Digital Imaging

Digital imaging services are available to UCI employees to assist with transforming paper-based documents into electronic files.  Our optical character recognition (OCR) technology recognizes typed, handwritten, or printed text on the scanned files and converts them into editable, searchable, digital documents. Whether you need to save important paperwork or want to access boxes of physical documents from any mobile device, Document Management’s imaging services were designed to comply with HIPAA regulations and maintain a high degree of quality and accuracy throughout the scanning and transfer process.

• • • Black and White Imaging: $0.12 per page
    • Color Imaging: $0.20 per page
    • Document Storage and Destruction: $18.75 per banker box
    • Document Pick-Up: $40.00 per service request
    • Batch Preparation: $12.50 per box

Scanning Service Request

1. Review the documents you will be submitting for scanning and determine (what services you will need)
2. Initiate your digital imaging request via the ServiceNow Website.
3. Follow the on-screen prompts and select your digital imaging needs.
4. Submit your service request.
5. Document Management will contact you to identify service specifics, including:
   1. • File indexing fields
      • Data protection requirements
      • Service timeframe
      • File preparation steps
6. Gather your paper-based files*
   1. • *Please ensure materials are prepared properly. Documents that do not meet the batch preparation criteria will be charged an additional preparation fee.
7. Drop off your files at the Document Management office or schedule a pick-up time by calling 949-824-4147.
8. You will be notified via email once digital imaging has been completed.
9. Schedule a pick-up time if you chose to have original file(s) returned.

Digital batches are purged after 30 days. Paper files are retained for the same period before being shredded. Customers are responsible for verifying their scanned images before this period ends.

FileNet Repository Request Form

FileNet is an enterprise content management system (ECM) used by UCI to handle and store administrative documents and records. It enables authorized users to upload, search for, and access documents from a central location. This helps streamline administrative processes and ensures compliance with regulatory requirements.

1. 1. Submit the service request via ServiceNow
   2. Fill out on-screen prompts
   3. You will be contacted by eDocs OIT to determine repository requirements and project timeline
   4. You will be contacted when your repository is ready for deployment