 Certified. This certification represents that a service organization – like a document imaging service provider – has withstood an in-depth audit of their control objectives and control activities. In addition, organizations should be compliant with all relevant government regulations, including Sarbanes-Oxley, Gramm-Leach-Bliley and HIPAA.
2. Ensure the provider’s conversion process is meticulous. Documents should be segregated, identified and tracked through every step of the conversion process.
3. Make sure documents are secure with the provider. Work performed at a servicer’s facility should be maintained in access-controlled areas. Files should be accessible on a “need to know” basis by employees of the document imaging service. In addition, strong passwords, timed log-offs, restricted Internet access and other policies should be in place.
4. Discuss the backup plan in the event of an emergency. Document imaging data should be consistently backed up and distributed across a redundant disk library. In addition, full system backups should be conducted on a regular schedule, including offsite software program maintenance.
5. Ask about the document imaging provider’s employees. It is important to find out how the provider hires and pre-screens employees.
By following these five tips, businesses can open a discussion with document imaging providers and determine which best suits their individual needs.
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- 5 Ways a Document Imaging Service Can Improve Your Company’s Potential
- Top 4 Security Requirements of Document Scanning Systems
Learn more about how microMEDIA can fulfill your imaging services needs.
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