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How Scanning & Conversion Partners Fit into the BPO Realm

BPO, or business process outsourcing, refers to paying a third-party service provider to handle certain business processes. This allows a business to focus on the more central business processes. A document scanning and conversion partner is one example of a third-party service provider. Here is how scanning and conversion partners fit into the BPO realm.
What are Scanning & Conversion Partners?
As you likely know from experience, scanning and converting documents are two processes that are essential to most businesses. While these two processes are necessary, they also tend to be incredibly time-consuming. This is especially true for larger businesses with multiple locations. Scanning and conversion partners are a solution to this dilemma. A third party can handle all your business’s document scanning and conversion needs so that your employees can focus on more essential tasks.
Advantages of Scanning & Conversion Partners
At first, it may not seem worthwhile to you to partner with a third party that provides document scanning and conversion services. Why pay to have something done when you can do it yourself? While this mentality may sound perfectly rational, it should not dictate your business decisions. Unfortunately, many business owners get stuck in this mentality, and it ends up costing them and their businesses dearly.
If you pay your employees top rates for their specific services and talents, the last thing you should have them doing is scanning and printing excessive amounts of documents. Just about anyone can be taught to scan and print documents. However, not everyone can do what you pay your employees to do, which is why they’re being paid higher than minimum wage. Specialization is key when it comes to your workforce. Therefore, you will actually save money by partnering with a third party that provides scanning and conversion services.
Not only will you save money by partnering with a third party, but you will also save time and the efficiency of your business will go up. Contrary to common belief, multi-tasking slows down most employees. Therefore, the tasks you assign your employees should be as focused and specific as possible to prevent multi-tasking from occurring. This goes back to the idea that specialization is key.
In conclusion, there are many benefits to BPO and scanning & conversion partners in particular. If you want to save money and maximize efficiency, business process outsourcing is definitely the way to go. To find out more information, please visit www.ctiimage.com.

Mergers & Acquisitions: Dollars and Sense

In Acquisitions, Companies Aren’t the Only Things Being Merged

That’s right – when one company acquires another, they’re getting a lot more than additional locations and customers. Financials, business documentation, human-resources related information, and more – all become front and center.


CTI’s Open House Showroom Event on Tuesday was Excellent!

CTI and Kodak Alaris Hosted an Open House Business Efficiency Networking Forum

Members of CTI were joined by Rick Churchville and Eric Olsen of Kodak Alaris, who presented the latest in Kodak’s exciting offerings – both scanning hardware and integrated software solutions – and demonstrated the impressive capabilities of two of their scanning units to guests representing eight companies on Tuesday, November 3rd at the newly renovated (and high-tech) Philadelphia Chamber of Commerce Mars Drinks Conference Center.


News Flash: Bacon and Other Headlines

Processed Meat and Cybersecurity

Meat lovers around the world mourned yesterday when the World Health Organization released a report* that bacon, processed meats, and red meat are likely to increase the chances of certain types of cancer. While not quite as dangerous as cigarettes and other known carcinogenic products, red and processed meats (including hot dogs, sausages, bacon, and cold cuts) have now been branded with a higher degree of consumption risk. *NY Times, Anahad O’Connor

Even though bacon is serious business, the WHO report is still not the biggest news this week. Today the Senate is voting on a controversial new cybersecurity bill* intended to protect corporations from hackers and prevent leaks and breaches. Not everyone’s for it though – some of the biggest internet business players (think Apple, Amazon, and Dropbox) are concerned that the bill’s proposed security measures don’t do enough to protect the privacy of consumers. *CNET Magazine, Laura Hautala

Food For Thought

Block with Lock Graphic on Computer KeyboardYou may be wondering where we’re going with this, and we’ll try to avoid the meaty metaphors. Both of these reports are bad for businesses – the news that processed meat is detrimental to personal health may certainly impact sales not only in the meat industry, but at sporting arenas, grocery stores, deli chains, and anywhere else processed meat products are sold.

If the CISA (Cybersecurity Information Sharing Act) is passed as-is, large internet companies may be ordered to participate in more widespread sharing of consumer information, compromising the privacy and whittling away the trust of millions of customers. Sure, everyone wants to step up their defense against being hacked. Nobody wants to see another United Airlines, Target, Anthem, or Ashley Madison incident. But cybersecurity is a double-edged sword: another thing that nobody wants is for their information to get into the wrong hands and to be misused as government intelligence (ahem, Edward Snowden).

Protect Your Business From the Headlines

Whether it’s public health or privacy concerns, sometimes protective information and measures can bring as much harm as they’re meant to prevent. Any news, laws, regulations, or government actions that affect the interests of millions – we’re talking both businesses and consumers – could have a ripple effect and wreak havoc on your business.

You can choose to stay on the offensive, on the defensive, or toe the line by simply staying prepared. Think about the nature of your business, and how your company could be impacted by various types of news and federal action. What becomes jeopardized? Security, privacy and information? Sales and profitability? Stock prices? Your reputation? And how would you respond appropriately to ensure that your damage control efforts salvage as much of your business as possible, putting you back in a stable position?

