• Archiving
• E-Indexes
• E-Folders
• Feature Set
• Document Discovery
• HIPAA - Compliant
• Affordability

Scan2Us and Print1Us are archival storage systems. They are both designed to manage documents that previously would be stored in multiple filing cabinets, "on or off-site", the "basement, storage closet" or most often in a place that is "inconvenient to access".

Using a very simple file structure and indexing system, documents consisting of single or multiple pages, images, large construction plans, sound files; anything that can be converted into a digital documents, can be stored in a web-based filing cabinet and made accessable via the internet when ever and where ever, with sufficient security to meet the HIPAA and FDA 21 CFR Part 11 compliancy regulations.

The Dewey Decimal System, invented by Melvill Dewey in 1876, was the exclusive method of locating books in Libraries for the past 100+ years. Using three simple look-up categories, Title, Author and Subject, any book in any library can be easily located. In much the same way, the indexing system in Scan2Us using a Document Name, and a custom indexing profile with up to 10 categories (labels) makes is easy to find a document, days, weeks, months even years, after it was filed.

An E-index as simple as Document Name, Subject and Reference can be used to find any document stored in your web-based file cabinet; add the date and it's almost impossible to misplace a document.

However, if you over index a document, or have a tendency to over index, it makes the e-filing process more tedious and time consuming, and increases the error rate. The more choices, the more difficult it is to label scanned documents. Keeping it simple is the best way to use the indexes.

So why so many indexes? If each document can be filed and found with three index references including the document name, then why so many choices. The answer is that your business has multiple departments and they will be using the same index, and it is possible that one department might want a Subject index label and another may want a Reference label. Ten (10) index choices gives you the user flexibility when integrating Scan2Us with your specific business needs.

Developing an electronic filing system is much simpler than a manual filing system. If you let the computer do all the hard work, you can keep your folder structures simple and improve your ability to find what you need when you need it. Even though you have the ability to build a folder structure with infinite numbers of sub-folders, our experience with customers over the year encourages us to strongly suggest that your folder structure not contain more than one sub-folder level.

When we discussed our indexing features, we talked about how easy it is to find a document with as few as three variables, and when you realize that a search for a document can be conducted within a single folder, or all folders in about the same amount of time, you can understand why a simple folder system is best.

Here is a typical e-filing structure:

• Accounting
  • Receivables
  • Payables
  • Contracts
• Human Resources
  • Employees
  • Payroll
  • Training
• Sales
• Inventory
• General
• Correspondence
• Legal
• Administrative

• Full Web-access wherever the Internet is available
• No big investment in software or hardware
• Expands to meet developing business needs and growth
• Maintains evidentiary quality of records in an auditable environment
• Documents are never deleted
• Redundant server systems with backup power and diesel stand-by generator
• Systems guarded and monitored 24/7.

• Customized indexing to allow document searches using your specific terminology
• Spans multiple fields throughout image types
• Cross referential system allows quick discovery of any stored image
• Optionally, complete text searches; OCR

Scan2Us software adheres to HIPAA 45 CFR Part 160, 162, 164 requirements. Our software meets the requirements for security of patient records and disaster recovery. Scan2Us keeps track of who create the file folders, names the document, enters the cross-reference info, views the documents and makes any changes to the preceding, plus much more.

For our Doctor customers, HIPAA compliance insures data integrety and security. HIPAA provides the added assurance that sensitive patient documents will remain secure and confidential; a plus for both Doctor and Patient.

Most affordable way to file and store business documents. All you need is Microsoft Windows 2000, Vista, XP, XP Pro or Windows 7, a decent scanner and an internet connection, DSL or Broadband. That's it...all you need. If you want to see the work station and scanners we recommend, click here.

If you want to sign up for a 30-day free trial, click here.

If you want to want to take a look at a short video explaining how our products works, click here.