Is your office in need of a good cleaning and decluttering? Spring cleaning doesn’t need to wait for spring to come, you can clean anytime.

From New Year’s resolutions to everyday to-do lists, the need for a good cleaning is something that never goes away. One of the best ways to clean and declutter your office is by hiring a good document scanning company.

If your business is like most, and you always seem to be drowning in an overabundance of paper, it is time to transfer those physical copies into digital ones. The numerous benefits of document scanning far outweigh the costs. 

Paper files are an outdated and frankly temporary solution to your company’s data storage and management. Scan your files and records today and convert them to your preferred digital format. 

When you are ready for a more permanent solution to your paper problem, look to River City Data for your digital conversion needs. 

River City Data has been a New London Staple for over forty years. We service clients all over the country, and we would love to help you declutter and organize your workspace for more efficiency and better flow. 

Contact us today to see what we can do for you. 

Why should I consider document scanning?

The benefits and reasons to consider a digital document scanning service are numerous. Let’s go over a few of them now.

Lower Costs

According to a study by the International Data Corporation, loss of time and money is a leading cause of revenue loss for corporations today. 

For example, a company that employs one thousand trained and knowledgeable employees will see losses as high as $2.5 million dollars per year on lost time and resources through an inability to both locate and retrieve necessary information. 

It is essential that your company implements an effective organizational strategy. Paper files and physical documents may not be the most efficient method of storing information. 

No matter how well you organize your files, it is inevitable that the clutter and mess will eventually build back up again. You will be forced to waste man-hours to clean and re-organize.  

It is not enough to simply organize and declutter your paper files; you must take the next logical step and digitize your data. 

When you implement a digital document management system, you will help your company save money in three key areas:

  • Supply Costs- paper, printer ink, toner, file cabinets, shelving, storage
  • Labor Costs- improve employee productivity, search by keyword for instant access
  • Space Costs- open up storage space for more valuable uses

When you scan your documents, you are essentially killing two birds with one stone. You are taking care of your clutter problem while boosting productivity at the same time.

Higher Productivity

When you transfer to a digital management system by scanning your documents, you will severely boost your team’s productivity, efficiency, and time management. 

You can implement automated tracking systems and use any labeling system that works for you and your team. Your tedious administrative tasks, such as the management of records and record retention, can be streamlined. 

Your data will be much easier to manage. Your employees will be able to access, copy, and distribute data quicker and easier. 

Your team will be able to get more work done within the system, leaving little need for extra equipment or physical paper copies. 

Most importantly, you will free up valuable office space. When you clear out much of your paper storage, the space previously devoted to its retention can be re-purposed to a more useful occupation. 

Add a few more employee offices, a brand new employee lounge, a conference room, or even a new customer service area. Use that valuable space for a revenue-generating avenue instead of a storage closet. 

Improved Security

The concept of the protection of the urban network . Hands show the protective shield.

Even better than the clearing away of clutter, when you take time to scan and digitize your data, you will enjoy an increase in security. Protect your company and employees from the dangers of doing business in the age of the internet. 

Unfortunately, part of modern life is the threat of identity theft and many other security risks of living much of our lives in an online space. 

When you implement a document scanning program, you will be able to completely remove any physical copies of potentially sensitive information from your office or workspace. That way, there will be nothing for thieves or disgruntled employees to steal. 

Another benefit of a digital document management system is the added protection from accidents or disasters. A locked filing cabinet is entirely susceptible to fire, damage, or disaster. 

When you digitally back-up your data, it is much easier to protect. Many online data retention services employ safety measures such as encryption, access controls, and frequent data backups. 

Once you have scanned and backed-up all of your data, you will be able to shred all of your old and obsolete physical files. The peace of mind you gain will be as good, if not better than the money and time saved. 

Simplified Retention Tracking

Any business that relies on record-keeping has experienced the pains of proper record retention. Legal record retention periods vary, depending on the type of record and the function of the business. 

With physical record storage, the chances of missing a retention time are much higher than a digital document management system. Nobody wants to miss a retention deadline. 

When you scan and convert your data into a digital format, you will streamline your entire data stream and increase the efficiency of your operating system as a whole. 

If you choose the right document management system, you can even implement an automated retention tracking system. You will effectively take the guesswork out of your record retention timeline because the whole system will be continuously monitored and updated. 

If you are ready to do away with all the clutter and feng shui your space, contact River City Data today. We will turn your paper nightmares into digital dreams. 

 

What is DRaaS? And what are DRaaS solutions? While DRaaS would benefit countless people, many have never heard of it.

