Electronic Records Management – Digitize your old paper files, books, or documents

August 28, 2019

Storing paper files is archaic and inefficient, while filing cabinets take up precious space. Many Yale departments have begun to digitize their paper files—freeing up floor space for other uses and enjoying the efficiency of searchable online documents.

Yale Printing and Publishing Services (YPPS) offers a wide-range of electronic records management options. They can scan and digitize documents of varying size, color, shape, age, and texture. This service includes the one-time conversion of paper documents to searchable, secure PDF files, using Optical Character Recognition (OCR) to convert printed materials to electronic text files, for easy online access. Once scanned and stored as searchable PDFs, the data is more secure, accessible, and easily referenced.

Since 2012, when YPPS first offered this service, demand has grown. The dedicated team of three uses newer, faster scanning equipment to digitize over 4.8 million paper records. This clever approach has been enabling the subsequent removal of the original paper documents from departments across campus.

The Health Insurance Portability and Accountability Act (HIPAA) certified team can also digitize patient files, historical records, and case studies. Lastly, YPPS scans all daily transactional invoices received through the mail and sends these to Yale’s Accounts Payable system for processing and payment.

For more information on how YPPS and Information Management solutions can help your department, please contact us at 203-432-6560 or visit our website for details.

YPPS Records Management Team.

The YPPS Record’s Management Team from left to right Frank Savino, Laura Beattie, and Joe Relihan.