Frequently Asked Questions –

Digital Imaging/Scanning

DocuDisk™ Scanning Services
When I have my documents scanned, how will I be able to use them? Express Image was developed as a simple and quick way to automatically search the database on indexed fields, view the document pages, and distribute via fax software, printer, or e-mail.
Do I have to use your software? No. We use a nonproprietary file structure and retrieval index format (ASCII) import easily into most systems that use a standard database with TIFF image viewing features.
How are the scanned images returned? The standard DocuDisk output format is the space-saving black-and-white Group IV TIFF images delivered on CD/DVD. We have other options available as well.
How is the quality of a scanned document? Our state-of-the-art scanners produce very clear images regardless of color of paper or ink. It automatically corrects misalignment and prevents image blurring.
Can I afford scanning? In many cases, the cost is less expensive than other document management choices. EDCO’s document specialists will talk through your processes and retention policies to help you understand the true costs and benefits.
Should we do the scanning ourselves? We often work with organizations that are starting to scan in-house. Our role is to clear file rooms of paper so that both the past and current documents are housed as one for a seamless transition. It is nearly impossible for most departments to tackle the scanning of both past and current files. If they try to leave the past documents as paper, the data repository is basically empty for weeks or months and in the meantime paper files continue to create inefficiencies.

SecureDisk™ Imaging System
We have already contracted with an optical imaging system. How can you help with the back-file? If your software can import standard TIFF images with an ASCII index, we will convert your paper to CD, DVD or other transfer media. When you are ready, your IT department can import them.
We have not selected an imaging system but want fast access to patient history. What should we do? Most imaging systems cost hundreds of thousands of dollars or even millions. If this is not in your near future, EDCO can provide a simple package that instructs you which CD or DVD to insert. Because the images are already in digital format, you do not have the scan time and therefore the system is very quick.
We don't have an imaging system now. How can we use the images? SecureDisk CDs or DVDs come with a database and software called EDCO Express Image™. To find a record, simply go to the database, find the patient by name, MPI, activity, or date, and select. The software tells you which disk to insert or will directly open the file if you have imported it onto the hard drive.

Purge Services
When does the EDCO's Purge Team work on records? We understand how busy the HIM department is and want to avoid any disruptions. Typically, the team works 12-hour shifts at night and the team leader will keep the HIM director informed of progress.
Does EDCO hire local temporary help? No, EDCO employs several Purge teams that travel to your facility. They are always professionally trained and courteous.
How will the Purge team know how to read my records? They are trained on multiple strategies to provide space on your shelves and handle different record types. Also, in most situations your EDCO rep will have done a File Room Analysis and gotten your approval on the project. This serves as specific direction for the Purge team and notes any special circumstances they may encounter.
Does EDCO do Purge Services when they are not going to convert the records? Typically, no. In some cases, we have provided this service for customers between projects or in other special circumstances.
Can you destroy records after they are converted or no longer need to be stored? Yes. Our confidential document destruction protects you with double verification procedures. We pack and transport in locked trucks to a professional shredding site.

High Level Security
What procedures do you use to handle sensitive documents? Our procedures assure privacy and security in accord with industry guidelines. We use locked transportation, tracking systems, security staff, and employee confidentiality agreements.

Document Requests
How do I get my records waiting for processing? Go to www.retrievalnet.com then simply enter your password. EDCO’s document request form gives us direction on what to send where and how fast.
What steps do you take regarding the security and safety of our records? EDCO recognizes the value and sensitivity of these records and takes every measure to protect them from transportation to disposal. We always use reliable transportation, often handled by EDCO personnel. Our facilities are equipped with sprinkler and security systems. We carry Valuable Papers of Others insurance. Employees sign confidentiality agreements. We use a Confidential Document Destruction facility to dispose of processed records. Storage records are kept in secured facilities.

Pricing
What does "guaranteed pricing based on file room analysis" mean? On most projects we will do a File Room Analysis. We know file rooms so well that we can look at condition of records and other factors to know exactly what your price per thousand images will be.
What is EDCO's Specialized Billing Program™? EDCO monitors the billing on a monthly basis to ensure that you won't exceed your budget for the month, quarter, or year.

