Our Process

Our Process for Making Your Data Sit and Stay

The key to consistent success — whether training your dog or building your business — is repetition, repetition, repetition. At The Common Source, we implement the same proven system time and again. Our processes and procedures follow recognized industry standards, including the International Organization for Standardization (ISO), Six Sigma and HIPAA.

Every interaction we have with your data is thoroughly documented. We follow prescribed steps and standards to ensure that every single page is correctly scanned and indexed. We also submit to annual audits and random checks of our processes and procedures. To date, we have never been cited in our annual audits for non-conformance issues.

ISO Certified for Quality Management

The International Organization for Standardization (ISO) publishes quality standards for products, services and practices in a variety of industries around the world. ISO 9001:2008 (part of the 9001 family of standards) sets out the requirements of a quality management system. They include:

  • Establishing a set of procedures that cover all key processes in the corporation.
  • Monitoring document management processes to ensure they are producing quality product.
  • Keeping proper, consistent records.
  • Checking outgoing product for defects, with appropriate corrective action where necessary.
  • Regularly reviewing individual processes and the quality system itself for effectiveness.
  • Facilitating continual improvement.

The Common Source has been ISO certified since 2005.* While these standards are voluntary, we truly believe that the requirements outlined above are central to running an efficient and effective document management company.

The Six Sigma Philosophy

President and Founder Ann Zdansky designed The Common Source's quality assurance process based on the skills she learned as a Certified Six Sigma Black Belt (CSSBB). Six Sigma is a disciplined, data-driven approach and methodology for eliminating defects in any process. According to the Six Sigma Academy, Black Belts save companies approximately $230,000 per project by reducing errors and inefficiencies.

100% HIPAA Compliant

In 1996, the U.S. Congress enacted the Health Insurance Portability and Accountability Act (HIPAA). The primary purpose of HIPAA is to outline circumstances in which an individual's protected health information may be used or disclosed by covered entities. The Common Source has been 100% HIPAA compliant since 2007.

Achieving HIPAA compliance requires dedication and commitment. It requires that every member of The Common Source staff, from receptionist to president, has successfully completed the HIPAA Privacy & Security Training Program, passed the exam and received their HIPAA Certificate of Completion. We maintain HIPAA compliance as part of our commitment to the safety and security of each and every client of The Common Source. This certification also enables us to assist hospitals, medical facilities and doctors' offices with medical coding, scanning and electronic health records (EHR).


* A company or organization that has been independently audited and certified to be in conformance with ISO 9001 may publicly state that it is ISO 9001 certified. Two types of auditing are required to become certified to the ISO 9001:2008 standard: auditing by an external certification body (external audit) and audits by internal staff trained for this process (internal audits). The aim is a continual process of review and assessment to verify that the system is working as it's supposed to, to find out where it can improve and to correct or prevent problems identified. It is considered healthier for internal auditors to audit outside their usual management line, so as to bring a degree of independence to their judgments.

The ISO 9001:2008 standard uses the process approach. While auditors perform similar functions, they are expected to go beyond mere auditing for "rote compliance" by focusing on risk, status and importance. This means they are expected to make more judgments on what is effective, rather than merely adhering to what is formally prescribed.

Bona Fides.