• We're running out of space.
• We need to be able to locate documents more quickly.
  
• We lose too much time every day searching for lost or misplaced files.
  
• We frequently need to share documents between users and/or locations.
  
• We need to be able to organize a variety of documents-paper, digital, e-mails, etc.
  
• We are concerned about the security of our records.
  
• We need to be certain that we comply with HIPAA requirements for disaster recovery, privacy, and security.
  
• We need to be prepared for any possible disaster.

Professional Systems USA Inc. focuses on providing value added products and solutions to streamline business processes. We specialize in creating partnerships with our clients that enable us to understand their business requirements and customize highly effective solutions.

The information that you handle every day may originate in many forms-papers, faxes, e-mails, forms, computer records, drawings, microfilm, or digital photos. One of the exciting features of Professional Systems' solution is that it allows you to store, organize and access all types of records in one central repository.

Professional Systems can scan your paper documents and make them easily accessible from any desktop computer with internet access. Also, data that is stored on film or microfilm can be converted to a digital format. We offer scanning, data entry, and conversion services.

Capturing information can free up valuable space. Our team will be glad to answer your questions and provide a free consultation.

Managing information responsibly in today's world requires diligence. Data must be kept secure and private. Data must be recoverable in case of a disaster. Organizations must comply with federal, state and local mandates (such as HIPAA). Professional Systems USA, Inc. recognizes these needs and has designed a solution that meets those mandates.

Physical security: we physically store our servers at a data center which provides redundant power, redundant internet connectivity, remote infrastructure support and physical site security that meets or exceeds industry standards and federal regulations.

Information security: information is transferred only across a secure connection using Verisign ™ for web access. All access is password protected and user activity is recorded and can be monitored. Your administrator can determine, user-by-user, who can see, modify, and/or delete which files. Furthermore, administrators can track every user action. HIPAA mandates require records managers to maintain security of information, and the Professional Systems solution affords you a great degree of control over the security of your files.

Back-ups and reliability: our customers have the comfort of knowing that their data is constantly being backed up. Our system runs on a redundant disk array (RAID 10) that provides fault tolerance for system or human error. We also employ a robotic tape array and redundant back-ups are created and stored off-site in a secure location. There is peace of mind in knowing that information can be recovered in case of a natural disaster or data loss. Often with paper records only one copy exists and cannot be recovered if lost.

Organizations that have implemented the Professional Systems document management solution have found that they realize a return on their investment almost immediately. Because the solution is web-based, there is little or no capital outlay for additional software or hardware. A monthly fee based on user count and storage space used is all that is required. There is no additional cost for adding multiple sites and/or locations, and all upgrades, maintenance, and support are included in the fee.

Your organization will see both hard and soft dollar cost savings as operations become more efficient through the Professional Systems document management solution:

Save time: The cost of searching for and retrieving information decreases dramatically when files are available from your desktop. The Professional Systems document management solution is user-friendly and easy to learn. Staff members will quickly be able to serve clients more rapidly and efficiently. Time lost searching for, retrieving, and re-filing records becomes a thing of the past.

Records can be shared among users, even if they are in different locations. Time is not lost transporting files.

Save space: Your business information must be retained for many years for regulatory, auditing, and tax purposes. Conversion of paper documents to electronic formats significantly reduces the amount of storage space required for records.
Storing information in a central repository eliminates the need for off-site storage of archived records. Also, valuable floor space can be freed up for other uses.

Streamline operations: Professional Systems' electronic document management solution is designed to give staff members powerful and easy tools that will expedite communications. Customer care is greatly enhanced while support costs are reduced.
Faxed, e-mailed, or digital documents can be viewed on screen and may never need to be printed to paper. In addition, administrators have the ability to control and track all records access.

Call or e-mail today to request more information. One of the Professional Systems team of document management experts will be glad to answer your questions and can provide a free analysis based on your organization's specific needs and workflow.

Here's what the records manager of a county health department says about us:
"We have used Professional Systems USA as our Imaging, Electronic Document Management providers since July 1, 2003. The solution has given us ease of access to our documents as well as providing us with a disaster recovery plan in the event of a catastrophe. The solution is simple to use. The staff of Professional Systems USA has provided us with excellent support. They are available, and responded quickly when we called, e-mailed, or faxed our questions."

The database administrator for health sciences at a major university says:
"Like many corporations and educational institutions, we are required by law to keep voluminous quantities of records, and much space is consumed by their storage. Space constraints caused us to seek an alternative which offered security of the information, an adequate backup/disaster recovery system, and easy access to information. The solution offered by Professional Systems USA has met all of these requirements.

"Using the solution which they have provided, our records are maintained under the highest level of security and are available within seconds using a Web based application. The stored material is dynamic and allows us to add and delete records or modify indexes as needed.

"We have been able to reallocate large amounts of space to more productive use and have freed personnel from the drudgery of locating archived material.

"The support given to us by representatives of the company has also been superlative. Good training is provided, and the representative visits the site often to orient new users and support existing users. Questions or problems are dealt with immediately and efficiently, and help is always available."

The administrator of a health center says:
"I have been working with the staff at Professional Systems USA, Inc. since the fall of 2002, initially utilizing them as a supplier of medical record chart supplies and labeling software, and later adding (their) electronic information storage solution.

"I have been very happy with their services and customer support. Training for both software systems was conveniently provided onsite, and their friendly customer service representatives have been easily accessible for our follow-up questions and concerns."

The manager of a large cardiology clinic says:
"The solution has given us ease of access to our documents as well as providing us with a disaster recovery plan in the event of a catastrophe.. . . .We are pleased with the quality of the images that have been produced."