We offer unique capabilities with the best combination of performance and delivery of service to over 35 government providers. We hold a Business Associate Agreement (BAA) in HIPAA training, and our operations personnel have completed annual privacy training.
Physical Records Management
Service Offerings
Physical records management involves the organized handling, storage, retrieval, and disposal of paper-based records to ensure they are secure, accessible, and preserved throughout their lifecycle.
This process includes proper classification, labeling, and tracking of physical documents to support regulatory compliance, reduce risk, and improve operational efficiency. Document Security Solutions (DSS) is experienced in leveraging advanced tools to support hybrid records environments.
Our team is proficient in the VistA Imaging Management System, which allows seamless integration of physical records into digital workflows, and Enterprise Precision Scanning and Indexing (EPSI), which enhances accuracy in document digitization and retrieval. Through these systems, DSS helps clients transition smoothly between physical and electronic records while maintaining the highest standards of security and compliance.
DSS effectively and efficiently provides these services, including, but not limited to:
- Health Information Management (HIM)
- Health Service Records Management (HSRM)
- Document Inventory and Classification
- Soft File Indexing & Image Scanning
- Patient File Scanning & Indexing
- Database Inventory
- Record Recall/Return
- E-Fax/E-mail and Electronic Health
- Records (HER)
- Patient Consults
- Patient Health Records Maintenance
- Tele-work specific consisting of daily log actions
- Document Reassembly
- Image Scanning and Indexing
- Record Recall/Return
- Record Destruction
- NARA Certified Project Manager (PM)NARA-approved Record Box Storage
- Quality Assurance Review
- Nuclear Medicine/Radiology Film Storage
- Pathology Tissue Blocks/Slides Storage
- Delivery/Transportation Services
- File Packing
- Advanced Forms Processing
Let's talk about your Document Conversion ServicesElectronic Records ManagementPhysical Records Management needs.
Electronic Document Management System (EDMS) Software
Once your documents are digitized, you will need a method of retrieving them. You will be offered choices that best suit your needs:
We can provide you with your own software that sits on your servers that will allow authorized users to search for, view, print, annotate, email, etc. your documents. We utilize the best software technologies and have the expertise to match up your needs with the best solution.
- You control the software and databases
- High performance limited only by your network and storage resources
- Highly customizable
Secure Hosted Web Site
Another popular option to retrieve and use your digitized documents is to have it hosted on a secure web site for your organization. This method allows any authorized user the ability to access company documents via a desktop PC or mobile device. There is no software installed anywhere on your network, but rather the software and the documents are housed on a secure and encrypted web server.
- Rapid deployment with very minimal IT assistance
- No software to purchase, install or maintain
- Tremendous help with business continuity and disaster recovery
Importing Into Your ERP or Other Business Software
Some companies want the flexibility to use their ERP (Enterprise Resource Planning) business software to view and manage their images. We recognizes that your investment in your ERP software is significant, and we have a solution. We can provide you with standard format image and index files that can be imported into any software.
- Customization and features limited only by your ERP software
- Integration with familiar ERP screens means quicker adoption and usage
- Image-enabled ERP applications can permit business process automation
Frequently asked questions
Do you charge by box or weight?
Document Security Solutions charges by the box.
Are books or magazines aceeptable?
For general shredding any paper products are acceptable. We do ask that any and all metal staples are removed from the documents.
What box size do you take?
- Bankers Box: 24.5 (L) x 15.5 (W) x 10.5 (H)
- Standard Storage Box: 15.5 (L) x 12.5 (W) x 10.5 (H)
- File Folders: 8.5 x 11 or Legal
Can I drop off boxes?
Boxes can be dropped but an appointment must be made. Call 877-747-3313 (California), 470-682-2010 (Georgia) or email: shred@documentsecuritysolutions.net
How much do you charge?
Our prices are competitive. Request a quote for your needs by calling (877) 747-3313 (California), (470) 682-2010 (Georgia), or click link to REQUEST A QUOTE
