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Document Scanning & Management for Law Firms

Increasing productivity, efficiency, and storage space for legal firms in OHIO and FLORIDA

Is your law firm or legal department looking for a document scanning and management solution?  At Virtual FX, Inc., we can tailor our document scanning, management, and conversion services to provide the most cost-effective solution for your company.

Virtual FX, Inc. has been helping law firms minimize costs, streamline processes, follow all compliance regulations, and stay current with digital technologies to become more efficient and productive. Whether your organization must downsize, move, reduce in-office storage, or have a more secure format for storing data, documents, and forms, you can trust Virtual FX, Inc.

We provide document scanning and management solutions for organizations like yours throughout the OHIO and FLORIDA. 

Our Services for Law Firms

Our high-volume scanning technology can scan millions of pages per week. Let us provide the best solution for your law firm. We provide:

Scanning & Digitizing Services

From case summaries and agreements to client notes, images, and other large-form documents, Virtual FX, Inc. has your document scanning needs covered. We scan all types of documents, including paper records, files, books, microfilm, and more.

Conversion Services

If you have an image file type that suits your needs best, we can output in that format to make it as easy as possible for your firm. We also can convert your documents in bi-tonal, gray scale, and color images.

Document & Data Management Services

A big part of our role when providing a solution for your organization is adding indexing information and meta data to all document conversions so that they are easily found at any time. This can help you administer common policies and procedures across all your information, regardless of format or location—making everything readily available to your teams. By removing paper from that process, you can retrieve files in seconds.

Document management from Virtual FX, Inc. allows for:

  • Decreased time spent filing and finding hard copy or paper records
  • Increased storage by removing the need for filing rooms or case storage
  • Speedy document retrieval with instant access
  • Increased security with possible authorization or access levels
  • Environmentally friendly office practices by cutting down on paper usage
  • Increased protection of your documents and minimized risk of document theft or destruction from a fire or flood

Secure Document Conversion for Law Firms

Privacy may be a big concern for your document scanning project. At Virtual FX, Inc., the security of our production facility and employees are guaranteed.

Facility – Access to the facility is limited to Virtual FX, Inc. personnel and escorted guests only. The facility is locked at all times, monitored by electronic devices, and patrolled by police.

Personnel – Every employee is bound by a blanket confidentiality agreement and has passed background checks as a requirement of the employment process. Additional personnel security levels are available, including federal security clearances.

These security measures will not just protect your files, but also your firm and individual clients as well.

Record Retention Compliance

While it varies by state, law firms must comply with client document retention, meaning they must hold a client’s files for a certain set time period after representation is terminated or the case is closed. We can provide document scanning services throughout the OHIO and Florida regions that comply with legal and ethical document retention standards.

Document Scanning for Law Firms in OHIO & FLORIDA

Have your document scanning project done right the first time. Experience the professional workmanship and project management that Virtual FX, Inc. provides—whether your project is large or small.

For more information about how our document scanning, conversion, and management services can help your insurance company, call Virtual FX, Inc. at 330.883.6884 (OHIO) or 407.792.9373 (FLORIDA).

 

Adobe Reader tile  Download the CaseSCAN Info SHeet

Document Scanning & Management for Insurance Companies

Increasing productivity, efficiency, and storage space for insurance companies in Ohio and Florida. insurance

Is your insurance company looking to go paperless? Has your business considered what could cut down on space used for document storage, as well as increase administrative efficiency and immediate access to all client files, policy records, and documents?

Virtual FX, Inc. is a document scanning and management solution company that has been serving Maryland, Washington, DC, and Virginia since 1985. At Virtual FX, Inc., we can tailor our document scanning, management, and conversion services to provide the most cost-effective solution for all types of insurance companies, including those that focus on:

  • Health insurance
  • Life insurance
  • Vehicle or auto insurance
  • Home or renters insurance
  • General or umbrella insurance
  • And more

Our document scanning and management solutions can help insurance companies or offices minimize costs, streamline processes, and, most importantly, follow all compliance regulations (including HIPAA). Call us today or contact us online!

Our Services for Insurance Companies

Our high-volume scanning technology can scan millions of pages per week. Let us provide the best solution for your office. We provide:

Scanning & Digitizing Services

From client policy files and claim reports to enrollment forms and general correspondence, Virtual FX, Inc. has your document scanning needs covered. We scan all types of documents, including paper records, files, microfilm, and more.