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Top 10 Mistakes to Avoid When Deploying a Document Scanning Solution

Taking stock of your key initiatives and re-evaluating your decision making process is always a good way to reflect on the state of your business affairs and ensure that you’re not getting too complacent. Many companies who make large technology decisions run into at least a couple of these mistakes. Skim through this list by ibml and see if you can check off any areas your company may need to reconsider.

Going Paperless Doesn’t Necessarily Mean Your Business is Compliant

Another common mistake made by technology-adopting businesses is the assumption that getting rid of paper alone makes them compliant and prevents the need for additional safeguards and security protocol. Depending which industry you’re in, sometimes nothing could be farther from the truth. Check out our blog post on a few of the industry-specific sets of regulations meant to protect even digital organizations from messing up big-time.

The Real Cost of Using Your Own Resources to Attack Your Information Back-File

You’re not playing catch-up, you’re paying for it. Time, money, resources, personnel. Many companies attempt to cut corners by taking the DIY approach to digitizing and converting large quantities of business information. It’s not unusual to see organizations pay their staff overtime wages to work nights and weekends “taking one for the team” to scan and index stacks of documents.

Paying to play is a lot like gambling and, in the game of catch-up, it might look something like this: some businesses hire interns, sub-contractors, purchase equipment they don’t know much about, and implement time-consuming workflows into the daily schedules of people who don’t really have the time to be bogged down by paper-based tasks. Making the assumption that outsourcing is too expensive is a dangerous risk. When you factor in the huge margin for error, all the inefficiency, and time and money wasted by trying to cut costs, it doesn’t usually end up being worth it to do it yourself. Take a peek at our blog to see one of the types of solutions available and how calling a trusted partner with skills and experience can save you a ton.

Deadline Extended: RSVP for Open House Showroom Event

This is one you don’t want to miss. Click below to reserve your seat next Tuesday at an exciting open forum on business efficiency and information management, featuring the latest in innovative and cost-effective scanning hardware and a chance to receive a free assessment of your current business processes. Join us for networking, free lunch, door prizes, and enter for a chance to win two awesome raffle prizes!

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Just Because You’re Paperless Doesn’t Mean You’re Compliant

It is becoming a requirement in this day and age to become paperless, whether that be writing an email instead of penning a letter or having an electronic medical record (EMR) instead of physical charts. Let’s review some of the various industry regulations:

Healthcare Industry Regulations

Under HIPAA, the Healthy Insurance Portability and Accountability Act, there is still a great level of protection for patients’ electronic medical records (EMR). The government has also created the HIPAA Security Rule which requires health care providers to safeguard EMRs. There could be an “Access Control” tool that protects the records with a password or PIN number, which limits access to those records. They might also offer encryption so that the record cannot be cracked without the key.

While there is a great deal that goes into ensuring the records are secure, if there were a breach in a health care provider’s system, they would legally have to notify the Secretary of Health and Human Services office. If the breach were to contain information on more than 500 patients, the provider would then be required to inform local and state media outlets to ensure that patients would be notified that their information may have been compromised. These laws keep providers accountable for EMRs and the data they contain.

Because there are different state and federal laws governing the retention of records, there is not one uniform rule for the practice. However, providers generally abide by the federal record retention requirements that are found under the Federal Register and then compare those requirements with the laws of the state they are in.

Legal Regulations

A criminal record can be a great source of information about a person because it includes items like:

  • Basic information (full name, date of birth, driver’s license number)
  • Any property owned
  • List of relatives
  • Convicted felonies or misdemeanors
  • Federal and state bankruptcies
  • Description of distinguishing body markings (such as tattoos and scars)

A criminal record contains a great deal of personal information but it is still determined to be a matter of public record. While employers, landlords and lenders may access this information to get a sense of a person’s character, someone else may be able to view this information without permission.

Educational Regulations

The Family Educational Rights and Privacy Act (FERPA) is the federal law which protects the privacy of education records. Generally speaking, FERPA only applies to public school districts, elementary, secondary, and post-secondary schools. It does not apply to K-12 private and parochial schools, unless those schools receive federal funding.

There is not a federal requirement that mandates how long a school must hold a person’s educational records for. There may be state or local policies that require otherwise but it is best to check with the school district. However, specific education records cannot be destroyed if anyone has submitted a request to view a particular record.

Legally, if a child is under 18, only their parents or legal guardians have a right to view the education record. Once a student reaches the age of 18 and is in post-secondary school, they have access to their own education records and must give the school permission to discuss their records with others.

It’s a Scary World Out There, Do Your Part

A lot of sensitive personal information can be accessed about a person, regardless of industry type, safeguards, and regulations. However, businesses striving to legally meet the extremely important requirements set by state and federal government agencies can do their part to help maintain the privacy of their customers and protect their businesses from vulnerability.

The Real Cost of Using Your Own Resources to Play Catch-Up

Are You Still Using Your Time and Money to “Get Caught Up?”

From healthcare to financial services, the labor-related problems associated with having a back-log of documentation can linger well beyond the conversion project.

