WHAT IS DOCUMENT CONVERSION?

Document Conversion, also know as Digital Imaging, is the process of converting a piece of printed paper into a visual image that can be viewed by electronic means on a personal computer or workstation. By transforming written information into streamlined electronic images, one can actually bypass time constraints of the past and connect their data to the world in a matter of seconds. The digital imaging process consists of:
 

  • Preparation of documents such as removing staples and paper clips

  • Scanning of documents, normally at 200 to 300 dots-per-inch (DPI)

  • Indexing, which names the file according to a company’s requirements

  • OCR processing, which allows each character to be recognized

  • Quality Control, to ensure the documents meet quality requirements

  • Document Destruction of Source (original) documents, then recycling


Document conversion is performed by scanning a piece or paper or photo, or even an object as 2D, and saving the digitized image as a TIFF, JPG, BMP, PNG, or another format. The different formats indicate different resolutions and are used for different purposes. For example, when scanning a photo to print, resolution is measured in dots-per-inch; the higher the DPI, the more crisp, clear, and large the image is. The downside to a high DPI is that the image size is very large and usually takes longer to email or save electronically. If you only need a small image to be viewed on a cell phone, a JPG will be fine since it will transmit quickly and doesn’t need to be as crisp and clear as a printed photo and is a lot smaller. 

If a file has multiple pages, all pages can be included in the electronic file after being scanned. So, you will have one electronic file, and when you open it up for viewing, all the pages are there. 

When paper is scanned and a digital image is produced, the image can be transmitted, displayed, and printed, but is not “text searchable” at this point. To be able to search a digital image that contains text, and be able to recognize the words, a process is performed called Optical Character Recognition (OCR). Performing an OCR process on a digital image allows a computer to recognize each word (and each character of each word), and therefore lets a user put a keyword in a search box, and have a list of documents that contain the keyword be displayed on the computer.

After conversion, documents are now electronic, and are stored securely on a system that allows users to search instantly for documents. This system may be as simple as an external hard drive or server, or web-based on a corporate intranet, serving multiple offices and locations. 

WHY NOW IS THE RIGHT TIME

Digitization of critical need records and documents is quickly becoming hard to ignore any longer. Because there are so many records that have been generated for decades, to digitize them all seems overwhelming and difficult to comprehend. For that reason, documents to be converted are prioritized, and the ones that are the most widely used and beneficial to us are processed with the most urgency. So, when considering which documents are the most critical, healthcare records, government documents, and business records are certainly at the forefront.

 

GOVERNMENT INCENTIVE

As an added incentive, the U.S. Government has initiated a program to assist members of the healthcare community to make this necessary move into the future, and is offering funding for making this transition.

 

INCREASED PRODUCTIVITY

By converting documents, a company can do more work in less time with less cost. Efficiency is increased, but staffing can be reduced or re-directed because the time and cost of chasing papers are eliminated. A repository is essential to improving staff productivity because of their ability to rapidly retrieve data and documents, as opposed to searching through stacks of papers for hours.

 

FASTER SERVICE

In an industry such as healthcare, time is critical if a patient is in need of immediate medical care, so short turn-around-times and quick answers are not a luxury, but a necessity.

 

INCREASED SECURITY

If you choose to place your documents on a portal or computer network, you can place security requirements on the data according to the permission based accesses you establish. With paper patient records in folders, they are accessible to people who may not have the proper authorization.

WHY STAR-HAWK IS THE RIGHT COMPANY

At Star-Hawk Solutions, we consider our relationships with our customers as partnerships. We encourage a free exchange of ideas that are focused on improving the workflow process while achieving our customer’s goals more quickly for less cost. We tailor a solution for you, whether you have a small office or millions of records; whether you want a database based on a simple external hard drive or a complex network, we have the experience to craft a solution for you within your time and budget constraints. Star-Hawk has a wide spectrum of services available to our customers such as:

 

  • Converting paper documents of assorted sizes to digital images

  • Converting hard-copy books to digital

  • Developing searchable databases developed from scanned files

  • Indexing

  • Scanning index cards

  • Optical Character Recognition (OCR)

  • Document destruction and recycling

  • Web Portal Development
     

We always use utmost care handling any source (original) materials and are able to scan degraded or delicate by hand, individually. Laser printers, commercial scanners and oversize photo printers are utilized to produce standard projects and special requests. Document destruction and recycling services are also available.

Some of our specific tasks that we are currently performing include:

 

  • Scanning records of various sizes and conditions

  • Saving the files on an external hard drive and creating CD backups for files

  • Development of a friendly, web-based portal for searching all scanned files

  • Developing and printing spreadsheets and/or backup paper copies

  • Producing binders of information detailing specific areas of information

  • Developing presentation materials

  • Bates numbering

WHY STAR-HAWK IS THE RIGHT COMPANY

At Star-Hawk Solutions, we consider our relationships with our customers as partnerships. We encourage a free exchange of ideas that are focused on improving the workflow process while achieving our customer’s goals more quickly for less cost. We tailor a solution for you, whether you have a small office or millions of records; whether you want a database based on a simple external hard drive or a complex network, we have the experience to craft a solution for you within your time and budget constraints. Star-Hawk has a wide spectrum of services available to our customers such as:

 

  • Converting paper documents of assorted sizes to digital images

  • Converting hard-copy books to digital

  • Developing searchable databases developed from scanned files

  • Indexing

  • Scanning index cards

  • Optical Character Recognition (OCR)

  • Document destruction and recycling

  • Web Portal Development
     

We always use utmost care handling any source (original) materials and are able to scan degraded or delicate by hand, individually. Laser printers, commercial scanners and oversize photo printers are utilized to produce standard projects and special requests. Document destruction and recycling services are also available.

Some of our specific tasks that we are currently performing include:

 

  • Scanning records of various sizes and conditions

  • Saving the files on an external hard drive and creating CD backups for files

  • Development of a friendly, web-based portal for searching all scanned files

  • Developing and printing spreadsheets and/or backup paper copies

  • Producing binders of information detailing specific areas of information

  • Developing presentation materials

  • Bates numbering

choosing the best solution

Digitized medical records of a smaller office may be placed on an external hard drive or computer system, with a backup drive or discs with duplicate information stored off-site. Medium sized companies or offices will have servers that can store the data, which are sometimes offsite. We always recommend having backup data off-site or in a protected area away from the original files.

 

FILES SAVED TO AN EXTERNAL HARD DRIVE WITH CD BACKUP

As Star-Hawk digitizes your records, we can store them on an external hard drive and provide a set of CD backups or an additional external drive as a backup if needed.

 

FILES LOCATED ON YOUR COMPANY INTRANET

Some larger companies or government agencies may only need to have their records digitized and then saved a certain way or named with a specific naming convention to CD or External Hard Drive for placement on their internal drive.

 

WEB DESIGNED PORTAL

Our web-based designed, user-friendly tool that is a used to search records that have been converted to digital.

(336) 285-0447

©2020 by Star-Hawk Solutions, LLC