I pointed out that they would have to spend a Saturday purging files. The first thing we did was to examine the files and determine what needed to be scanned. The amount of duplicated documents that our files contained was an eye opener. The same medical records were in the medical records section of the file, attached to the settlement demand letter, and attached to the Requests for Production Response sent to our friends at the defense firms. We set up procedures for the secretaries to follow when they close files.
Duplicate documents are to be purged.
Paper clips and other items that can not be scanned are removed. Items that should not be destroyed such as original deeds are put in a separate file for permanent storage. The file is scanned and stored on the network hard drive. The original file is sealed and placed in the file rack in our copier room. After two weeks, the original file is destroyed.