Frequently Asked Questions –

Film-Based Imaging/Microfilm

Intelli-Film™ Images
Will Intelli-Film™ Rolls work in my existing Reader-Printer or Reader-Scanner? Yes, while Intelli-Film will not reach maximum potential until used in the EDS™ system, it can be used today in any system and be converted when you are ready.
Why is Intelli-Film™ better?

EDCO's production process and internal controls make it the highest quality microfilm images you've seen.

Easier for the eye to read
Produces higher quality scans
Prints better

Error-free processes have been installed that prevent employees from making mistakes.
Multi-level blipping lets you move into computer systems that search by both patient information and activity information.

Will Intelli-Film™ cost me more? EDCO does not charge more for Intelli-Film™. The value comes from the ability to upgrade to faster and more convenient retrieval and distribution methods. As you are interested in moving in this direction, EDCO will provide support and budgeting depending on what you want to accomplish. Also see Pricing.

Microfilm Rolls and Microfiche Jackets
Will Intelli-Film™ Rolls work in my existing Reader-Printer or Reader-Scanner? Yes, while Intelli-Film will not reach maximum potential until used in the EDS™ system, it can be used today in any system and be converted when you are ready.
Will Intelli-Film™ Jackets work in my existing Reader-Printer or Reader-Scanner? If you have jackets now, the answer is yes. All jackets require a specific type of Reader-Printer.

SmartCAR™ System
Is SmartCAR the same as a CAR system? SmartCAR is CAR with added ease and convenience because of Intelli-Film and Data Linking.
I have a Reader-Printer now, will SmartCAR work with it? It should, but may need minor modifications such as a Roll Carrier. Let us know what brand/style you have and we can answer this specifically.

EDS™ System
I have lots of non-blipped, non-indexed film now, will it work with EDS? EDS is the only integrated system Microfilm Scanner to date that will read both Intelli-Film and your old film to scan and fax without printing. The key difference is that you will not have the fast search and retrieve feature with your old film.
We are planning to go to an imaging network system in the future, so how will EDS fit in? EDS is a scan-on-demand imaging system. You only retrieve and store records as requested. Because these scanned images can be saved on your hard drive in TIFF format, they will import into most imaging network systems. If you go to a larger system with all records stored in a mainframe or jukebox, simply send us your Intelli-film rolls and we can convert them to CD, DVD or other transfer media
I have been using microfiche jackets. Can EDS work with jackets? You have two options. First, we can continue providing jackets and will supply a duplicate Intelli-Film roll. After a period of time, when you are ready to move to EDS, your most current records will also be on rolls. Second, if you are ready to move to EDS now, we will detail this in a proposal.
How difficult is EDS to use? Most people with any type of Windows experience learn very quickly. The biggest adjustment may be breaking old Reader-Printer habits. We provide training at your facility with a train-the-trainer approach. Reference manuals can be used for additional learning. Technical phone support is also available.
Our hospital is a long way from EDCO or any type of service center, what happens if the EDS hardware breaks down? The hardware is designed for long distance diagnosis via modem. You may also purchase a Premium Warranty for emergency service, whereby you will receive a replacement overnight.
Why do I need Intelli-Film™ if I have records stored on CD or DVD? Remember the 8-track tapes or 5 ½ floppies - most of us do not have devices to use them. Disks have only been around about 15 years and have little history, whereas microfilm can still be viewed after 100 years. It has survived most disasters except fire. Disks can corrupt, scratch, or be wiped clean with magnets. If in 10 years for example, you change to a new system that does not support TIFF or you want to take images off the network, you can always revert back to Intelli-Film archives. For only a few cents more, you can have the best of both worlds.