Document & Data Management Services

A big part of our role when providing a solution for your organization is adding indexing information and meta data to all document and file conversions so that they are easily found all together at any time. By removing paper from that process, you can still retrieve files in seconds—no more back-aching searching through rolling shelves amongst hundreds of other client records and files. We can also set up different access levels within your document management to ensure HIPAA privacy compliance for your health insurance clients.

insurance2Document management from Virtual FX, Inc. allows for:

  • Decreased time spent filing and finding hard copy or paper records
  • Reduced claim processing time
  • Increased storage by removing the need for filing rooms
  • Speedy document retrieval with instant access
  • Increased security with authorization or access levels
  • Environmentally friendly office practices by cutting down on paper usage
  • Decreased time spent retyping claims or files
  • Increased protection of your documents and minimized risk of document theft or destruction from a fire or flood

 

Secure Document Conversion

Privacy is likely a big concern for your document scanning project. At Virtual FX, Inc., the security of our production facility and employees are guaranteed and HIPAA compliant.

Facility – Access to the facility is limited to Virtual FX, Inc. personnel and escorted guests only. The facility is locked at all times, monitored by electronic devices, and patrolled by police.

Personnel – Every employee is bound by a blanket confidentiality agreement and has passed background checks as a requirement of the employment process. Additional personnel security levels are available, including federal security clearances.

These security measures will not just protect your files, but also ensure federal privacy compliance. Our document scanning and management follows both the HIPAA Privacy Rule and the HIPAA Security Rule to protect your company and clients personal information.

Document Scanning for Insurance Offices in OHIO & FLORIDA

Have your document scanning project done right the first time. Experience the professional workmanship and project management that Virtual FX, Inc. provides—whether your project is large or small.

For more information about how our document scanning, conversion, and management services can help your insurance company, call Virtual FX, Inc. at 330.883.6884 (OHIO) or 407.792.9373 (FLORIDA).

 

Adobe Reader tile  Download the PolicySCAN Info SHeet

 

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Florida Operations

568 Orange Drive #48

Altamonte Springs, FL  32701

Phone:407.792.9373

Web Address:  www.VFX360.com

eMail:  This email address is being protected from spambots. You need JavaScript enabled to view it.

The following information provides a general guideline for the retention of records.  As every industry is different please consult with your legal council to determine your exact records retention guidelines.

 

The retention periods below reflect requirements currently in effect. Because record retention periods are constantly changing, it is necessary to evaluate record retention policies and programs periodically.

 

Accounting Records

 
Auditors’ report and annual financial statements Permanent
Bank reconciliations 7 years
Bank statements and deposit slips 7 years
Budgets 2 years
Cancelled checks (general, payroll, payroll-related taxes) 7 years
Cancelled checks (fixed assets and income taxes) Permanent
Cash disbursements journal Permanent
Cash receipts journal Permanent
Correspondence 3 years
Currency transactions reports 5 years
Dividend checks Permanent
Employee expense records 7 years
Fixed assets records (invoices, depreciation schedules) Permanent
Financial statements (annual) Permanent
Freight bills 4 years
General ledgers and year-end trail balances Permanent
Inventory records 7 years
Open accounts (MI) 6 years
Petty cash vouchers 4 years
Production and sales reports 7 years
Promissory notes (MI) 6-10 years
Purchase journals Permanent
Purchase orders 7 years
Subsidiary ledgers (accounts receivable, accounts payable, etc.) 7 years
   

Administrative and Corporate Records

 
Annual reports 6 years
Articles of incorporation (and any amendments) Permanent
Ballots and proxies 6 years
Buy-sell agreements Permanent
By-laws Permanent
Capitol stock and bond records Permanent
Contracts and leases (after expiration) 7 years
Copyright and trademark records Permanent
Dividend registers Permanent
Government contracts and subcontracts At least 3 years
Insurance records, policies, etc. Permanent
Legal correspondence Permanent
Liquidation of subsidiaries records Permanent
Mergers and combinations records (antitrust) Permanent
Minutes Permanent
Mortgages and notes (after expiration) 6 years
Oral contracts memorandum (MI) 6 years
Patents and patent licenses 26 years
Partnership agreements Permanent
Real estate title documents (MI) 15 years
Reorganization records Permanent
Securities offer or sales records Permanent
Stock certificates and ledgers Permanent
Union (labor) contracts Permanent
   

