Document Scanning

Since 2005, TierFive has helped businesses eliminate paper clutter, reclaim office space, and reduce labor and storage costs—securely and hassle-free. We are HIPAA, ISO, and SOC2 certified, with background-verified staff. Our per-document scanning services are fairly priced per image and we include everything needed to convert paper files into searchable digital records. Using high-speed production class scanners and advanced technology, we ensure optimal quality and accuracy.

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Competitive Pricing

We offer competitive pricing across all project sizes and work with you to find a plan within your company’s budget.
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Free Consultation

Give us a call at (888) 547-2267 and talk to one of our specialists to receive a free consult and find out if we can help you.

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Certified Secure

TierFive is HIPAA, ISO, and SOC2 certified our staff is background verified. Our facility & data storage are standards compliant. Security is our priority.

Expertise Matters

When it comes to document scanning, experience isn’t optional it’s everything. TierFive has been a trusted leader in secure document scanning and digital conversion for decades. We understand that document imaging is more than just scanning—it’s the foundation of operational efficiency, cost reduction, and compliance. Our experienced team delivers your organization accurate, high-volume scanning solutions. With certified processes, enterprise-grade technology, and a proven record of success. Organizations that take their vital records seriously choose TierFive because expertise matters when every document counts.

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20+ Years of Experience

Trusted by thousands of businesses nationwide to scan, digitize, protect, their vital records.

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Full-Service Scanning

From pickup to digital delivery, we handle everything so you don’t have to.

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Enterprise-Grade Quality Control

Every file is reviewed by trained specialists to ensure accuracy and completeness.

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Certified & Compliant

HIPAA, ISO 27001, and SOC 2 certified—your data stays secure and audit-ready.

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Transparent Pricing

Simple, on budget per-document pricing with no hidden fees or surprises.

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Secure Chain of Custody

Your documents are tracked and secured from pickup to digital delivery.

Store & Manage Digital Documents Securely

Free up space. Turn rooms of files into searchable digital images.

The Benefits of Scanning

Let’s be honest if you’re not in the paper storage business. Every filing cabinet, banker’s box, and off-site storage is a liability that wastes space, labor, and productivity. TierFive transforms your archives into secure, text-searchable digital files delivered on encrypted media, via SFTP, or hosted in Cirrus File Server for instant access. Free up valuable floor space, to add revenue-generating staff, and eliminate retrieval delays. Turn your paper storage frustrations into operational efficiency and savings that hit your bottom line.

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Reclaim Office Space

Eliminate file cabinets and paper clutter—use that space for people, not storage.

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Find Documents Instantly

Stop digging through paper. Search and access any document in seconds.

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Boost Security & Compliance

Keep documents encrypted, access-controlled, and audit-ready—unlike paper.

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Disaster Recovery

Protect critical files from fire, flood, or accidental loss.

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Cut Storage & Labor Costs

Say goodbye to offsite storage fees and manual file handling.

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Eliminate Bottlenecks

Digital documents let your team move faster

We quote accurately and stay on budget

Comprehensive Document Scanning Services

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Document Scanning

TierFive converts your paper files into secure, searchable digital documents. From HR records to contracts, we scan, OCR, and deliver files ready for instant access—saving you space, time, and compliance headaches.

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Large Format Scanning

We digitize oversized documents like blueprints, engineering drawings, and site maps with precision and clarity. Perfect for construction firms and architects who need detailed, shareable files without bulky storage.

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Indexing Services

Make your scanned files easy to find with smart indexing and metadata. Whether it’s client names, dates, or invoice numbers, we organize your documents to match how your business works

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Back File Scanning

Stop paying for offsite storage… we can convert thousands of boxed records into digital files. Ideal for companies with years of storage who need fast access, better compliance, and lower costs.

Microfilm Scanning

TierFive brings your microfilm and microfiche into the digital age. We scan, enhance, and convert legacy records into searchable, high-quality digital formats.

Secure, Scalable Document Scanning Services for Your Business

Let TierFive Handle Your Backlog So You Can Move Forward

The Scanning Process

TierFive transforms paper archives into secure, searchable digital files through a verified, end-to-end workflow. Each project maintains full chain-of-custody tracking and multi-stage quality control aligned with HIPAA, ISO, and SOC2 standards. Using advanced imaging, OCR, and AI-driven metadata recognition, we ensure accuracy, clarity, and compliance. Final files are encrypted, validated, and ready for seamless import into OnBase, Cirrus File Server, OpenText, or Laserfiche and others.