Frequently Asked Questions –

Storage

SecureStore™
How does underground storage effect documents? SecureStore is climate controlled by temperature and humidity for years of protection.
With tens of thousands of boxes, how can you quickly find mine? Every storage unit is logged in and given a unique barcode. It is then scanned into a database with row and shelf designation.
How can I get a document I need? Go to www.retrievalnet.com then simply enter your password. EDCO’s document request form gives us direction on what to send where and how fast.

Frequently Asked Questions –

Software

Express Image™
What is Express Image? This is a simple solution that EDCO produced to quickly search a database and identify the location of a document on CD/DVD or network. Once the document is located, you click on a button to view the file.
What fields can I search my records on? This is up to the indexing instruction you give us when the project is set up. The software automatically adjusts to these fields.
What special equipment is needed? You can install the software on one PC and use the CDs or DVDs from the appropriate disk drive or buy several copies and import the scanned images to the network for multiple users.
What happens if I switch to an enterprise-wide document processing and management system? We use a nonproprietary file structure and retrieval index format (ASCII) import easily into most systems that use a standard database with TIFF image viewing features.
How much time does it take to install and learn Express Image? DocuDisk CDs or DVDs work on your department PC with our Express Image™ software for an easy-to-use search, point, and click system. It generally requires less than an hour for your IT staff to install and Express Image is quick to learn.
Does Express Image use password access? Yes, these are controlled by your administrator. Password logs let you know who viewed what records and when.

Retrieval Net®
Do I install Retrieval Net at my company? No. This is an internet-based program. We maintain the software so you never have to worry about updates.
Why would I use Retrieval Net? This is your “file room window” to documents located at EDCO. Whether waiting for conversion or permanently stored as paper, film, or other media, you use Retrieval Net to request a document or box. Go to www.retrievalnet.com then tell us what you want, when you want it, and how you want it returned. We can even scan it to a digital image and post it back to your personal Retrieval Net site so you can view or download.
How easy is this to use? The program walks you through the process.
How safe is the internet? We set up an administrator password so you can control who has access. The website uses strict encryption technology for maximum security.
What if I need my documents after hours? We have a special service that allows emergency requests 24 hours a day 7 days a week.













