Requirement to scan blank page

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Keywords: Blank page

By ,

June 23, 2011 - 1:40 PM

Hi, I would like to get opinion on the requirement to scan a blank page document for Health Medical Records. For your information, forms and notes can be easily found blank document at the back side of the document. Since this document are defined as Legal Document, should it be scanned without the blank page? I was told by somebody, to scan a legal document into digital file we shall maintain 3 things which is the Content, Structure and Sequences. This requirement was so uncertain to me. Therefor I would like to hear your opinion and advise to help me to confirm that it is mandatory to scan back side (with or without blank content). Thank you.
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Submitted by

Wahid,

Since I'm not aware of any litigation on the topic that has set prescience yet, I'm not 100% sure. But the concept of "unaltered original source" would imply that you need to scan back pages weather they are blank or not. Previous BPO clients scanning large volume of medical documents scanned blank pages for this reason, as well as to be sure that page numbering are 100% in sync.

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Submitted by

Hi Chris,
Thank you for your respond. I'm quite agreed with the concept of "Unaltered original Source". I'm still confused to give some explanation to it. But at least I do have some point that I can advise them. Thank you.

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Submitted by

Things to consider:
* modern scanning/document capturing systems can scan all pages (both sides) and automatically remove the truly blank pages (like Captiva Input Accel)
* Just to clarify, blank forms are not the same as blank white pages. In my experience, blank white pages can be removed from the scan if your client has a documented process, audit trails, and reasonable quality checks in place (depending on what your organization, including your lawyers, say is defensible).
* Some organizations retain the original paper copies as the primary legal evidence, and keep the electronic ones for day-to-day use. Others are comfortable enough (depending on the applicable laws and regulations) to keep almost all of the content in digital format only. How far along is your organization in regards to these medical health records? I assume you're organization is heading to the all-digital realm.
* Keeping every blank back-side of a document will cause lots of usability challenges. For that reason, it may be worthwhile to work this out in light of the the laws, regulations, etc... for medical records in your state.

In short, I believe scanning blank white pages is probably not needed as it does not reflect the content, structure, or sequence of "information" in the document (i.e. there is no content on blank pages). However, speak to your legal team and verify your processes/quality checks to make sure you've covered all your bases and the end result is defensible.

Hope that helps.

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Submitted by

Good day to your Mr. Qasim,
Thank you for your replied. Base on your explanation, I'm aware of the credibilities of the scanner and I knew that it is do able.
Your 2nd point is taken. Yes, it is their regulation to set up what's the best and must for their own management. But it is my right to advise them what is right and what is wrong before something bad happen. My concerned was all about the legally thing. In US I was told that as long as legal document are concerned they must scanned everything to make sure document are captured as per original. By the way, does legal only impact to a country or it applied to whole countries. Thank you.

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