Step 1 - Document Collection (Click + to Expand)
The scanning process begins when TierFive collects your records. You can either ship boxed files directly to our secure facility or schedule a pickup with our background-checked staff. We can even remove the files from your filing cabinets and create a manifest on-site. Upon receiving every box is labeled, barcoded, and logged to establish a complete chain of custody, ensuring the safe handling of your records from start to finish.
Step 2- Receiving
When your documents arrive at our secure facility, we initiate a structured receiving process designed to ensure accuracy, security, and full accountability. Shipments are carefully staged and organized, and each box is inspected for physical condition, label accuracy, completeness, and alignment with the provided packing list. Our team confirms box counts, documents any discrepancies, and promptly communicates any issues to you. Once verified, each box is assigned a unique barcode and entered into our secure tracking system. This enables real-time visibility and allows us to quickly locate and retrieve any specific box—should you need access to a record during processing.
Step 3 - Document Preparation
Once received, your documents are carefully batched and prepared for scanning. This is a vital part of the scanning process and the experience our team has removing all staples, paper clips, sticky notes, bindings, straightened folded pages, sorting, and organized into scanning order is a . Low-prep documents may only need a few staples or clips removed. Medium-prep files might have more fasteners, minor folds, or small tears. High-prep materials often include heavy stapling, posting small pages, damaged or fragile pages, and require extra care, including flattening, taping. Fragile or co-mingled oversized materials are flagged for manual handling with specialized glass flat or carrier sheets. Separator sheets or barcodes are inserted where needed to distinguish folders and files.
Step 4 - High-Speed Document Imaging
TierFive’s experienced scanning technicians operate high-resolution, production-class scanners to ensure the digital image of every document is digitized with exceptional accuracy. Our advanced imaging systems produce clean, consistent images while automatically adjusting for page size, alignment, and background noise. Throughout the process, our technicians remain hands-on—actively monitoring image clarity, contrast, gamma, and pagination in real-time to catch and correct issues as they happen. All equipment is maintained by on-site, manufacturer-certified service technicians, and we stock critical wear parts along with dedicated backup units to ensure uninterrupted, high-quality performance. We support high resolution bi-tonal black & white, grayscale, and color scanning, and typically provide output in TIF, PDF, PDF/A, TIFF, or JPEG formats.
Step 5 - Image Enhancement
TierFive’s production scanners utilize Tungsten Automations Kofax VRS Elite (Virtual ReScan) which serves to further enhances image quality by automatically cleaning up scanned documents, removing background noise, smudges, and shadows to produce sharp, professional-grade images. It adjusts brightness, contrast, and clarity to deliver consistent output across documents, even when originals vary in condition or paper quality. VRS optimizes deliverable file size by preserving and optimizing color. These enhancements not only result in cleaner, more uniform images but also significantly improve OCR accuracy. Kofax VRS is a costly yet defining feature of our services that few others include but helps us to ensure a higher standard of digital conversion.
Step 6- Advanced Image Processing
After scanning, we further enhance your digital files to ensure they’re clean, usable, optimized and compliant with relevant industry requirements. This phase includes de-skewing tilted pages, correcting page orientation, and removing blank pages to streamline file structure. Edges and borders are cropped, background noise is cleaned up, and brightness and contrast are adjusted to improve legibility. The process may also include hole punch removal, image sharpening or smoothing, and color mode optimization to convert unnecessary color pages to grayscale or black & white. Sensitive information can be redacted for compliance, and OCR is often applied to make files fully text-searchable. These enhancements re another defining feature of our services they not only improve visual quality but also ensure the digital files we product for our clients are efficient, regulatory compliant, and easy to work with in any system.
Step 7 - Indexing & Metadata Validation
After imaging, TierFive’s experienced operators index and name your files with values such as names, ID numbers, dates, or reference codes directly from the digital images best ensuring that template required keywords and metadata values are accuracy and consistency related to each image. While tools like zonal OCR may be used in some cases due to real world variables we do not rely solely on them for image validation. Instead indexed value verification is performed in a manual key-from-image process to best ensure accuracy, consistent indexing and logical organization. To guarantee accuracy, for mil spec projects we may also apply a double-blind data entry method followed by verification and validation checks.
Step 8 - Ai Metadata Recognition
TierFive’s AI technology, powered by our proprietary LLM models, can be utilized to enhance accuracy and efficiency throughout the metadata extraction process. Operating entirely offline, our AI uses advanced computer vision to analyze document layout elements—such as headers, tables, logos, and form fields—and matches these structural patterns against a library of predefined document type templates. Once the document type is identified, the system applies natural language processing (NLP) and entity recognition to extract the required metadata fields—such as names, dates, ID numbers, reference codes, and totals. These data points are then automatically mapped to the correct metadata fields, even when language or formatting varies across documents. Our AI also applies business logic to validate formats (e.g., date structures or identifier patterns) and assigns confidence scores to each extracted value. Any low-confidence or ambiguous fields are flagged for human review, allowing operators to verify or complete the metadata using our key-from-image process.
Step 9 - Quality Assurance
Each batch of files undergoes a comprehensive, multi-stage quality control process—beginning immediately after imaging, continuing through metadata validation, and concluding with a final human review before delivery. TierFive’s QC team inspects every job for image clarity, completeness, proper file order, alignment, compression integrity, and metadata accuracy. We also perform random sampling, review any flagged exceptions, and resolve discrepancies to ensure every file meets strict quality and compliance standards. Our QA protocols align with HIPAA, ISO, SOC 2, and other industry regulations. Once approved, files are logically organized into folders using your preferred naming structure. We deliver output in standard delimited ASCII, native file formats, or convert directly into the format required for ingestion by your enterprise content management system—including OnBase, Cirrus File Server, OpenText, Laserfiche, and many others.
Step 10- Reverse Document Preparation (Optional)
For clients in legal, finance, government and similar industries whom require both digital images for efficient day-to-day operations but must also must still retain the original paper documents for compliance; such as industry-specific wet signature requirements or legacy legal mandates. TierFive offers reverse document preparation. After scanning, we carefully reassemble and re-build each file in its original order. Staples and fasteners can be reapplied, and documents are returned to their original folders or binders. You receive your physical records fully restored—re-stapled, refiled, and placed back in their original boxes—ready for continued use or long-term archival.