		Digital Imaging/Scanning Film-Based Imaging/Microfilm Storage Software Frequently Asked Questions – Digital Imaging/Scanning DocuDisk™ Scanning Services When I have my documents scanned, how will I be able to use them? Express Image was developed as a simple and quick way to automatically search the database on indexed fields, view the document pages, and distribute via fax software, printer, or e-mail. Do I have to use your software? No. We use a nonproprietary file structure and retrieval index format (ASCII) import easily into most systems that use a standard database with TIFF image viewing features. How are the scanned images returned? The standard DocuDisk output format is the space-saving black-and-white Group IV TIFF images delivered on CD/DVD. We have other options available as well. How is the quality of a scanned document? Our state-of-the-art scanners produce very clear images regardless of color of paper or ink. It automatically corrects misalignment and prevents image blurring. Can I afford scanning? In many cases, the cost is less expensive than other document management choices. EDCO’s document specialists will talk through your processes and retention policies to help you understand the true costs and benefits. Should we do the scanning ourselves? We often work with organizations that are starting to scan in-house. Our role is to clear file rooms of paper so that both the past and current documents are housed as one for a seamless transition. It is nearly impossible for most departments to tackle the scanning of both past and current files. If they try to leave the past documents as paper, the data repository is basically empty for weeks or months and in the meantime paper files continue to create inefficiencies. SecureDisk™ Imaging System We have already contracted with an optical imaging system. How can you help with the back-file? If your software can import standard TIFF images with an ASCII index, we will convert your paper to CD, DVD or other transfer media. When you are ready, your IT department can import them. We have not selected an imaging system but want fast access to patient history. What should we do? Most imaging systems cost hundreds of thousands of dollars or even millions. If this is not in your near future, EDCO can provide a simple package that instructs you which CD or DVD to insert. Because the images are already in digital format, you do not have the scan time and therefore the system is very quick. We don't have an imaging system now. How can we use the images? SecureDisk CDs or DVDs come with a database and software called EDCO Express Image™. To find a record, simply go to the database, find the patient by name, MPI, activity, or date, and select. The software tells you which disk to insert or will directly open the file if you have imported it onto the hard drive. Purge Services When does the EDCO's Purge Team work on records? We understand how busy the HIM department is and want to avoid any disruptions. Typically, the team works 12-hour shifts at night and the team leader will keep the HIM director informed of progress. Does EDCO hire local temporary help? No, EDCO employs several Purge teams that travel to your facility. They are always professionally trained and courteous. How will the Purge team know how to read my records? They are trained on multiple strategies to provide space on your shelves and handle different record types. Also, in most situations your EDCO rep will have done a File Room Analysis and gotten your approval on the project. This serves as specific direction for the Purge team and notes any special circumstances they may encounter. Does EDCO do Purge Services when they are not going to convert the records? Typically, no. In some cases, we have provided this service for customers between projects or in other special circumstances. Can you destroy records after they are converted or no longer need to be stored? Yes. Our confidential document destruction protects you with double verification procedures. We pack and transport in locked trucks to a professional shredding site. High Level Security What procedures do you use to handle sensitive documents? Our procedures assure privacy and security in accord with industry guidelines. We use locked transportation, tracking systems, security staff, and employee confidentiality agreements. Document Requests How do I get my records waiting for processing? Go to www.retrievalnet.com then simply enter your password. EDCO’s document request form gives us direction on what to send where and how fast. What steps do you take regarding the security and safety of our records? EDCO recognizes the value and sensitivity of these records and takes every measure to protect them from transportation to disposal. We always use reliable transportation, often handled by EDCO personnel. Our facilities are equipped with sprinkler and security systems. We carry Valuable Papers of Others insurance. Employees sign confidentiality agreements. We use a Confidential Document Destruction facility to dispose of processed records. Storage records are kept in secured facilities. Pricing What does "guaranteed pricing based on file room analysis" mean? On most projects we will do a File Room Analysis. We know file rooms so well that we can look at condition of records and other factors to know exactly what your price per thousand images will be. What is EDCO's Specialized Billing Program™? EDCO monitors the billing on a monthly basis to ensure that you won't exceed your budget for the month, quarter, or year. Frequently Asked Questions – Film-Based Imaging/Microfilm Intelli-Film™ Images Will Intelli-Film™ Rolls work in my existing Reader-Printer or Reader-Scanner? Yes, while Intelli-Film will not reach maximum potential until used in the EDS™ system, it can be used today in any system and be converted when you are ready. Why is Intelli-Film™ better? EDCO's production process and internal controls make it the highest quality microfilm images you've seen. Easier for the eye to read Produces higher quality scans Prints better Error-free processes have been installed that prevent employees from making mistakes. Multi-level blipping lets you move into computer systems that search by both patient information and activity information. Will Intelli-Film™ cost me more? EDCO does not charge more for Intelli-Film™. The value comes from the ability to upgrade to faster