Files floating into computer Illustration

It doesn’t matter if your company is large or small; they tend to collect paper. Whether this is for legal purposes, accountability, or one of many other reasons, companies need their documentation. 

Accessibility to those documents and assurances that they are accurate are what usually come to mind whenever the topic of getting organized is brought up at the weekly staff meetings. Having less clutter, being more space-efficient, but still being able to access records quickly, are all desired outcomes of getting organized. Digitizing those documents is an excellent way to achieve those objectives.

So, you could budget capital dollars for expensive scanners and equipment. And, you could invest significant person-hours into writing scanning processes, training staff, and then actually scanning all those documents. 

Or you could outsource this project for an efficient and successful transfer of data. Using an outside source for your document scanning services is a resourceful and cost-effective step for a company drowning in paper. 

River City Data will work with you to create that most cost-effective and beneficial data transfer project. They are just one phone call away at 877-723-3181. 

Piles of files

Here are just 3 of the reasons your company needs to hire a service to scan those documents.

  1. Clear copies and less paper

Say you had your documents scanned, and the digital copy is unreadable? When the original document was used, did it get filed back in the right place? Did it get smudged, spilled on, torn, or damaged in any other way. You can imagine the time that will be spent, the time you have to pay for, trying to find or replace that paper copy. 

Avoid this blunder by using a reputable company that will follow your company’s policies to the letter. The whole point of outsourcing is to make the day-to-day inner workings run smoother, while still maintaining, if not improving, your bottom line, of course. 

The scanned document needs to be as clear and legible as the original for you to trust your new digital data. At River City Data, we ensure the digitized copy of your document will look just like the original.

River City Data scans documents of all types and converts them into a format chosen between you and an advisor. With clear electronic copies available, in some cases, you may be able to destroy those paper copies when complete. That was one of the objectives as well, wasn’t it — save space?

Who can say no to the possibility of recycling thousands to millions of sheets of paper? Well, you can, until you and your River City Data advisor have agreed that is the correct step to take based on legal requirements, tax guidelines, or industry best practices.

Navigate the bureaucracy, man paddling through paper

2. Save time

Time is money – as the saying goes. Start choosing how you spend your time and money by outsourcing your document scanning service needs. 

How much time will a document scanning service save you? It depends on how many documents need to be scanned and organized. The more data there is to input, the more time the service can save you in the long run. A couple of hundred documents may not seem daunting, but how about thousands or tens of thousands? 

In addition to converting your documents to digital copies, we will also collaborate with you to find the most efficient method available for you to retrieve those same documents. We will determine the best way to store and transfer your documents.

Once the optimal storage format is defined, we also determine the best way to index these records to match your business processes and allow for the quickest data retrieval possible–the quickest way to get data in and quickest way to get data out.

Time is money, and the times they are a-changing. Making these changes to your document storage is converting time wasted into time well spent. To keep your business processes ahead of the competition, you will need to accommodate digital data increasingly, and this is the first step. 

3. Save on training

The time and effort needed for training can be simple to not so simple, depending on the skill being taught. It may be easier to train someone how to file in a cabinet, but paper filing is more time consuming and often done wrong. 

Large scale scanning equipment needs specific training and experience, coupled with the instruction to operate the computer and its software. Training someone on scanning and indexing documents may take some more effort, but it will save you time in the long run.

There is another option. Turn those documents over to those that are already trained in converting paper documents to digital. Then take those training dollars and allocate them to another critical area within your company.

3d laptop and folders on white background

To Be Clear

Clean copies, less paper, less time, and saving on training are some of the reasons to outsource your document scanning services. In time you will come to realize if you haven’t already, the importance of digitizing your documents to increase efficiency within your company. 

Leave it to the trained experts, and your digital copies will always be clean and right where you left them. Handling those documents will require less time for storing and retrieving. 

Document Scanning with River City Data

Document scanning is a time-eating task that requires not only the appropriate staffing levels but expertise and the right equipment. River City Data staff has the training, knowledge, and scanners capable of handling a wide variety of document formats. 

In addition, we have in-house dedicated trucks and a large facility to accommodate all your documentation. We remain in control of your documents from pickup through scanning and beyond–putting all your concerns regarding transportation and security at ease. 

At River City Data, you may find our services to be just the ticket to take that next step in moving your company forward into the digital era. Call River City Data for your new scanning service. 

Businessman holding stack of files in storage room

Customer, financial, and legal data may as well be hard currency, just like dollar bills. If you’re running a business, no matter how large or small, your viability depends on your ability to store, sort, and access data. 

If you’ve got blended data formats, you have to efficiently perform data conversion so as not to lose valuable person-hours. It’s better to spend time growing other essential parts of your organization.