Chances are, employees are being paid (possibly on an overtime basis) and resources are being used to get caught up on scanning historical data so that you can get current and transition into a day-forward workflow. But this transition isn’t always as seamless as it should be, and it’s far too easy to fall behind again.

Even when you do finally get caught up and begin your daily workflow of scanning current documentation, there is most likely a piece of the puzzle that it still made of paper, which can cost more than you realize.

If you don’t have software that intercepts and automates faxing, time and money are being thrown out the window to print, scan, and route those faxes. In addition, your personnel are being paid for activities that are decreasing their productivity while your resources are not being optimally utilized.

Music to Your Employees’ Ears

Young Woman With Glasses Looking Up From Behind Stacks Of Paper

CTI has cutting-edge solutions
that not only simplify workflows, but intercept and automate faxes, emails and more – securely.

Alleviate the high costs, drains on resources, and process bottlenecks caused by labor-related inefficiencies that arise from having too much paper, outdated systems, transitioning to new systems, or migrating large amounts of data.



Introducing CTI Live and CTI Health Live, Powered by ProviderFlow

With CTI Live and CTI Health Live, powered by ProviderFlow, it doesn’t matter which industry you’re in – you can get caught up and into an effective day-forward workflow in no time at all. Say hello to increased productivity and profit.

Don’t drain your employees (and your payroll account) just to get caught up on your backlog. With CTI’s solutions, all that will remain is indexing – approximately a third of the total cost of your conversion project – and potentially even a fraction of that when you outsource to a trusted partner (like CTI).

CTI has a proven history of saving businesses real money and real time – making a big difference in the way they run not only today, but for years to come.

Download the brochure

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Interested in learning more about how the simplicity of an end-to-end system can benefit your business or healthcare practice? We offer complimentary consultations, so let us know when you’re tired of playing – and paying – catch up.
Click here to get started with your free assessment today.

Content Migration Step by Step

Best Practices in Content Migration

Have you ever wondered what happens to your data after a service provider begins the process of migrating it to a new system? There are several important steps that your document management partner should take when migrating content from an existing system to a new one (or to other formats). After all, you’re looking for much more than a simple file copy of your data, aren’t you? The process below will outline how service providers ensure and protect the quality of your data throughout conversion and migration.


5 Ways Marketing Departments Help Salespeople Catch Butterflies

Let’s Face It: The Market is Much Different Today Than It Was 20 Years Ago

In this day and age, it’s important for businesses to stay competitive. To do so, they must understand what it takes to remain relevant, top-of-mind, and respected by their audience. Cold-calling and brochures alone won’t do the trick anymore. Whether you’re selling products, services, ideas, or technology, your company represents solutions to the problems of prospective customers and your brand can satisfy a want or a need, compelling them to make a purchase. Depending which industry you’re in, the length of a typical sales cycle may vary and, it’s up to your company to nurture prospects along that journey by fostering awareness, creating interest, building a case for why your brand meets their needs, presenting solutions, following up, and winning the customer.


Succession Planning: Getting Your Ducks in a Row

Succession and Continuity Planning for Your Business

Today’s the first day of fall, and seasonal changes often bring with them the reminder that planning for the future is something we often neglect to do until it becomes absolutely essential.

To every thing there is a season, and your business is not an exception to the rule. At some point the current leaders will give way to new leaders, and whether you’re trying to keep a family business in the family or you’re preparing a buy-sell strategy, you’ll need to contemplate preservation, valuation, and a blueprint for the future of your business.


5 Things to Budget for In 2016

Your business budget is not something to be taken lightly, and there are items and expenses which must be accounted for in order for the company to be a success. A digital budget of tools and services is not always the first thing on a company’s mind; however, keeping up with digital storage and services is vital to any company’s success. Here we have listed the five items that should be included in your business budget for 2016.

1. Information security

It’s extremely important to secure your company’s information. Hacks and breaches can happen, and whether the intention of the hack is to personally harm your company, like in the case of the hackers who got into Sony’s company in 2014, or if your company is just the means to an end goal, like the group that hacked into Target’s database to steal a massive amount of credit card information, the more you invest in your security the less likely it is to happen to you.

2. Data entry

Keeping all the paperwork in a company organized, digital, and centrally located is certainly a task – and it is a task that you should be outsourcing to a company who has the time and resources to do it quickly and efficiently. Data entry services can be offered alone or as a by-product of many all-in-one, comprehensive software solutions which also offer secure storage and workflow improvements.

3. Digital service and maintenance

It is important to partner with companies who will be able to help down the road when there are software, hardware, and system upgrades or updates that need to be made. Regular maintenance of machines and applications is important to keep everything functioning optimally for as long as possible.

4. Accounts payable automation

Accounts payable automation allows for invoice virtualization and streamlined workflows. All paid-out requests, invoices, and receipts will be in one place, accessible via the cloud. Accounts payable is a department full of paperwork, and it relies on the assumption that all items will be easy to find later on, which may not always be the case for companies still in paper.

5. Newer Imaging Systems

Up-to-date imaging systems are proven to be more efficient and economical. There are companies who offer reliable and redundant storage to capture the information you’ve converted, with the ability to easily transition your company to a new system when making the upgrade.