and more convenient retrieval and distribution methods. As you are interested in moving in this direction, EDCO will provide support and budgeting depending on what you want to accomplish. Also see Pricing. Microfilm Rolls and Microfiche Jackets Will Intelli-Film™ Rolls work in my existing Reader-Printer or Reader-Scanner? Yes, while Intelli-Film will not reach maximum potential until used in the EDS™ system, it can be used today in any system and be converted when you are ready. Will Intelli-Film™ Jackets work in my existing Reader-Printer or Reader-Scanner? If you have jackets now, the answer is yes. All jackets require a specific type of Reader-Printer. SmartCAR™ System Is SmartCAR the same as a CAR system? SmartCAR is CAR with added ease and convenience because of Intelli-Film and Data Linking. I have a Reader-Printer now, will SmartCAR work with it? It should, but may need minor modifications such as a Roll Carrier. Let us know what brand/style you have and we can answer this specifically. EDS™ System I have lots of non-blipped, non-indexed film now, will it work with EDS? EDS is the only integrated system Microfilm Scanner to date that will read both Intelli-Film and your old film to scan and fax without printing. The key difference is that you will not have the fast search and retrieve feature with your old film. We are planning to go to an imaging network system in the future, so how will EDS fit in? EDS is a scan-on-demand imaging system. You only retrieve and store records as requested. Because these scanned images can be saved on your hard drive in TIFF format, they will import into most imaging network systems. If you go to a larger system with all records stored in a mainframe or jukebox, simply send us your Intelli-film rolls and we can convert them to CD, DVD or other transfer media I have been using microfiche jackets. Can EDS work with jackets? You have two options. First, we can continue providing jackets and will supply a duplicate Intelli-Film roll. After a period of time, when you are ready to move to EDS, your most current records will also be on rolls. Second, if you are ready to move to EDS now, we will detail this in a proposal. How difficult is EDS to use? Most people with any type of Windows experience learn very quickly. The biggest adjustment may be breaking old Reader-Printer habits. We provide training at your facility with a train-the-trainer approach. Reference manuals can be used for additional learning. Technical phone support is also available. Our hospital is a long way from EDCO or any type of service center, what happens if the EDS hardware breaks down? The hardware is designed for long distance diagnosis via modem. You may also purchase a Premium Warranty for emergency service, whereby you will receive a replacement overnight. Why do I need Intelli-Film™ if I have records stored on CD or DVD? Remember the 8-track tapes or 5 ½ floppies - most of us do not have devices to use them. Disks have only been around about 15 years and have little history, whereas microfilm can still be viewed after 100 years. It has survived most disasters except fire. Disks can corrupt, scratch, or be wiped clean with magnets. If in 10 years for example, you change to a new system that does not support TIFF or you want to take images off the network, you can always revert back to Intelli-Film archives. For only a few cents more, you can have the best of both worlds. Frequently Asked Questions – Storage SecureStore™ How does underground storage effect documents? SecureStore is climate controlled by temperature and humidity for years of protection. With tens of thousands of boxes, how can you quickly find mine? Every storage unit is logged in and given a unique barcode. It is then scanned into a database with row and shelf designation. How can I get a document I need? Go to www.retrievalnet.com then simply enter your password. EDCO’s document request form gives us direction on what to send where and how fast. Frequently Asked Questions – Software Express Image™ What is Express Image? This is a simple solution that EDCO produced to quickly search a database and identify the location of a document on CD/DVD or network. Once the document is located, you click on a button to view the file. What fields can I search my records on? This is up to the indexing instruction you give us when the project is set up. The software automatically adjusts to these fields. What special equipment is needed? You can install the software on one PC and use the CDs or DVDs from the appropriate disk drive or buy several copies and import the scanned images to the network for multiple users. What happens if I switch to an enterprise-wide document processing and management system? We use a nonproprietary file structure and retrieval index format (ASCII) import easily into most systems that use a standard database with TIFF image viewing features. How much time does it take to install and learn Express Image? DocuDisk CDs or DVDs work on your department PC with our Express Image™ software for an easy-to-use search, point, and click system. It generally requires less than an hour for your IT staff to install and Express Image is quick to learn. Does Express Image use password access? Yes, these are controlled by your administrator. Password logs let you know who viewed what records and when. Retrieval Net® Do I install Retrieval Net at my company? No. This is an internet-based program. We maintain the software so you never have to worry about updates. Why would I use Retrieval Net? This is your “file room window” to documents located at EDCO. Whether waiting for conversion or permanently stored as paper, film, or other media, you use Retrieval Net to request a document or box. Go to www.retrievalnet.com then tell us what you want, when you want it, and how you want it returned. We can even scan it to a digital image and post it back to your personal Retrieval Net site so you can view or download. How easy is this to use? The program walks you through the process. How safe is the internet? We set up an administrator password so you can control who has access. The website uses strict encryption technology for maximum security. What if I need my documents after hours? We have a special service that allows emergency requests 24 hours a day 7 days a week. Contact EDCO at 1-800-999-3456 or email us at info@edcogroupinc.com © EDCO-The Document People® 2006