Lake Image Systems: HIPAA Compliance Production Reporting
Tuesday, October 22, 2002
Lake Image Systems - With regulations requiring privacy protection of personalized information playing such an important role in today’s document processing environment, we have developed a suite of solutions which enable document processing and mailing organizations to verify and prove that they have printed, inserted and mailed their documents correctly. From application specific to enterprise wide implementations, these solutions enable our clients to compare the accuracy of processed documents (during printing, during inserting, or on inserter output), in real-time, versus the print file, database or control file of expected documents. These solutions provide reporting of missing, duplicate, out of range documents and enable immediate reconciliation of inaccurate pieces. Our traditional mailing integrity solutions such as: matched mail inspection, plastic card & carrier document matching, inserter output scanning, in-line read & print personalization (with document tracking) have provided us the data acquisition knowledge to apply simple to use and robust solutions for ensuring the privacy and accuracy of personalized documents. We have now expanded these solutions to immediately identify missing, duplicate or inaccurate documents, in real time, by comparing the documents being processed on a device (such as an inserter) with the actual print file information used to generate the documents. If the documents are being processed in the same order as they were printed or in sequential (control number) order, each read/scan by the data acquisition equipment is compared to the print file information to immediately identify if it is a duplicate or out of sequence document. Upon identification of a defective document, the processing equipment can be stopped for manual reconciliation or a divert gate can be triggered to remove the defective piece from production. If the documents are not processed in the same order as printed, the solution will compare all reads/scans to the data file and the same reports of missing, duplicate and all documents processed are provided upon completion of the job or batch. The most common implementation of these solutions consists of implementing a camera or scanner at the final production point possible prior to mailing sensitive documents. For most processes, this would be at the output of the inserting device. At this location, we would install a camera or scanner to read a unique identifier (in human readable, 2-D symbology, bar-code, or invisible ink) through the window of the stuffed envelope. This unique identifier is a pointer to the data file indicating for whom this specific document is intended. Once decoded, the identifier is verified versus the "print file" which is loaded into the inspection device to assure that the document is not a duplicate and is valid for the specific job. Upon job or batch completion, the solution provides the reports of missing, duplicate, out of range and all documents processed. When jobs are batched between multiple pieces of equipment, the Gandlake/LIS Mail Serve product can reconcile data versus the print file, real time, across multiple pieces of equipment. Of course, the production reporting structure will reconcile the data from each device into formal summary reports and can also provide productivity reports for each device. The Mail Serve solution also generates a remake file for all the missing, damaged or uncompleted documents during a production run.