document management security threat, hacker at a computer

 

With more and more of our business operations moving to digital spaces, document management security is of ever-increasing importance. Keeping your sensitive data files under digital lock and key means your customers can trust your company to value their information the same way you value your personal information.

Trust breeds customer loyalty, brand recognition, business longevity, and prosperity in the long run. Outsourcing your document management security to industry experts like River City Data is a wise business decision.

Today, contact River City Data for a free estimate on securing your data with leading-edge systems that place your company and client documents in a virtual Fort Knox. 

cyber security online protection

Essential Components for Document Management Security

When a company data breach occurs, the consequences can add up financially and with irreparable damage to hard-won reputations. According to IBM.com, the average cost of a data breach in 2020 totals up to $3.92 million.

Between customer loss, loss mitigation, reputation management, data security improvement, and gaining back the invaluable trust you’ve garnered, it’s better to avoid data breaches from day one.

The building blocks of document management security may seem like common sense, but it’s beneficial to regularly evaluate your adherence to the data security basics. Here’s what you should look for each year as you evaluate your document security protocols.

 

1. Encrypt your files.

Sending files in secure forms means using an encrypted link when sending or receiving digital documents. Employing an SSL (secure socket layer) when sending, archiving, or receiving data means that your information is impervious to hackers. 

Though SSL can utilize symmetric and asymmetric encryption methods, asymmetric encryption is the best choice for sending documents worldwide. Asymmetric encryption requires a public key for encryption on the sender side, but a private key for description on the receiver side.

Of course, determining which files to encrypt is a matter between you and your regulatory organizations. Businesses such as medical clinics, dental offices, governmental agencies, and anyone else receiving and storing sensitive customer, client, or patient data must comply with HIPAA practices, for example. File encryption for archiving is paramount for these businesses.

 

confidential files under chain and lock to keep secure

2. Limit file access

Placing limits on who can see certain files within your company is a boots-on-the-ground way to ensure data security. Knowing who has access to your company documents at all times should be part of every yearly data security evaluation. 

In times of employment turn-over, staffing growth, or physical location changes, data access must be one of the first items you check to keep your documents secure. In effect, if an employee doesn’t require access to certain documents, they shouldn’t have it. 

Using authentication pages as a way to limit who sees a document is crucial on all hardware within your company purview. This hardware could include:

    • Printers
    • Laptops
    • Desktops
    • Mobile phones
    • Scanners

 

3. Know what and when to archive

Keeping a glut of old data in your system is an invitation for disorganization and a potential breach, especially with large paper document collections. 

When you digitally archive and index data, you can improve your data organization and access as well as improving your system security. In addition to adding security layers to your historical documents, you’ll also save space by moving them to a secure server, which you can outsource. 

Further, accessing archived data is simple with leading-edge tools like OCR (Optical Character Recognition) and innovative indexing methodology. You can also set reminders to purge your archives periodically of old files you no longer need to hold.

young employee with a computer and the words data protection

4. Staff education is crucial. 

Every new employee onboarding process should include extensive training on document security, especially in healthcare, government, finance, and legal sectors. 

Providing clarity as to who should have data access, what the authentication process is, and how to legitimately access needed information helps you ensure good data management and helps your employees succeed from day one.

 

5. Have reliable backups

Duplicating and archiving information on secure servers with encrypted access can save your company valuable time and money in the event of a natural disaster, fire, or other physical catastrophe. 

Of course, backing up your data off-site with a data management company you trust is essential to uninterrupted business operation, no matter the calamity that may occur.

 

Advantages of Outsourcing Document Security Management

Most company owners understand the importance of document security. However, the number of breaches that occur each year suggest that implementing reliable security strategies in-house can be challenging.

 

Outsourcing elements of your data security can only add to your good document management practices. Here’s what a reliable data conversion and storage partner can do for your organization.