Environmental Protection Records
(see also Environmental Protection Laws)

 
Judicial, administrative and compliance documents Permanent
Permits Permanent
NPDES monitoring records 3 years
RCRA generator’s manifests, biennial reports, test results, waste analyses 3 years
RCRA land ban documents 3 years
Air emissions — renewable operating permit monitoring records 5 years
Air emissions — continuous emissions monitoring system records 2 years
EPCRA — TRI reports/documents 3 years
USTs — sampling, testing and monitoring records 2 years
USTs — tank and piping tightness testing records 5 years
USTs — closure records 3 years
TSCA — PCB generator manifests 3 years
TSCA — PCB spill cleanup records and decontamination certifications 5 years
TSCA — Section 8(a) reports, documents and customer notices/return receipts 3 years
   

Personnel Records

 
§6047(b) trust or retirement plan contribution Until distributed
Collective bargaining agreements 6 years
Employment application (from date of termination) 3 years
Employee files (current employees) Permanent
Employee files (after termination) 7 years
Employee manuals/handbooks Permanent
FICA records 4 years
FMLA documents 3 years
Form I-9 Employment Eligibility Verification (after date of hire) 3 years
H-1B labor conditions application public access file 1 year after expiration
Paychecks, W-2 Forms, W-4 Forms, 1099 Forms 7 years
Payroll records 7 years
Preparer information 3 years
Time cards and daily time reports 4 years
Unemployment insurance (MI) 6 years
Wage and hour records 5 years
Workers’ compensation (MI) 2 years
   

Employee Benefit Plans

 
Documents filed subject to Labor-Management Reporting and Disclosure Act of 1959 5 years
ERISA plan documents 6 years
Pension/profit-sharing informational returns (Form 5500) Permanent
Plan and trust agreements Permanent
IRS approval letter Permanent
Actuarial reports Permanent
   

Health and Safety Records

 
Asbestos monitoring/employee exposure measurements At least 30 years
Chemical and toxic exposure records At least 30 years
Employee exposure medical records and workers’ allegations 5 years
Occupational injury/illness records 5 years
Occupational radiation exposure records Authorized by Dept. of Energy
   

Tax Records

 
Business income tax 6 years
Cigarette and tobacco tax 4 years
Employment security tax 4 years
Federal income tax 6 years
Financial reports (annual) Permanent
Financial statements 4 years
Payroll tax returns Permanent
Sales and use tax Permanent
   

Individual Records

 
Tax returns, W-2, 1099 (after filing) 6 years
Loan records (after payoff) 6 years
Medical bills (after payment) 6 years
Insurance policies (after expiration) 6 years
IRA records (after termination) 6 years
Major purchase receipts 6 years
Schedule K-1 (after disposition of interest) 6 years
   

Environmental Protection Laws

The following environmental federal statutes and regulations control types of records required and corresponding retention periods. They should be consulted for information relevant to a specific business:

Internal Revenue Code

Under the Internal Revenue Code, the following records are subject to the “materially” rule for determining retention time. The general requirement is that records must be kept as long as the contents may become material in the administration of any internal revenue law. Consult with legal counsel for suggested retention periods:

  • Employer accident and health records
  • Pension, annuity, stock bonus, profit sharing records or other plans of deferred compensation
  • Supplemental unemployment benefit trust records
  • Travel, transportation, entertainment and other business expense records
  • Records of depreciation of property
  • Records of property held for the production of income
  • Inventory records
  • Records of expenditures through trademarks and tradenames treated as deferred expenses
  • Records of intercompany transactions between members and an affiliated group
  • Records of deductions for dividends paid (including cancelled dividend checks and receipts from shareholders acknowledging a payment) — all recommended to be kept indefinitely
  • DISC corporation records sufficient to establish details of transactions
  • Records relating to corporate organization and reorganization
  • Transfer of property to the corporation controlled by the transferor
  • Permanent records of tax treatment of corporate reorganizations
  • Records pertaining to §1244 stock shareholders and S corporation shareholders
  • Reports required under the Tax Equity and Fiscal Responsibilities Act (TEFRA), including brokers reports, state refunds, trade or business payments and tip income
  • Records sufficient to establish the details of the required pension withholding under TEFRA
  • Records relating to property for which basis must be determined to compute gain or loss upon disposition, depreciation, amortization or depletion — should be retained at least until a taxable disposition is made

Cautionary Note Regarding Sarbanes-Oxley

The Sarbanes-Oxley Act of 2002 created record retention requirements that apply to all companies, whether or not publicly traded. For example, Section 802 provides that it is a crime for someone to intentionally destroy, alter, mutilate, conceal, cover up or falsify any records, documents or tangible objects that are involved in (or could be involved in) a U.S. government investigation or prosecution of any matter or in a Chapter 11 bankruptcy filing.