The quality of your document storage and retrieval systems can mean the difference between a stress-free year and weekly data headaches in many of your projects and procedures.

So, what happens when you need to transport raw or paper documentation to different CRM platforms, archival systems, vendors, reps, or other company collaborators? Can you trust the data hand-off to deliver accurate information to the people who need it to help make your business go?

At River City Data, Data Conversion is all we do. Your data integrity is our meat and potatoes. 

In this article, we’ll help you discern when to outsource professional data conversion services. Outsourcing this service can assure the accuracy of transferred information for continuous and consistent access and reliability in all your business operations.

When you’re ready to outsource your data conversion, contact us. We partner with you in data integrity, no matter where or how you need to store it or send it.

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To convert or not convert: sample scenarios for nimble decisions

Here three sample scenarios that may warrant a helping hand when switching from hard-copy court docs, medical records, list serves, and more.

Your business may mirror these examples. If so, it may be time to outsource your data conversion. 

 3 Reasons to Outsource Document Scanning Services

Close up of business documents stack on desk , report papers stack

Conversion case #1: Paper to online storage transition in a healthcare office

As more of our business operations become digitized, your file management may need to change with your software. 

For example, say you run a dental or chiropractic office. Depending on how long you’ve been in business, you may have a blend of paper and online patient charts. Both need to be retained and archived. How do you integrate them all for easy access and better patient care?

That’s easy. Hire a data conversion company specializing in high-quality document scanning and storage. You’ll get a complete and organized compilation of all your patients’ info first gathered in manilla folders.

After conversion, you’ll be able to store patient info on your portable drive. You can download into your CRM software for ease of access in the future. Be sure to check that your data conversion partner complies with HIPAA regulations, so your patient info remains protected.

Having a data outsourcing partner in this situation benefits you in several ways:

  • Efficiently delivering documents stored under newer digital patient files
  • File formatting consistency in the transfer of records
  • Compiling, downloading, and storing original databases in ways that seamlessly translate to your new system, with no lost information.

Further, you still have to run your business while the transition roles out. Outsourcing your data conversion means you can service your clients and market your products. Let the experts do all the heavy lifting of data conversion for you. 

Data conversion from paper to digital systems is a temporary challenge. Outsourcing data conversion provides a no-brainer solution within your operating budget without hiring additional staff.

Judge hammer and documents on room background

Conversion case #2: Litigation

It’s a wonder most courts aren’t drowning in paper. From wills to trusts, divorces, and child custody, there’s no shortage of documentation. All that paper must be accounted for in every case, regardless of the specialty.

Having a trusted, high-quality scanning partner means you’ll free up storage space and reduce the need for special equipment and extra staff. 

Leaning on a data conversion specialist gives you a simple solution for storing and archiving all your data within digital systems. Once converted, you’ll be able to attach digital documents to your existing clients inside your CRM systems. 

Be picky when you’re selecting a partner for this kind of conversion task. Make sure you can receive your converted documents in a format that will dovetail seamlessly with your existing software for secure archival and retrieval.

Your data conversion partner should be able to take time to meet and strategize with your IT department. Together, you’ll formulate the best delivery format for your converted files.

Conversion case #3: Insurance

Claims management is the perfect storm in which to have an accurate and reliable data conversion “navigation” system. 

With clients, medical providers, and repair professionals needing quick access to documentation, digitizing your paper files increases your responsiveness and enhances claims service.

Having a trusted data conversion partner enables you to collect claims information and policy orders in both paper and digital formats. You can also compile and store them within your claims management systems for secure and reliable access.

When you strategically delegate document management to an outside partner, you can generate more new business and more adeptly manage your existing client and claims load.

Stay on top of your insurance customer needs, claims compliance, and more with outsourced data conversion services.

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River City Data: When your data needs to come of age.

With state-of-the-art scanning equipment and Kofax Document Conversion Certification, we’ll build a long-lasting and secure relationship with your organization. Our employees are each vetted, put through background checks, and BCA Certified optimizing security unmatched in the industry. 

Our primary goal is to deliver the data conversion services you require reliably, securely, and at competitive pricing that fits your budget. From general office document transfer to the most stringent compliance requirements, we will ensure a smooth transition of your paper documents into your existing digital storage and CRM systems.

We’ll work diligently with you to deliver your converted docs into the formats required within your software. We ensure uninterrupted customer service and business operations, on time and on point.

Contact us today to build out your data conversion strategy in any scope from small to large. We know the value of accurate, readable data you can access and use with ease. We’re your partner in data conversion services that delivers outstanding operational results and saves you time and money.