 

  • Save on space and equipment. Kitting out your office space to provide extensive and secure document storage can put a massive drain on your budget and physical footprint. Outsourcing your data archiving and converting your paper documents to digital formats frees up your filing cabinets as well as several budget lines. With SSL encryption, and plenty of storage space on our dedicated, secure servers, River City Data helps you streamline and secure your data in archives you can easily access based on indexing criteria you create.
  • Provide reliable data backups. With offsite, secure data storage and simple indexing, your documents remain physically safe should a disaster strike your business. Even if a building water pipe bursts, jeopardizing your files, you can relax knowing you’ve stored your data well out of harm’s way.
  • Ensure document management security. Enabling document access via SSL means that anything you transmit between your document storage partner and your devices is secure. Of course, adhering to the practices listed above helps add layers of safety to your sensitive or privacy-protected data once it hits your laptop, PC, or other company hardware.

 

Trust River City Data for Reliable Document Security

In addition to using SSL when we send, receive, or store data, our team is also certified in HIPAA protocol. Our clients understand their privacy is our top priority, as well as providing unparalleled quality document conversions and storage upon which you can depend.

Contact us today to set up a free estimate. We customize our document management security strategy to your unique needs and challenges. Our clients enjoy our world-class know-how and experience, alongside our small-town values and accessibility. We look forward to keeping your data safe, today and in the future.

two people floating in a sea of papers on life rafts

 

Does your business depend on files and documents; customer, client, or patient information; or essential records? If the answer is yes, a disaster recovery plan is critical for your business.

When disaster strikes, the last thing you want to worry about is recovering all the paper files and records necessary for the business to proceed. If there were a flood or fire, you’d also be working to replace computers and office equipment, and finding a new work location.

Even if the disaster was theft or a small localized flood or fire that only damaged your files, the less time you can spend recovering information is more time you can spend on other aspects of your company.

That’s where River City Data can help. When you trust us to handle your data, you can rest assured knowing we protect it throughout any disaster. Contact River City Data to keep your company’s records, files, and other data safe, secure, and accessible through natural disasters, and cyber-attacks.

water in a river rising fast through a city with downtown buildings

What is disaster recovery planning?

Many companies make efforts to construct a disaster recovery plan to resume operations in their business as soon as possible in the event of a disaster. 

Catastrophic events, such as natural disasters, cyber-attacks, and technological equipment failure, can lead to downtime for any business. That downtime can lead to lost revenue, or worse if it threatens valuable client or patient data. 

A 2015 study found that downtime that lasts for one hour can cost small companies $8,000, mid-size companies $74,000, and large companies $700,000. 

Having a disaster recovery plan in place, you can reduce downtime and speed when business operations can resume. 

Large tech-based corporations may have entire teams dedicated to disaster recovery. For smaller businesses, having such a group can be cost-prohibitive.

Some smaller companies try to add disaster recovery planning responsibilities to an existing employee’s task load. This shortcut often backfires, as the employee may be too busy to adequately plan for disasters or not appropriately trained in how to do so.

Hiring a data management service like River City Data can help your business prepare for the worst without placing the burden on current employees. Your employees can focus on their areas of expertise and responsibilities. The data management experts at River City Data handle the disaster recovery plan for your company’s data and records.

Whether you decide to hire a document management company to help with your disaster recovery plan or choose to forge your path, there are a few ways you can better prepare for a disaster.

 

notebook with words emergency plan for disaster recovery planning

Create a Priority List

Before disaster strikes, you can prepare by creating a priority list. Consider every single thing your business needs to operate. 

Once you’ve listed everything, identify each item as Priority 1, Priority 2, or Priority 3. 

Priority 1 items are those that are essential for your business to be up and running again. This group might include computers and specific apps that you use daily.

Priority 2 items are those that you need in a day. They aren’t the most urgent for business operations to resume, but they’re necessary for smooth sailing in the short term.

Priority 3 items are things that you can do without for at least a few days. Breaking down your business to the essential items for the operation will let you focus on a backup plan that prioritizes replacing those things.

Create a Disaster Recovery Team

This step is another that should occur long before the disaster hits. Think about the vital roles your company will need in the case of a tragic event or natural disaster. 

