Security for Data Entry Projects and Forms Processing

Document Security

Client original source documents are NEVER distributed to data entry operators. All documents are first scanned using high-speed document scanners. Data is then either extracted using text recognition methodologies or is keyed from scanned image. When required, we utilize the services of a certified document destruction firm to dispose of client source documents, thus further insuring documents do not fall into the wrong hands.

Scanning at Your Site

In those cases where document security is crucial and volumes are large enough, we will bring our own scanner and scanning operator to your site and perform all scanning in your offices.

Data Security

The bulk of our keying and/or text verification is performed from image over a private network. We use a thin client model, which means that all work is done on the central servers. NOTHING ever leaves our servers. Images, data, and all processing stay on the central servers. Data entry operators do not have the ability to print or download images or data.

Disaster Recovery

Axion's production systems are housed in TWO off-site data centers -- a primary site and a second "hot backup" site 15 miles away featuring 100% redundancy of equipment and systems. All data on the primary site is backed up nightly, thus insuring rapid failover capability in case the primary site ever becomes unavailable. To provide redundancy in Internet connectivity, both the primary and the backup sites are served by multiple backbone providers, insuring minimal downtime if any.

Privacy

As mentioned above, source documents are not distributed to data entry operators, nor can they print or download images. As an added measure, when privacy requirements demand it, we can even split the source document into multiple TIF images or image snippets, and give different parts of the document to different groups of data entry operators. Thus, a single data entry operator would never have access to an entire document. For example, one group of operators can be assigned to enter just applicant names, another can be assigned the social security numbers, dates and telephone numbers, and a third group can be assigned everything else. In addition, we utilize the services of a certified document destruction firm to dispose of client source documents when required.

Confidentiality

As discussed above, nothing ever leaves our servers and we can have different data entry operators process different parts of each document, thus making it impossible for any one person to have access to all the information on a single document. Furthermore, our data entry contractors work independently from remote locations, typically do not know each other, and do not have the ability to communicate or exchange information. This combination of factors results in even better security and confidentiality than can be achieved when operators work next to each other in a centralized data center.