Section 1102 expanded the existing statute regarding obstruction of justice to make it a crime to corruptly alter or destroy a record, document or other object, “with the intent to impair the object’s integrity or availability for the use in an official proceeding.”

The penalty for violating either Section 802 or Section 1102 is a fine, imprisonment for not more than 20 years or both. These sections apply not only to hard copies of all documents but also to e-mail, voice mail, PDAs and other forms of electronic hardware and software. Therefore, it is recommended that record retention policies specifically refer to these types of tools.

 

 

Your company's record retention policy should provide that the (otherwise permissible) destruction of a document or documents cease immediately upon any indication of impropriety or threat of a federal investigation or proceeding. You should also have a procedure in place to notify all employees promptly of the existence of any such event. It is also recommended that you have a “point person” to field questions from employees and to communicate specific requirements and instruction, including, when necessary, the instruction to cease destruction of documents.

 

 

What Is Content/Document Management?

Content management, also known as document management, is the systematic approach to digitizing, storing, managing, and retrieving documents. All organizations, regardless of size, must manage two types of data:

  • Structured data (database information)
  • Unstructured data (paper documents, pictures, etc.)

Document management solutions provide tools that allow you to capture, route, store, manage, and archive your unstructured data in a very secure way. Document management solutions allow you to manage this unstructured data by storing it in a single repository and linking it together by one or more “keys” (e.g., customer number, employee ID). It can then be quickly and easily accessed—by authorized users only—either directly from within the document management system, or through one or more of your organization’s software.

 

How Will Content/Document Management Benefit My Organization?

A well-designed content/document management solution can significantly lower operational costs and improve the efficiency with which documents and other electronic content are handled. The customers we have worked with have reported the following benefits:

  • Reduced costs associated with storing and retrieving paper and electronic documents
  • Reduced storage space
  • Improved operational efficiencies through the electronic routing and sharing of documents
  • Improved security of electronic content, including paper documents that have been converted into an electronic format
  • Enhanced ability to provide operational continuity in the event of a disaster
  • Improved regulatory compliance

 

How Can I Help My Organization Embrace Document Management Solutions?

Document management systems have traditionally been viewed as luxury items, affordable only to the largest organizations. Now, with reduced software and hardware prices, systems are not only affordable, they actually help organizations reduce the costs associated with handling paper documents and other electronic content.

Think about your own organization. How much time do people spend searching for documents, or reproducing lost or misfiled documents? Are you able to respond quickly and accurately to customer inquiries? Do you spend time and money mailing or shipping documents from one location to another, or even moving documents from one floor to another? And how much physical space is being consumed by your filing cabinets?

How safe are your documents? If your building sustained a fire, flood, or tornado, how long would it take to reproduce documents that were damaged or destroyed? Would you be able to reproduce them? Is your organization able to comply with the growing number of government regulations that require you to maintain copies of your documents for long periods of time? How can you ensure that these documents cannot be looked at by those who are not authorized to view them?

 

Getting Started With Document Management

Virtual FX has established strong partnerships with many of the leading vendors of document management solutions in the industry. We've done the research and built a comprehensive lineup of tested, best–of–breed solutions. This allows us to design custom solutions to address your unique document management challenges—at a price point that fits your budget. Your VFX account manager is backed by a team of certified document management solution architects who are available to assist you with the selection of solutions to address your organization's challenges. Whether your objective is to eliminate a few filing cabinets in a single department or create sophisticated workflows to electronically route documents throughout your organization, your dedicated specialist is here to help. Our comprehensive approach includes:

  • An initial “discovery call” to understand your objectives, requirements, and budget
  • Onsite assessments and workflow analysis engagements
  • Solution design
  • Vendor evaluation and recommendations
  • Product demonstrations
  • Detailed price proposals
  • Proofs of concept⁄product evaluations
  • Solution implementation, training, and ongoing support