Siella has stringent
internal control practices and security systems in
place to ensure the safeguarding of all client
information. All Siella employees are background tested and are
trained in the proper handling of sensitive client
material. Siella maintains strict procedural, physical and electronic safeguards to
provide the due diligence necessary for meeting
HIPPA and Sarbanes Oxley requirements. Our facilities are accessed only by
authorized personnel and are protected by fire
suppression and detection systems. The facility is temperature and humidity controlled,
monitored 24/7/365. Clients have access to records
during conversion. Image and data files are
automatically backed up to ensure no data loss
during the process.
The sales rep and
customer together complete a Project Setup Sheet
defining the requirements including format, index
fields, timeline and staging. A sample box is then
run through the process and a sample CD is provided
to the customer for approval prior to beginning the project.
Clients can box their
documents and create a packing list or Siella
personnel can perform this service. Boxes are
labeled, checked off as they are loaded and then
checked off again as they are received into the
Siella vault. Siella maintains a status log of each
box in storage, in process, returned to the customer
Each prep person must
sign for every box they work on. All staples and
clips are removed, edges straightened, tears are
taped and any attached notes are placed on a carrier
page with a header noting this. A barcode separator
page is inserted between each document. Documents
are then placed back in the box, marked as prepared
and sent to the scanning department.
Siella uses the most
advanced scanners to produce clean, crisp B & W and
color images even from challenging originals. Image
capture errors such as orientation, black borders,
cropping are corrected resulting in reduced file
size and increased OCR read rates. Siella customers
leverage our investment in technology to produce the
best images at the lowest cost.
In addition to the
utilizing the best equipment to maximize image
quality, QC checks are made to insure there are no
images that do not meet standards. Any image not
meeting standards is sent back for re-scan at no
additional charge to the customer.
Images are indexed
based upon the customer consultation, providing the
search and retrieval capabilities as required yet
minimizing extraneous data entry and related cost.
If a customer has an existing database, Siella can
utilize it for validation.
Images and data can
be burned to CD/DVD along with a program for
emergency recovery. Two copies of each disk are
delivered to the customer and the files are kept on
Siella servers for thirty days as a backup unless
the client requests otherwise.
Boxes are either
returned to the customer or they can be shredded
through secure and certified destruction.