For example, you might consider creating a disaster recovery team with the following:

  • the person who relays updates to internal employees
  • the person who gives updates to vendors or clients
  • the person who removes all salvageable material items from the workspace
  • an IT recovery director or team who is responsible for all technology
  • an insurance point person, who communicates with the insurance companies
  • a media (or social media) spokesperson, if warranted
  • a legal liaison, if needed

It is also a good idea to assign each integral role a backup person if the primary employee is on vacation or has left the company.

Creating a structured system in which each employee knows their responsibilities expedites a swift return to business operations. The best way to help your team cope with the disruption of a disaster by being as prepared as possible.

man underwater in an office after a natural disaster

How River City Data Can Help With the Disaster Recovery Plan for Your Business

The best thing about reaching out to River City Data for help with your disaster recovery plan? The burden you’ll feel lifted from your shoulders when you can focus on the part of your business you love instead of planning for the worst.

You can trust our team at River City Data because we’ve been in the business of protecting business records for over 40 years. We use state-of-the-art software to scan documents and have the equipment to deal with high volume records and large formats.

We also index the data using any parameters you prefer. You then choose where that indexed, searchable data is stored — and if you choose the cloud, you know that it will be accessible wherever you can access the internet. 

Cloud storage is the perfect choice if you’re concerned about losing the information contained in paper records in the case of a disaster. You can control which employees and clients access what data and when. Your business will be back up and running in no time!

If you’re ready to take the first step in preparing your business for an emergency, Contact River City Data today. Ask about disaster recovery planning and sleep easy tonight, knowing your business’s crucial data is safe.

businessman scanning documents for a company

 

Since we are a document scanning company, we bet you can guess which way this article might lean. When you have a scanning project, it’s natural to wonder if you can handle it yourself. Follow along with us as we outline several criteria you should consider when deciding whether to outsource your document scanning.

At River City Data, we’ve seen and managed nearly every type of scanning and conversion initiative. We scale our services from singular clients with small (but crucial!) conversions, to the most massive corporate scanning projects.

Contact us today to set up an honest, transparent quote for any size scanning job. Our clients have known, liked, and trusted us for forty years and counting. We deliver quality, secure, accessible results every time we scan for you.

 

woman employee scanning documents for company

 

Project Size Matters

Perhaps the primary determinant of whether to DIY your scanning project is the size of the task. If you have a few conventional sized paper files to digitize, scanning them yourself may work just fine.

Most office or home scanners can handle digitizing paper records in letter, legal, and even some specialty paper sizes. Further, your staff hours required to oversee the document management would be minimal in this scenario. If converting to digital documents takes one person a few hours to complete, DIY is a perfect fit.

However, if you have hundreds or thousands of paper records to scan, index, file, and store, consider outsourcing your project to a scanning company you trust. Why? Document scanning companies specialize in large-scale scanning projects. 

Your scanning company partner will ensure a speedy and accurate finish time, without sacrificing quality or details paramount to your data integrity. Professional scanning teams are efficient and laser-focused on doing one thing well: preserving your data for ease of use, security, and other business related goals.

 

overwhelmed employee with stacks of folders for scanning

 

Special Equipment Is a Hassle

As in the above example, conventional records like letters and legal-sized documents may feed easily into your office or home scanner. However, for items that don’t conform to standard sizes or color schematics, it’s wise to select specialized equipment designed to handle scanning “curveballs.”

Maps, artwork, photographs, blueprints, and schematics do not always reproduce well on conventional scanners. Yes, you can purchase software that could allow you to scan your large docs in pieces, but we don’t recommend it. 

If your company routinely scans large documents, you might consider purchasing a specialized scanner for digitizing non-conventional data and images. However, get ready for sticker shock. 

Though scanning equipment comes in every variety for all the “unicorn” scanning projects under the sun, you’ll pay considerably more for the specificity. It’s smart to consider carefully how much you’ll use any scanning equipment you purchase. 