Step 11 - Secure Digital Delivery
We deliver your completed digital files and metadata using the method that best aligns with your organization’s security, compliance, and operational requirements. All records are first mastered offline in the specified format, then secured within an AES-256 bit encrypted container. For projects requiring enhanced protection, we offer a cascaded encryption configuration—such as AES–Twofish–Serpent—to create a container with up to 512-bit encryption strength. The encrypted archive is then transferred to a hardware-encrypted external hard drive that is FIPS 140-2 compliant and secured with two-factor authentication (2FA). Alternatively, the encrypted container can be delivered via optical media (including DVD or archival-grade M-Discs), client-supplied USB drives, or through AES-256 encrypted sFTP with TLS 1.3, SSL cipher, and FIPS 140-2 validated compliant secure cloud storage. All deliverables include appropriate folder structures, access controls, and supporting documentation to ensure traceability, auditability, and seamless integration with your document management system. TierFive is HIPAA, ISO and SOC2 certified and our delivery protocols are designed to meet or exceed the data protection requirements of CJIS, FERPA, FISMA, GDPR, FINRA, FADGI, FDA21, HITECH, PCI DSS, and other applicable regulatory standards.
Step 12 - Physical Document Disposition
Once your digital files are approved, we follow your instructions for physical record handling. Documents can be returned, stored short-term 30-90 days, archived, or securely shredded. Our NAID AAA compliant cross cut DIN P-4 level shredding service is deal for confidential and personally identifiable information (PII), including medical records, financial data, employee files, and client contracts. and shreds paper into particles ≤ 160 mm² (typically 3.9 x 38 mm). A Certificate of Destruction is issued and adheres to HIPAA and other industry regulations.

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Would You Like To Know More?

No obligation — we’ll help define your scope, budget, and compliance needs before you commit.

You can contact TierFive for a free consultation or custom quote through the web or by phone at (888) 547-2267

Contact TierFive

Your Trusted Partner for Secure Business Records Scanning

Transform your paper archives into searchable, compliant digital files with TierFive we deliver optimal quality with enterprise-grade security, a verified chain-of-custody, and proven ROI for SMBs and Fortune 500s alike.

