Convert Paper Medical Records to Searchable Digital Files
Our CannyScan digitization service converts all of that into searchable, indexed digital files, integrated with CannyECM for storage, access control, and compliance.
The Paper Problem in Hospitals
Paper doesn't go away just because you buy an HIS system. These are the realities we see in every hospital we work with.
Basement storage rooms full of old patient files, some going back 15-20 years
Lab reports printed and filed manually, often misfiled or placed in the wrong patient folder
Insurance claim forms photocopied and stored in binders; retrieving one claim takes 30+ minutes
Fading ink on old records; the older the record, the harder it is to read
Physical space costs keep increasing. More patients mean more paper, more filing cabinets, more storage rooms
How CannyECM Digitizes Hospital Documents
We use a combination of hardware integration, OCR, and intelligent classification to turn paper into searchable digital records.
Bulk Scanning Integration
Connect your existing high-speed scanners: Kodak, Canon, Fujitsu, or whatever you already have. Set up scanning stations at reception, medical records, or any department. Documents are scanned in batches and processed automatically.
- Works with existing scanner hardware
- Batch scanning for high-volume processing
- Automatic image cleanup and enhancement
- Duplex scanning support
OCR for Printed and Handwritten Medical Forms
Our OCR engine reads text from scanned documents: printed forms, typed reports, and even handwritten notes. It extracts patient names, dates, ID numbers, and other identifiers so you don't have to type them manually.
- 99%+ accuracy on printed text
- Handwriting recognition for common medical forms
- Multi-language support
- Barcode and QR code reading
Auto-Classification of Document Types
The system identifies what type of document it's looking at: lab report, consent form, discharge summary, prescription, insurance form. It tags the document automatically so you don't have to classify every single scan manually.
- Identifies document type from content and layout
- Custom classification rules per hospital
- Accuracy improves with usage
- Manual override always available
Legacy Record Migration
Moving years of paper archives into a digital system is a project, not a feature. Here's how we handle it.
Assessment & Planning
We visit your storage facility, assess the volume of records, identify document types, and create a digitization plan with timelines and resource requirements.
Scanning & Processing
Records are scanned on-site or at our secure facility. Each document is processed through OCR, image cleanup, and quality verification before being uploaded.
Metadata Mapping
Using a CSV template, we map existing metadata (patient ID, date, department) to the digital system. This ensures every migrated document is properly tagged and searchable.
Verification & Handover
Every digital copy is verified against the original. No data loss; originals can be spot-checked against digital copies. We provide a complete audit report of the migration.
No data loss guarantee: Originals can be verified against digital copies at any point during or after the migration. We provide a CSV-based bulk import with metadata mapping so every document is properly tagged from day one.
What You Can Search After Digitization
Once your records are digitized, you gain search capabilities that paper can never provide.
All searches are logged in the audit trail for HIPAA compliance. Search results respect role-based access controls.
Ready to Go Paperless?
We'll assess your paper archives, estimate the digitization timeline, and show you what the searchable system looks like once it's done. No commitment required.
Request Free Assessment