As Congress continuously looks to make significant budget cuts, the federal government makes moves to decrease its use of paper to help agencies reduce costs. The same money-saving strategy is also true for many state departments, medical facilities, and educational institutions. Capital Novus provides scanning services to clients, which are performed either at its headquarters in Virginia, or a dedicated facility at the client location. Our scanning center is entirely secure and HIPAA Compliant for the processing of Patient Medical Charts, litigation scanning, and SBU classified documents. Capital Novus can provide Clients who require secure processing, dedicated processing (scanning, coding/indexing, communication), and a dedicated secure web access system. Specific services that are offered include, but are not limited to:
- Scanning / Imaging ( Medical, Government, and Commercial)
- Coding / Indexing
- Large Format Document Scanning (C-E size)
- OCR / Text Conversion
- XML Generation and Conversion (PDF to XML)( Paper to Word to XML)
- Secure Web Document Repository Management and Hosting
- HIPAA compliant Healthcare Records Processing
- Forms Capture and Data Manipulation
- HR Document Processing
- Financial Document Processing
- Hosted Retrieval Systems (Internet, Extranet, Intranet, Network)
Dedicated Processing and Web Based Retrieval Systems
Capital Novus provides:
- Hardware
- Latest Processing Software
- Security systems
- Personnel (management, production, technology)
- Process Management Reporting systems
- Web Repository
- Integration to other data systems or third party products (if required)
Indexing / Coding Services
In order to be able to quickly retrieve documents, images must be indexed. Applying the appropriate indexes through barcode, data entry, and zonal OCR for ease-of-use and cost-effective budgeting is company's expertise. Capital Novus offers customized indexing development, as well as standard indexes for:
- Sales support
- Human resources
- Titles and deeds
- Court Records
- Incident Case Files
- Investigation Records
- Litigation
- Business Process Functions (Shipping, A/R, A/P, Order Entry, Inventory etc.)
- Financial and accounting
- Customer service
- Healthcare and Patient records
- Engineering and architecture
Litigation Support Services
Capital Novus provides litigation support services to corporate General Counsel offices and law firms. These services are provided primarily on a per task basis. Dedicated project management, technical support, and infrastructure is geared towards meeting the client's specific needs. Additionally, some project-based cases are processed for specific clients. These services include:
- Scanning / Imaging
- Coding / Indexing
- On-Line Remote Coding
- Bates Numbering (manual and electronic)
- Document Preparation / Reconstruction
- Attorney Secure Review System (on-line)
- Optical Character Recognition
- Handwriting Recognition
- Redacting
- Repository Management and Hosting
Repository Management
Capital Novus is entrusted with our clients' documents and information, all of which we take seriously. Capital Novus performs repository management services both inside our Scanning Centers, as well as on a contract basis at client sites. Our Secure Vault is used for all documents with a classification of sensitive or greater. At our Scanning Center, the Vault is the heart of our production. As soon as they are received, all documents are checked in using our File Control System, through which boxes are bar-code labeled and logged into the production process system.
Capital Novus has developed a customized File Control tracking system (FCS). FCS keeps track of all documents through their respective life-cycles. Each time one of our document specialists works with a box of documents, the box is logged out specifically to that specialist. Sometimes, a client needs to review a document and may wish to either see it at our location or have it returned to the client location. In this case, the document or box of documents is logged out to the client. FCS provides a chain of custody for all documents entrusted to our care. When managing a client's internal document repository, we offer the same level of control according to a client's needs. FCS is offered as part of the service.
Hosted Retrieval
Capital Novus provides users access to scanned electronic documents via Digital E-Docs with a standard web browser. Each user has a specific ID and password to the system, and each project has its own security to ensure privacy to specific case information. Users can view over 200 document types. Reports are available for users upon request. Multiple users are able to retrieve documents through a secure, on-line hosted retrieval system. The hosted retrieval system consists of:
- Scanned image representing hard copy documents
- Electronic documents (word processing, spreadsheets, CAD drawings, presentations, etc.)
- Coded index data for organizing and retrieving documents
To learn more about our Government and Private Sector services, please visit the Novus Government Services page.
