We often find that potential clients have two major concerns about moving their document storage off-site and digitising it. First, they’re worried that they won’t be able to access the documents they need quickly and efficiently. And secondly, for many organisations, the prospect of digitising their entire document archive is a daunting – and expensive – one. But CAS scan on demand addresses both these concerns at once. We can rapidly find, scan, digitise and share documents from archives stored at our warehouse facilities. And you don’t have to scan everything in one go to have secure access to an electronic copy of documents you need.
Our suite of digitization and archive services
The CAS archive storage service offers a complete end-to-end service. Choose the whole process or cherry-pick the steps you want. One of our team members will collect your documents whenever you require, at pre-agreed intervals or on demand within two hours. They will barcode the records immediately to enable continuous tracking as documents are transported to our warehouse and scanning facility.
Scan on demand is simple
Our scan-on-demand service makes any document archive dynamic. Simply order up a digital copy of a file you have stored with us. Should you need to view a document urgently, you can get fast access to a digital copy with our express service, which guarantees a two-hour turnaround time. Your files can be pinpointed wherever they are in our warehouses thanks to our state-of-the-art RFID barcoding and document tracking system.
Once you have indicated that you need a digital copy of a file, it is prepared for scanning by our experienced document management professionals. They remove extraneous items such as paper clips and staples. They individually scan all pages, and additional notes and post-its, with our Smart Scan System. This converts content into editable text so that you can search for terms in the full body of a document. The original hard copies of your files are then repacked in our durable document storage boxes for archiving. Each box is barcoded, recording the contents to enable fast and accurate retrieval when needed.
CAS Cloud – a flexible document management system
We can then provide you with a digital record of your files, on CD, tape or hard drive, which we’ll deliver back to your office. Your digital file is also added to an encrypted digital archive which only your named personnel can access. Access is through CAS Cloud, a cutting-edge hosting system which allows you access to your records from anywhere in the world.
Whichever of our warehouses your files are stored in, and wherever you are in the world, you can access the scan-on-demand document you’ve requested digitally, either via our secure CAS Cloud or by having it sent straight to your email inbox. CAS Cloud maintains a complete record of any action performed on a document, be that opening, amending, copying, or deleting. This audit trail ensures strict compliance with data protection and regulatory requirements, meeting internationally recognised standards.
Case study: Cambridgeshire Community Services NHS Trust
The NHS is an example of where scan-on-demand provides value for money. Not all patient records will be needed on a ‘live file’ basis. With scan-on-demand, NHS Trusts can determine which documents are in constant use and need to be retrieved, updated and returned digitally. See our case study on how CAS helped Cambridgeshire Community Services NHS Trust to undertake a project to relocate and digitise over 20,000 confidential client health care files.
With scan on demand, you too can make cost-effective use of your archived documents. Simply request a digital copy of any document you need, whenever you need it. And you’ll rest assured that your documents are stored in high-security, fire-proofed warehousing by a company with industry-leading accreditation.
Contact one of the CAS team today to talk about our scan on demand and archiving service, together with all our other document storage and facilities management services.
About CAS scan on demand
CAS provides comprehensive and secure medical records storage, scan on demand, and facilities management services. For more than 20 years CAS have worked with NHS Trusts, Financial Services providers, and corporate and private clients. Our head office is just four miles from the City of London. Supported by our advanced storage centres across the UK. CAS has an impressive array of International certifications (ISOs). These prove our compliance with the strictest national, European and international laws. They also demonstrate our commitment to provide innovative systems on security, confidentiality and quality control. Together these guarantee that we keep your medical records storage safe and well managed.