DRaaS, or Disaster Recovery as a Service, is a growing phenomenon in today’s world. With so much information digitally available and stored, it is essential to have a way to recover it should the worst happen.

If you own a business and you keep any digital records, and we mean any of them, you should look into the benefits of DRaaS.

At River City Data, we specialize in protecting, storing, handling, and modernizing your data and your business. We have been serving the great New London area, and beyond for 40 years, you can trust our experience. 

Call us today for more information.

What is DRaaS?

DRaaS, or disaster recovery as a service, is a method of using the cloud to compute and backup your information and data. The reason for this cloud storage is that in the event of a disaster, your information and data would be secure. 

Without DRaaS, you risk unknown costs and hardship should a disaster or total loss occur. If you do not back up your data to a safe place, you could lose years of information, including tax information, employee records, receipts, billing, and more.

However, you will find yourself appreciating DRaaS even in the absence of a disaster. Because this system allows for a full replication of your data in the cloud, it will serve as a peripheral infrastructure. 

DRaaS will create a new environment that permits the business owner to operate their company on a daily basis while your central system is repaired. 

You will never be without your information, even during routine maintenance, as the application works on a virtual machine.

DRaaS is often not a stand-alone service. When you meet with a data specialist, like those at River City Data, you will likely receive a DRP, or disaster recovery plan. 

Why DRaaS Solutions?

There are many advantages to choosing DRaaS solutions for your business. 

 

  • Multisite. DRaaS is entirely in the cloud, meaning it is not tied to a specific location. Your system can be cloned to many sites. This method will allow non-stop backup of your data.
  • Array Agnostic. DRaaS is versatile and does not favor one platform. No matter what the environment or vendor, DRaaS will work.

 

  1. Comprehensive. As a business owner, you will choose what you want to be backed up. You can reduce costs by only choosing what is required for the backup.

Reasons to Choose DRaaS

If you are still on the fence, consider the many reasons to use DRaaS as a business solution in your organization.

Reduce the Cost of Disaster Recovery

If you are already aware of the importance of disaster recovery and are using a secondary site to store your data, you are well aware of the sometimes outrageous costs associated with this storage. 

While you know these costs are necessary, they do not have to be so high.

Using these secondary storage locations have elevated costs associated with software licenses, storage, security, replication software, and more. However, choosing DRaaS solutions effectively eliminates many, if not most, of these costs.

With DRaaS, you will not pay for:

  • The payments on the physical space for the auxiliary storage site
  • Monthly utilities to power, cool, and provide bandwidth to the site
  • Buying or leasing the servers, storage, and network tools at the auxiliary site

Simplicity, Not Complacency 

As you can see by the reasons already listed, a supplemental or secondary disaster recovery site is not for the faint of heart. If you were able to simplify the system, you could save time, money, and many headaches.

If the entire disaster recovery system were in the cloud, you would no longer have to maintain the secondary site or deal with the administrative, legal, or maintenance aspects. 

Create a Cohesive System

If you have partners with different systems or even associates in your organization with disparate systems, DRaaS solutions can bridge the gap between these systems. DRaaS will work across systems to replicate data and be compatible with the incongruous systems.

DRaaS solutions are hardware, hypervisor, and application unassociated.

Save Resources

Maintaining a dated version of disaster recovery can be costly in more than just money. In older versions, it could take weeks or even months to create and construct the secondary site. 

However, DRaaS can be up and going within a couple of hours or days. It all depends on how complex your system is.

An added benefit of this simpler system is that your IT group will save an enormous amount of time. They will not have to manage their own secondary disaster recovery site.

Comprehensive Solution

If you run your own secondary disaster recovery site, you know the costs as well as the limitations. You likely have to prioritize which servers to protect. Often, it is impossible to protect everything.

Using DRaaS solutions, companies can protect every server used, both physical and virtual. This protection is more accessible, more affordable, and done in a much more reasonable amount of time. 

With DRaaS, more complete protection is also more affordable.

Call River City Today

If you are using an outdated disaster recovery system, or you don’t have any recovery system in place, talk to us about DRaaS solutions. At River City Data, we are well-versed in all things digital. We have years of experience with businesses and companies of all sizes. 

At River City Data, we do more than just storage. We provide customers with document scanning, document preparation and digital conversion, document indexing, microfilm conversions, book conversions, and more.

Let us partner with you in all of your digital needs. Call River City Data today.

 

More and more aspects of our lives are becoming digital. We get digital bank statements and bills; we can even file taxes online nowadays.

But many documents still require actual paper. And that’s where data entry companies can help!

Here at River City Data, we’re committed to making your life easier and your business document system more manageable. Contact us to find out how we can get those filing cabinets out of your office — and still preserve all your important data.

