1099 Login
What Are Confidential Document Scanning Services?
A confidential document scanning service is an outsourced digitization program that converts sensitive paper records into secure digital formats. Sensitive paper records are usually legal files, medical records, personnel files, and financial documents. Confidential document scanning has to include chain of custody controls, encrypted file transfer, access-restricted facilities, and certified document destruction.
The Five Security Controls That Define a Confidential Scanning Vendor
1. Chain of Custody Documentation
Chain of custody documentation tracks the physical location and handler of every document from client pickup through final delivery or destruction. Confidential scanning vendors provide chain of custody records for client audits.
2. Non-Disclosure Agreement (or BAA)
Before any client documents change hands, a confidential scanning vendor should execute a Non-Disclosure Agreement (NDA). For organizations that need to comply with HIPAA, a Business Associate Agreement is required. These agreements should define how your records are handled, who can access them, and what happens if that agreement is breached. See how Tab Service handles HIPAA-compliant document scanning for healthcare organizations.
3. Encrypted File Delivery
Encrypted file delivery means completed scan files are transmitted through a password-protected secure portal using SSL/TLS encryption.
4. Physical Facility Access Controls
Physical facility access controls restrict entry to authorized staff only and require constant security camera monitoring.
5. Certified Document Destruction
Certified document destruction is the secure shredding or cross-cut destruction of original paper documents after successful digitization; it is accompanied by a written certificate specifying the date, method, and volume of materials destroyed.
What Types of Documents Require Confidential Scanning?
Confidential scanning is appropriate for any paper records containing personally identifiable information (PII), protected health information (PHI), privileged legal communications, or proprietary business information. Common document types include:
Government and public agency records — subject to state and federal records management statutes governing retention periods and destruction authorization
Medical records and patient charts — subject to HIPAA Privacy and Security Rule requirements; vendors must execute a BAA before handling any PHI
Legal case files and contracts — subject to attorney-client privilege and contractual confidentiality obligations; chain of custody documentation is required to preserve privilege
Personnel files and HR records — contain Social Security numbers, compensation data, and performance information; access must be restricted to authorized personnel at all stages
Financial records and loan documents — subject to Gramm-Leach-Bliley Act (GLBA) requirements; encrypted delivery is a compliance obligation for financial institutions
Insurance claims and EOB documents — contain both PHI and financial account information, triggering HIPAA and GLBA handling requirements
Student records and transcripts — subject to FERPA requirements; disclosure without student consent is a federal violation
How to Evaluate a Confidential Document Scanning Vendor
Before engaging a scanning vendor for confidential records, ask these questions and require documented answers:
- Will you sign a BAA or NDA before the project begins?
- Can you provide a written chain of custody procedure covering transport, facility handling, and delivery?
- How are completed scan files delivered, and what encryption protocol is used?
- What physical access controls restrict entry to your document processing facility?
- Are you SOC 2 Type II compliant?
- Do you provide a certificate of destruction?
SOC 2 Type II Compliance and What It Means for Confidential Scanning
SOC 2 Type II is an independent security audit conducted by a licensed CPA firm. It evaluates a vendor’s security controls over a period of time. That’s what separates it from SOC 2 Type I, which only looks at controls on a single day. For confidential document scanning, SOC 2 Type II is the most meaningful third-party security credential a vendor can hold. Tab Service’s SOC 2 Type 2 audit is conducted annually by Plante Moran and is available for review under mutual NDA.
Confidential Document Scanning at Tab Service Company
Tab Service Company is a Chicago-based business process outsourcing provider with more than 65 years of operational history. The company serves healthcare, legal, financial services, higher education, and benefit fund administration clients nationally from its facility at 6846 W North Ave, Chicago, IL 60707.
Tab Service is SOC 2 Type II compliant, audited annually by Plante Moran, and operates as a HIPAA-compliant business associate. Tab Service Company is fully compliant with SOC 2 Type II, HIPAA, GDPR, CCPA, and FERPA.
Every confidential scanning project at Tab Service includes tracked chain of custody from client pickup through secure portal delivery, human quality control review before file delivery, SSL/TLS-encrypted file transmission, and certified document destruction with a written certificate issued upon request.
Related Reading