Business Records   Scanning Solutions

TierFive provides secure, high-volume document scanning and digital conversion services for small and midsized businesses across every major industry. You’re not in the paper-storage business—your office space and filing rooms can be far better used to generate revenue, not store boxes. TierFive transforms invoices, contracts, HR files, engineering drawings, and client records into searchable, compliant digital archives that streamline daily operations and strengthen data security. We scan for all small medium and large size businesses local medical groups, schools, regional banks, credit unions, retail, manufacturers, law firms, and even Fortune 500 corporations, delivering enterprise-grade imaging, indexing, and compliance to every client we serve. Each project follows a verified chain of custody and meets SOC 2, HIPAA, and ISO 27001 standards—giving you the same protection and quality expected by leading enterprise organizations nationwide.

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Healthcare & Insurance

Patient charts, billing files, HIPAA forms, EOBs, claims packets, credentialing records, and provider contracts.

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Legal & Judicial Services

Closed Case files, pleadings, discovery materials, contracts, corporate filings, billing expenses and compliance documentation.

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Financial Services, Banking & Accounting

Loan packets, audit binders, tax returns, AP/AR ledgers, purchase orders, invoices, and balance sheets. remittance checks and payables

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Manufacturing, Engineering & Construction

Large format Blueprints, CAD drawings, QA forms, safety manuals, equipment certifications, inspection records and as built plans.

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Real Estate & Property Management

Lease agreements, escrow packets, tenant applications, inspection reports, rent roll, title files, and property maintenance logs.

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Utilities, Energy & Infrastructure

Service agreements, system schematics, equipment manuals, environmental reports, compliance certifications, and maintenance documentation.

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Transportation & Logistics

Bills of lading, manifests, driver qualification files, DOT compliance forms, and shipment logs.

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Retail, Franchises & Hospitality

Vendor contracts, inventory sheets, safety audits, HR documentation, and franchise operations files.

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Nonprofits & Foundations

Donor records, grant applications, financial reports, fundraisers, accounting records, membership files, and board meeting minutes.

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Corporate, Administrative & Executive Offices

Policy manuals, project documentation, correspondence, leadership communications, and strategic plans.

California’s Leading Document Scanning Partner for Local Government

Let TierFive handle your backlog—securely, efficiently, and in full compliance with HIPAA, SOC 2, ISO 27001, and CJIS standards.

Government Records Scanning Solutions

TierFive provides professional document scanning and digital conversion services for city, county, and state agencies across California. We work under NDA and do not disclose our clients. Our secure imaging workflows help municipalities eliminate paper, protect sensitive records, and modernize their operations while maintaining full compliance with retention laws and public access requirements. Each project follows a verified chain-of-custody and audit trail, ensuring adherence to CJIS, HIPAA, SOC 2, and ISO 27001 standards. We deliver fully indexed, searchable digital files ready for import into Cirrus File Server, Laserfiche, OnBase, OpenText, and other leading content management systems—and chances are, we’ve already scanned for the city next to you.

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City Clerks, Records Managers

Risk management, Meeting minutes, resolutions, contracts, claims, retention schedules, policy files, insurance certificates, and correspondence.

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Community Development

Building & planning permit applications, plan sets, zoning cases, environmental reviews, CEQA files, engineering drawings, inspection reports.

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Public Safety & Law Enforcement

Police reports, incident files, dispatch logs, evidence documents, investigative case files, citations, and certifications.

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Education School Districts

Student cumulative files, transcripts, enrollment forms, attendance logs, IEP/504 documents, personnel files, and board minutes.

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Public Works & Utilities

Service contracts, GIS maps, infrastructure plans, compliance reports, maintenance logs.

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Building, Safety & Engineering

Building permits, plan sets, inspection reports, zoning applications, environmental reviews, engineering drawings, code enforcement files.

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City Managers & Department Heads

Strategic plans, departmental budgets, policy binders, performance metrics, and correspondence archives.

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City, County & State Agencies

Council minutes, resolutions, public records, ordinances, permits, zoning maps, engineering drawings, inspection files, and departmental archives.

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Government Finance & Accounting

Audit binders, budget ledgers, purchase orders, payroll records, invoices, reconciliations, tax filings, and expenditure reports.

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Courts & Legal Departments

Closed Case files, pleadings, exhibits, discovery records, Unsolved Legacy Cases, contracts, and judicial orders.

Secure Digitization of Your Departments Vital Paper Records

Protect your departments most critical vital documents. TierFive  delivers secure, compliant digital paper conversion for HR, Accounting, Legal, and Operations records with full chain-of-custody verification for SMBs, regional offices and Fortune 500s alike.

