Backfile

RHS Backfile Conversion is a service provided by RHS Tech Group, a company specializing in document management solutions, digital transformation, and data automation. Backfile conversion, also known as backfile scanning or backfile digitization, involves converting large volumes of physical documents, such as paper files, microfilm, microfiche, or other physical media, into digital formats. This process is crucial for organizations looking to modernize their document storage, improve accessibility, enhance security, and ensure regulatory compliance.

RHS’s backfile conversion services are designed to help organizations transition from paper-based or analog storage to digital document management systems. By digitizing documents, companies can streamline their workflows, reduce storage costs, and improve data accessibility while maintaining compliance with industry regulations

Integration with RHS Technology Group

For RHS Technology Group customers, incorporating backfile conversion services into your environment provides an end-to-end solution for clients looking to modernize their document management. By combining RHS’s managed print services and document management expertise with Datamation’s high-quality backfile conversion capabilities, there is seamless transition from paper to digital. This enhances operational efficiency, reduces costs, and ensures a more secure and compliant document management environment.

    • Bulk Conversion: Datamation specializes in high-volume scanning and digitization of paper documents, microfilm, microfiche, and other physical records. This is ideal for organizations with extensive historical records that need to be converted into digital formats.

    • High-Speed, High-Quality Scanning: The company uses high-speed scanners capable of handling large batches of documents quickly while maintaining high image quality and clarity.

    • Custom Indexing: After scanning, documents are indexed with relevant metadata (e.g., document type, date, subject) to make them easily searchable within digital systems.

    • OCR (Optical Character Recognition): OCR technology is used to convert scanned images into text-searchable files, enhancing the accessibility and usability of documents.

    • Data Security: Datamation ensures that all backfile conversion processes comply with data security and privacy regulations such as GDPR, HIPAA, and other industry standards. They provide secure facilities and processes to handle sensitive documents.

    • Chain of Custody: Strict chain-of-custody protocols are maintained throughout the scanning process to ensure the safety and integrity of documents.

    • Flexible Service Options: Datamation offers both on-site and off-site scanning services depending on client preferences, document sensitivity, and volume.

    • Tailored to Industry Requirements: They provide specialized services for industries like healthcare, legal, finance, and government, where document retention and accessibility are critical.

    • Seamless Integration: Digital files generated through backfile conversion can be easily integrated into existing Document Management Systems (DMS) or Enterprise Content Management (ECM) systems, ensuring smooth transitions and minimal disruption to daily operations.

    • Enhanced Workflow Automation: Once integrated, digitized documents can be leveraged to automate workflows and business processes, further improving operational efficiency.

    • Rigorous Quality Assurance: Datamation implements strict quality control measures throughout the backfile conversion process, including manual reviews, automated checks, and verification steps to ensure the highest accuracy and completeness.

    • Validation and Verification: The digital files undergo a validation process to ensure that all documents are correctly scanned, indexed, and ready for use.

    • Secure Digital Repositories: Datamation offers secure digital storage solutions for organizations looking to maintain their newly digitized files over the long term, ensuring easy access, compliance, and reduced risk of data loss.

Benefits of Datamation Backfile Conversion

Reduced Physical Storage Needs: Digitizing paper files helps organizations eliminate or reduce the need for physical storage space, leading to significant cost savings.

Improved Accessibility and Efficiency: Digitized documents can be accessed quickly and easily, enabling more efficient workflows and better decision-making.

Enhanced Security and Compliance: Digital files are more secure and easier to manage in compliance with regulatory requirements, reducing the risks associated with physical documents.

Disaster Recovery: Digital documents are less vulnerable to physical damage from fires, floods, or other disasters, ensuring business continuity.