M3-DA · Doc Archive

The Process

The Paper to Digital Document Process

1. Open the Application
2. Label your file
   • The fields on the index card are: first name, last name, Client ID (this can be a patient number, etc. ) Date (this can be the genesis of the file, a birth date or any other key date) and Notes
     • The notes field will allow you to type up to a page of text if you want. This is for you to put key information about the file that you might want to find, or use to help you find the file via word searches.
       • This might be things like, inactive client/ patient, case notes, etc.
3. Scanning Documents
4. Organizing the documents
5. Saving the file
6. Repeat these steps for each new file

   

Searching for a Document

With this index card at the front of the file you can use the Acrobat Read’s search function to search for text in that card and find all the files that have the information.

• For example let’s say your organization only keeps file for 12 years so in our example file when we filled the card out we put a line in the Note field that said: File started at the end of 2000 first appointment in 2001.
• As part of you maintenance instead of lugging through file drawers and moving papers to boxes to be destroyed. You open Acrobat reader – search all PDF’s in the DocArchive’s drive for the word(s): 2000
• It will return a list of files that have that text you can open and review the file(s) if it is one that can be destroyed you will simply delete it from your system.
• So instead of moving heavy boxes looking through file draws you can accomplish the task with a few keystrokes and mouse clicks an never have to get up from your workstation.