Departmental Records Scanning Solutions

Departments generates essential paper records to keep corporate operations running but storing, managing, and retrieving paper drains time, space, and money.  Studies show that employees spend up to 30% of their workday searching for information, and 1 in 20 paper records is misfiled, lost, or misplaced permanently. TierFive is deeply familiar with the types of documents your team handles every day; from HR files and accounting ledgers to permits, contracts, and pension forms. We’ve helped thousands of organizations departments nationwide to eliminate costly paper inefficiencies. Our secure scanning and indexing workflows convert paper archives into searchable digital files that reduce labor, protect sensitive data, free up floor space for more associates and help ensure compliance. By partnering with TierFive, you can stop managing paper and start measuring progress. TierFive’s is SOC2, HIPAA, and ISO 27001 certified.

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Accounts Payable & Receivable

Vendor invoices, purchase orders, remittance checks, payment authorizations, expense reports, credit memos, and reconciliation records.

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Taft-Hartley Administration

Union membership applications, employer contribution reports, audits, eligibility forms, grievance, beneficiary and correspondence.

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Customs & Trade Compliance

Import declarations, export licenses, tariff classifications, bonded warehouse filings, inspection certificates, broker correspondence, and audit trails.

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Procurement & Supply Chain

Purchase requisitions, vendor bids, material orders, delivery receipts, contracts, inventory counts, and quality inspection records.

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Facilities Management

Work orders, maintenance logs, vendor contracts, property inspection reports, floor plans, lease abstracts, and environmental compliance.

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Human Resources Department

Employment applications, I-9s, resumes, onboarding packets, benefits enrollment forms, performance reviews, disciplinary records, and termination documentation.

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Operations & Production

Standard operating procedures, equipment calibration, manuals, production schedules, safety audits, and quality control forms.

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Title Plant Insurance

Title abstracts, preliminary reports, deed records, chain-of-title histories, escrow packets, lien releases, survey maps, and recorded instruments.

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Benefits & Pension Administration

Enrollment forms, pension statements, COBRA, medical dental plan files, beneficiary, retirement elections, dependent and QDROs.

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Import & Export Compliance

Bills of lading, customs declarations, shipping manifests, certificates of origin, packing lists, broker filings, freight invoices, and compliance documentation.

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Microfilm Scanning Professional microfilm digitization converts 16mm and 35mm reels rolls aperture and fiche into indexed, permanent digital archives.

Records Management streamlines secure digital access for organized, compliant, and instantly accessible business documents.

Cloud Hosted Documents may be securely accessed anywhere with cloud document management via the leading Cirrus File Server encrypted, searchable, compliant.

Scan-On-Demand Fast, secure service delivers requested files digitally reducing retrieval time, storage costs, and manual handling.

Scanner Maintenance manufacture authorized factory trained scanner maintenance and break fix repair keeps your imaging equipment production-ready.

Daily Mail Scan Service Automated mail scanning digitizes incoming mail daily for fast, paper-free digital mailroom delivery.

Document Storage for inflight imaging projects provides barcode tracking, climate control, and fast scan-on-demand retrieval.

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Managed IT Services TierFive delivers an enterprise-level. cost-effective Managed IT Services, Security, and Consulting services  designed for your businesses. 

AI for Business Documents automating data extraction, classification, and compliance for faster, smarter workflows.

We use advanced encryption to safeguard client data throughout every stage—from scanning and storage to transmission. Our robust encryption protocols adhere to HIPAA’s stringent security standards, ensuring that sensitive patient data remains secure at all times.

Access Control ensures that only authorized personnel can access sensitive medical records. By utilizing role-based access and multi-factor authentication, we strengthen security and prevent unauthorized data access, maintaining full HIPAA compliance.

TierFive’s Facility Security includes electronic access control, 24/7 surveillance, 3rd party contracted security, key code restricted access, and secure egress systems designed to protect both paper-based and digital records. Our best practices security measures help to best ensure sensitive information stays safe.

Background Screening
TierFive’s designated scanning personnel have passed California DOJ Live Scan fingerprint background checks, ensuring they meet the clearance level required for work with law enforcement, public sector, and regulated industry clients.

Confidentiality
All PBSA verified and CA Live Scan–cleared personnel also sign enforceable confidentiality agreements and undergo privacy training. To best ensure that client records are handled with discretion and aligned with state and federal confidentiality mandates.

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