Having a high-quality conventional scanner in businesses like law offices and medical clinics makes sense. Spending half your annual office supply budget on a photo-quality large doc scanner may not be the most practical choice.

Outsourcing your non-standard or large doc scanning projects saves you time, frustration, and expense in the long haul. It’s better to offload the investment of equipment purchase to a specialized scanning partner in these cases.

Document scanning companies have the proper equipment to handle large-scale and non-conventional projects.

Assess Your Indexing Needs

Digitizing and filing a few converted paper records is fast and straightforward. A few digitized records here and there can quickly pile up into a document management nightmare if not properly indexed. 

After all, the purpose of scanning documents is to get them out of bulky manilla folders and cabinets. Instead, you want a cluster of files you can easily categorize, archive, and access whenever you need them. 

When your digital document piles become too high, definitely enlist the help of an experienced document scanning company. Getting help indexing your digital files can prevent crucial data loss and customer privacy concerns.

Document Indexing is the process of categorizing your data by the criteria you choose that fits your business model. Common indexing structures include: 

  • Customer account numbers
  • Order numbers
  • Name
  • Birthdate
  • Region or address
  • Client industry or sector
  • Sales funnel position

 

Plus, you can customize your indexing fields to include relevant keywords or phrases that help you know where to look for the information you need. For example, a law office might index data based on case type, and a dental office may categorize files by services performed.

Having a variety of useful indexing fields can enable you to use your data for many different analytics that can help drive your success. Plus, with strategic help, you can craft or revamp your document management system in ways that flex with your evolving business and help you grow.

Competently scanning and converting your documents, when done correctly, expands your capacity for success and increases office efficiency over time.

 

many files and folders and documents and paper records waiting for a document scanning company

 

Document Security Is Crucial

Once again, scanning a few documents with non-sensitive data is a total DIY green light. However, if you must keep your data secure, how will you ensure that happens if you DIY?

Enlisting help from a document scanning company can ensure your documents remain safe under virtual lock and key. By providing you access via a secure log-in channel, the professional scanning team can provide a secure harbor for sensitive client information. 

Further, if you’re required by law to maintain client or patient privacy, it’s best to outsource your document scanning projects to a specialist. They’ll have relevant HIPAA certifications to guarantee safe handling and storage for all private information.

River City Data: The Clear Choice for a Trusted Document Scanning Company

Your data matters to us at River City Data. We understand you’ve built your business, client trust, and customer loyalty on the data you’ve collected in a variety of formats.

Scanning and converting your paper documents to relevant, accessible, and secure digital formats is what we’ve done for over forty years. Our history of excellence speaks for itself. 

Many of our clients have hired us after failed DIY scanning attempts, or when a less experienced company could not deliver desired results.

Contact us today to set up a free project quote. We’ll clearly outline our strategy, procedures, and fees so you get the data integrity you need from all your digitized documents.

young engineer with a computer and hardhat on a construction worksite

 

Life would be so much easier if every document came printed on 8.5 by 11-inch paper. But that’s not reality! In actuality, scanning large documents presents a challenge most businesses should not undertake without expert help.

It may be tempting to allocate more physical space for document originals like blueprints, maps, legal-sized records, photos, schematics, and other non-standard originals. However, scanning large documents so you can swiftly access and utilize them is possible with the right help.

This week contact River City Data for a quote on scanning large documents and storing them in a usable digital format.

 

land surveyor or engineer with a computer creating blueprints or maps

 

Scan Large Documents: Do Not DIY

Conventional office scanners have several limitations. They only scan the most widely used document sizes, such as letter, legal, and A3 paper designations.

When you have a record that doesn’t fit those measurements, you have to get super creative to scan your large document accurately on your own. 

Much like stitching together panoramic images with a Polaroid camera, scanning a large document onto multiple pages is risky. Your results will be clunky at best, and completely non-functional at worst.

If you DO succeed in scanning all parts of your large document, you’ll need access to quality scanning software that can integrate the pieces of your record into a readable “whole” again. Plus, you’ll need the experience and expertise to effectively navigate the software for a finished, storeable, indexable, accessible file.

