QAI has more than 25 years of records management experience securely storing, archiving, digitizing, and managing companies’ most vital paper documents and electronic media.
Our 30,000 square-foot, vaulted, state-of-the art archive facility allows us to provide long-term and temporary storage of clients’ records. We cover all your records management needs, including document storage, retrieval, delivery, indexing, destruction and duplication. We can also digitize records, providing a searchable archive that includes advanced forms processing and other critical scanning and records management and digital conversion services.
By trusting your records with QAI – whether you are storing personnel reports, medical documents, microfilm/microfiche, CDs/DVDs, or even research specimens – you can operate more efficiently, cut costs, save time and resources, and focus on more mission-critical business tasks. Plus, QAI’s archiving facility meets or exceeds storage standards defined by various government (EPA and FDA) and private agencies.
Our facility consists of the following:
Security system with 24-hour monitoring
Early-warning fire detection system that analyzes air samples for smoke particles
FM-200 fire suppression systems
Temperature- and humidity- controlled environment to prevent deterioration
Computer archive database with backups to maintain inventory and manage retrievals
Limited access – the archive remained locked at all times and access is limited to authorized personnel
QAI provides comprehensive, secure records management services. Our knowledgeable archivists, back-up archivists and support staff ensure the safety of your information and provide accurate retrieval, scanning, copying, shipping, indexing and detailed inventory checks at your request.
National Archives Records Management Compliance Solutions:*
QAI works extensively with federal agencies to integrate compliance requirements and existing capabilities into a broader data modernization strategy and understand the practical issues and challenges associated with information management associated with M-19-21/M-23-07 digitization compliance mandates.
We have engineered the most comprehensive readiness approach for M-19-21/M-23-07 compliance in the industry—backed by a reliable strategic framework and three-phase methodology that set the standard in high-performance quality for:
- Improved transparency and accountability
- Reduced time and expense
- Accelerated speed to compliance
- Optimized performance and efficiencies
- Customization with greater flexibility
With its impartial focus, you gain an assessment of your capabilities for digitizing paper documents as well as benchmarks on how information management technologies are changing—critical to mapping an effective modernization strategy and executing your M-19-21 compliance program rollout.
*NOTE: M-23-07, issued 12/23/2022, is an update to M-19-21, which established several requirements to move Federal agencies to a fully electronic environment. Due to delays in the electronic records transition process during the COVID-19 pandemic, M-23-07 extends the original M-19-21 deadlines by 18 months and reaffirms the underlying goal of the transition to electronic records.
HIPAA Compliant Records Management Privacy and Security Areas
Healthcare systems need to effectively manage the thousands of documents and images from multiple locations, comprised of patient records, insurance forms and other critical documents. This diverse, distributed content– required for decision-making by numerous professionals and staffers in the organization– may not be available when needed or may be out of date or inconsistent. QAI’s technologies, solutions and services are used in a wide array of healthcare environments including hospitals, medical colleges, research institutes, and care-giving organizations.
- Authentication: In any exchange of electronic data, each party to the transaction must prove that every other party is exactly who they claim to be.
- Access: All medical records must be secured from unauthorized access—even amongst your own staff.
- Reporting/tracking: Log all access, transfers, and use of patient data (including for backup purposes), and audit those accesses, transfers and uses against patient authorization.
Sample Processes and Information Impacted by HIPAA
- Health claims and equivalent encounter information
- Enrollment in and disenrollment from a health plan
- Eligibility for a health plan
- Healthcare payment and remittance advice
- Health plan premium payments
- Referral certification and authorization
- Coordination of benefits