What is digital archiving?

Digital archiving simply refers to the process of transferring your data to the latest digital format so that you can access it easily. 

The best part? Since it’s digital, you don’t have to deal with storage rooms, filing cabinets, or misplaced folders.

You can digitally archive any paper documents your company uses. Archiving is especially helpful for medical companies or any businesses that deal with confidential information.

River City Data can also help you upgrade any existing digital archives you have. For example, years ago, people saved things to floppy disks. Those evolved to CDs, which became DVDs, which became flash drives.

Nowadays, most data is stored in the cloud. If you have any data stored in old technology formats that you can no longer access, it might be time to switch to cloud storage.

Storing your data and documents in the cloud has another benefit, too. If you want them to have access, employees can view any required documents from any computer with an internet connection. 

In the modern-day, with many people opting to work from home, this can be a significant benefit to your team.

So whether your current system is 100% paper documents or you need to upgrade existing digital data, archiving with River City Data is the way to go.

These Are The Documents You Should Be Archiving

You can archive any documents you want, but there are some types of documents that are frequently archived.

  1. Medical Records: Due to strict HIPAA regulations, medical information must be kept confidential. Violations can lead to hefty fines or even the loss of a medical license. Digitally archiving medical records decreases the likeliness they’ll wind up in the wrong hands.
  2. Client Lists: In some businesses, client lists may be very carefully guarded. Of course, competitors would find the list useful, but it may also violate your client’s privacy, even if it’s not legally protected information. Getting the client list out of the office and into the cloud is an easy way to protect it.
  3. Tax Records: Tax paperwork contains important personal data, like social security numbers of employees. Identity thieves would love to get their hands on your employees’ information! Reduce the likeliness of that happening by moving this information to digital. It also makes it easy to share if you change accountants.
  4. Contracts: It can be very convenient to have contracts easily searchable with a computer. They also often contain confidential information. It’s best to shred the original and archive them instead.
  5. Receipts: Whether at home or in the office, scanning your receipts can keep you organized. It will be easy to find proof-of-purchase for tax or warranty purposes. And because they’re often not normal-sized pieces of paper, they can be especially tricky to keep track of if you try to file the paper versions.
  6. Bills & Invoices: After you capture bills and invoices for accounting, you’ll still want to hang on to them for a while. Moving them to digital archives can make it easier to organize them and make them searchable later.
  7. Canceled Checks: Thieves have long used canceled checks fraudulently to access money in a checking account. Canceled checks can also be odd-shaped, making them difficult to file in standard folders. Solve both problems by digitally archiving your canceled checks instead!
  8. Personnel Files: Employers tend to gather a lot of personal information about employees: social security numbers, birthdates, and addresses, for example. This detailed information makes the employee files a goldmine for identity thieves. Protect your employees by archiving and shredding these documents — while also freeing up space in your files.
  9. User Guides: If your business has any user guides for frequently-used machines or appliances, it can be convenient to move them to the cloud. Digital archiving your user guides ensures they don’t get misplaced and makes them easily shareable with new employees as needed. (This is also an excellent tip for at-home user guides!)

How Digital Archiving Works

There are several incremental steps in the archival process, but River City Data can help you along the way.

  1. Prep: Before documents can be scanned, they need to be prepared. All staples, paperclips, and sticky notes must be removed. Torn or folded pages can also interfere with scanning. Any irregularly sized documents must be resized.
  2. Scan: Each document must be scanned, which is the process of turning it into an electronic image.
  3. Index: In order to make the documents searchable in the future, we tag each electronic image with indexing terms that are useful to your specific business.
  4. Archive: Your documents will need to be stored long-term, and there are many different options for this. You might choose cloud storage, private local hard drives, or something else. We’ll work with you to figure out what’s best for you.

If you have a lot of documents, this process can take a while if you do it yourself. River City Data can handle high volumes of paper records, so the job gets done quickly.

Ready to get started?

Creating, managing, or upgrading your business’s digital archive can feel overwhelming. If you don’t have a large staff who can dedicate many hours to the task, or if you have a basic use scanner, it can be a costly job.

Instead, many businesses use data entry companies to manage this task for them. We can help you with the entire process, start to finish so that you can focus on your business. 

Contact River City Data to find out how we can streamline the archiving process for you.

 

Many people and businesses across the nation are getting serious in their efforts to go green. Companies, especially, must work to become more ecologically responsible by encouraging their employees and customers to go paperless. 

Scanning your documents can be the bridge to going paperless and, therefore, reducing your carbon footprint.