Wasting person-hours, money, and often frustration is not the way to go when simpler large document scanning options exist. Especially if large documents don’t encompass the majority of your records, it’s smart to ask for help from a dedicated scanning service provider.

 

architect or engineer working at desk on computer with hardhat and large documents for scanning

 

Should I Buy a Large Doc Scanner?

Though specialized equipment is one way to go in large document scanning, the investment in a quality large document color printer can be prohibitive. 

Plus, you can’t stop at a printer purchase. You must also commit to buying software and sometimes server space to convert, store, manage, and index your large document files. 

Pile on top of that training it takes to become proficient at large document scanning and conversion, and you may have more than you bargained for in a scanner purchase for your company.

It makes sense to outsource your large document scanning to an experienced and trusted partner, whether you produce one large document per week or thousands.

Scanning: Combining Art and Science

Entrusting your large document scanning to a team of professionals is a smart choice for any company. Architects, surveyors, legal firms, government agencies, artists, and photographers are several sectors and companies that need large document scanning capabilities on small and large scales.

Though business and organizational leaders are likely meticulous in many of their job functions, some elements of superior document scanning practices may fall through the cracks if it’s not your full-time job to ensure they happen.

Scanning your documents accurately is only a small piece of the scanning process.

Here’s what happens when you start scanning a large document.

    1. Document Prep: All staples, clips, and other hardware must be removed from the document, a sometimes tedious and time consuming effort, especially with multiple pages. Seals must be embossed, and you must select the correct grayscale or color parameters from which to work.
    2. Repair: Bent corners, torn edges, water stains, holes, or worn segments must all be assessed and fixed where possible.
    3. Enhancement: Once scanned, a professional may be able to enhance the image quality, sharpness, or color to ensure the best quality finished scan.
    4. Digitization: Choosing the correct file size and type for your scanned document is crucial to ensuring its continuing integrity in a digital format.
    5. Storage: Once you’ve scanned your document, you must decide what you’ll do with it. Will you store it in-house, or send it off-site to a dedicated server for archival? How will you retrieve it? Can you be sure your file is secure? What do you require of your document once it is digitized?
      Your answers to these questions determine your large document storage needs. Of course, digitizing your large documents
      saves physical space and all the financial investment associated with it like rent, upkeep, security measures, and staff hours.
    6. Indexing: Stored documents are useless unless you can quickly access the information or images at a moment’s notice. Indexing provides you with a way to organize your digital files based on keywords, phrases, or identifying fields like customer or purchase order number, client birthday, or other personal information. Outsourcing your large document scanning gives you more flexibility in document access and storage with proper indexing protocols.

Finding a trusted scanning partner offers several advantages in large document scanning. Here’s why you should outsource this end of your business.

 

high angle view of workers on construction site looking at blueprints and large documents

 

Why Outsourced Large Document Scanning Makes Sense

Regardless of how many large documents you need digitized, outsourcing this service offers you several benefits:

  • Save time and money on the lengthy and detailed process of scanning
  • Ensure proper indexing of your documents for easy and ongoing access wherever and whenever you want it
  • Secure your documents with encrypted access unique to an individual or organization
  • Save space and financial waste by archiving your digital documents in a dedicated, off-site server
  • Receive guaranteed image quality on all scanned documents, color or black and white
  • Enjoy superior work quality with nuanced methodology developed over decades of experience

River City Data: Your Trusted Partner in Scanning Large Documents

We’ve seen nearly everything in document scanning in our more than 40 years in operation in New London, MN. Our small town values translate to big company efficiency and excellence for every scanning and conversion project we manage.

We’re excited to deliver excellence, security, and accessibility to our clients. We know you run your business based on the trust you place in your data. River City Data understands your data integrity is paramount to your success.

We’re experts in what we do, whether your documents come to us on conventional-sized paper or the largest maps and schematics producible. Contact us today for a project quote, and we’ll be in touch to tackle whatever sized document you want converted.