Document Scanning & Imaging Services in Garden City, NY

The information management specialists at Storage Quarters provide document scanning and imaging services for personal or business needs. If your company is looking to convert documents into digital files to make the paperless transition, you are a medical office in need of an EMR, or you are just looking to scan a box of personal papers, we can accommodate you. No job is too big or too small so if you have one box or one thousand boxes, we are ready to assist you with your scanning project.

Benefits of Digital Scanning Services:

• Document scanning can improve office productivity and efficiency, save money on extra office space, and improve customer and client security.

• Documents are available for ready access by multiple offices, remote employees, and employees who are in the field.

• Enable integration to new or existing EMR systems (Electronic Medical Records).

• Expedite HIPAA compliance.

• Reduce the risk of identity theft and other information breaches.

• Added security provided by off-site disaster recovery.

Electronic records can be held indefinitely and conveniently. We can custom create an efficient blend of on-site, off-site, and electronic records storage tailored to your specific business needs for easy access and quick retrieval.

Secure your records against the ongoing threat of identity theft, and have easier access to your papers and files. Storage Quarters can scan anything from a box of personal tax papers, old books, or old photographs.

We exclusively use high-quality Canon scanners with a maximum capacity of 12” by 18” so we can convert your largest photographs. You can easily create an archive of your most treasured photos and never have to worry about them being lost or damaged.

Identity theft is a serious concern. Protect yourself, your family, and your financial future by scanning and then shredding sensitive personal documents, including tax returns, bank statements, medical records, and anything that has your social security number on it.

1. We will pick up your files. We can pack and organize files if needed.

2. The file boxes are transported to our facility using HIPPA-compliant security standards.

3. Each box is barcoded with a unique identification number and SKU for easy tracking.

4. Documents are scanned and uploaded.

5. Your office’s indexing or identification system is applied to files. If you don’t have an established ID system, we can create one for you.

6. We upload your files to your computer, an external hard drive, a flash drive, or an EMR system.

7. Files are shredded or stored, per applicable laws.

Storage Quarters has nearly unlimited scanning capability. We have handled scanning jobs that exceeded 1,000 boxes of documents and records.

• All work is completed in-house – no work gets outsourced.

• Our information management specialists have passed thorough background checks and trained in HIPAA compliance and confidentiality.

• All electronic documents are securely encrypted.

• Files can be uploaded into an EMR system and placed into charts according to patient status, such as progress notes, lab work, testing, etc.

• Our IT team provides comprehensive protection with strong firewalls and rigorous Disaster Recovery Programs in place at all times.

Due to HIPAA regulations, scanned medical documents are never stored in the cloud. Files are encrypted, and they can only be active for 30 days. We provide our healthcare clients with their scanned files on a file or thumb drive.

Storage Quarters specializes in assisting retiring doctors and closing medical facilities with our custodial medical records storage. We take custody of patient files, scan them, and store them securely for seven years as mandated by New York State law until they are shredded.

We offer three document scanning options: Scan Day Forward Active Files, Archive Active and Inactive Paper Files, and Scan On Demand.

• Scan Day Forward Active Files – Active documents get converted as they enter the workflow system. New documents get automatically converted from a point in time onward.

• Archiving Active and Inactive Paper Files is a type of old file conversion. Legacy documents from prior years or currently active files are digitized or both.

• Scan On Demand is used as needed for designated files or document types rather than converting all records to digital formats.