The True Cost of Paper

Before we discuss the value of going paperless, it may be helpful to examine the downside of too much paper. Even in the 21st Century, paper remains a ubiquitous feature of the modern office place. In fact, office workers use around 10,000 sheets of paper in a year.

On average, most offices use 12.1 trillion sheets of paper annually.

What are people doing with all this paper? 

Consider this scenario- a worker copies and prints a document 19 times, only to throw 40 percent of the reproductions away within 24 hours. A diligent employee may discard up to half of all documents when they spot printing errors or other blunders.

This scenario is only imaginary, but it is not an uncommon practice in modern offices. Many offices have a waste problem. 

Think of your own experience in offices; you will likely have an easy time believing this synopsis contains some truth. Waste doesn’t just occur because of the paper current employees use every day, however.

Records from before the advent of the Internet can be a big reason for too much paper in a workspace. Keeping lots of documents takes up too much storage space, can create a fire hazard, and risks accidents. This issue is compounded by the fact that documents are easy to misplace or misfile.

These aren’t the only concerns created by a lot of hard copy documents, records, and forms, either.

The Environmental Effects

The effects of paper on the environment are real. Paper production accounts for an estimated 2 percent of all greenhouse gases. Moreover, paper accounts for 25 percent of solid waste in landfills. 

Greenhouse Gases and Climate Change

One of the top greenhouse gases is carbon dioxide (CO2). CO2 is the gas people are talking about when they talk about “reducing your carbon footprint.” Greenhouse gases absorb and trap the sun’s heat, thereby changing the planet’s climate and disrupting ecosystems.

CO2 makes up three-quarters of greenhouse gas emissions and can stay in earth’s atmosphere for thousands of years

Trees can counter CO2 emissions, but unfortunately, trees make paper. To produce 12,500 sheets of paper, producers need one tree. Put another way; one tree makes just enough paper for a typical office employee in a year.

shredded paper waste with green leaf branch in burlap bag box on a white background , eco friendly paperless concept

Combat Climate Change: Go Paperless

Individuals and workplaces can make simple changes to offset the impact of paper on the environment. A change of habits here and there can help anyone who wants to go green.

Begin by making fewer copies. If you are tempted to print multiple copies of something before a meeting, consider whether they are essential. Consider emailing read-ahead digital copies to colleagues and projecting the information on a wall or board during the meeting.

Scan Your Documents

One way to get read-ahead material to colleagues via email is to scan relevant documents. You not only make an ecologically responsible decision, but you save time and money. Even with a high-speed printer, making multiple copies of something can be a lengthy process.

Additionally, you can scan and send meeting notes and summaries after the fact. Colleagues and coworkers will likely appreciate less paper cluttering up their desks, as well.

Go Green by Scanning Your Records

If your workspace, office, or home is full of a lot of physical files and documents, free it up. Make the organization process a breeze by scanning those old documents and securely archiving the digital copies.

Better Organization for Your Home or Office

When you archive your documents digitally, you simplify and facilitate retrieval. You can make scanned documents searchable via keyword, which means you will reduce lost forms and documents. You can also backup documents that you digitize and store either using a cloud or a document hosting service.

Save Money and Time

Not only will you and your office save money on paper, but you will also save on printers and toners. 

Save the time you spent filing and searching for items, as well as creating and storing hard copy backups. 

You will also save you and your colleagues the time and effort of shredding and disposing of mountains of paper. Scanning documents to go paperless is a terrific way to go green while saving green.

Document Scanning Services: Save Employee Hours and Paper

If you really want to save time in your quest to go paperless, consider engaging a document scanning service. Professional document scanning takes an essential organizational activity off of your organization’s plate. 

Don’t lose productivity while performing the crucial task of streamlining your work space’s document management.

Place your document scanning in the hands of experienced professionals that you can trust. You can feel good about the health of the environment and the health of your organization. 

Let River City Data Help You Go Green By Helping You Go Paperless

River City Data brings forty years of document conversion experience in Greater Minnesota. We undertake projects of all sizes, and we are prepared to work with you to find the best solution to your organization’s needs.

We are a Kofax Capture Certified Document Conversion Center and the Midwest’s premier data management company. Our New London, MN roots inform our company’s values and dedication to our customers. That commitment means our clients get what they want when they want it, and within their budget.

We understand documents can be sensitive and confidential. Your privacy and security are of paramount importance to us.

Our clients include medical professionals, clinics, attorneys, and even government organizations. Our staff are vetted: they have background checks and are HIPAA certified. 

Contact us to discuss your data conversion needs with an experienced River City Data professional. Together, we can determine the best approach to suit you.