PHHP

PHHP Document Scanning Preparation Form

In order to ensure proper scanning and filing of electronic documents certain steps have to be taken in the preparation of the paper documents.

Please follow the steps outlined below:

1. Organize documents to be scanned in uniquely-labeled file folders placed in a standard file box. Each file folder will be scanned into a a single multi-page document. The document will be named, in part, from the label on the file folder. Each document will be placed in a folder named for the box label.
2. Read the terms of the service agreement
3. Attach the form generated at the end of this application to each box
4. Bring the file box(es) to room DG 110 for scanning

Service Contract
Service Contract Information Technology Document Scanning Services Customer Conduct Information Technology Scanning Services may only be used in compliance with HIPAA rules and regulations. Document retention must follow state and federal policies. (Reference UF Privacy Manual; Operational Guidelines; "Retention, Archiving and Disposal of Patient Information") Refusal or Discontinuance of Service Information Technology reserves the right to refuse or discontinue all or part of the service without notice if you engage in any conduct or activities that Information Technology believes violates any University, State or Federal rule or regulation or deemed to place the University or college at risk. Warranties Information Technology warrants that scanning equipment is maintained to reasonable standards under third party maintenance contracts and to meet its requirements of HIPAA sensitive information. Information Technology warrants that the service will be uninterrupted until it is no longer needed. Information Technology can not guarantee that scanned information will be completely error free. Customer will be required to follow a set timeline in the conversion process by verifying that the data scanned from paper to electronic format is acceptable before the next step in digital conversion is done. Backup of Data All information scanned by Information Technology will be on recoverable from the server which is maintained in a secured IT controlled area. Operator Training Employees hired for the scanning project and their supervisor will undergo training in regards to University, State & Federal document retention standards and guidelines.
I agree to the terms of the service contract detailed above
Requester Info
After reading and accepting the terms of the Service Contract,please enter your UFID and hit the 'Continue' button
UFID #	(8 digit code... No '-' please)