Does your company still rely on paper documents and filing for the organization of information? Have you been considering a digital solution but fear it will be complicated and disrupt the current flow? Are you concerned with security or data breaches if you move digital? 

Paper-based filing can be a security risk as documents may be misplaced or challenging to locate. Misplaced documents can be a significant obstacle for your business. Not only does it cause service interruptions, but it can be too costly. Having a reliable document management system is essential for maintaining flow within the company. 

River City Data offers a document management solution for numerous clients, including courts, hospitals, schools, and private organizations. Our document management software is an automated solution for organizations with security features to ensure privacy. 

We offer more than cloud storage with our document management systems, which are essential considerations when choosing the best option for records management and assurance of the business process. Call River City Data today for help with all of your data management needs.

document management system DMS

Consider a Document Management System that Gives You Freedom

Business documentation is no longer paper-based as paper documents and filing cabinets become obsolete. Many customers are surprised when companies continue to offer paper-based documentation options. Companies now need electronic document management so they can access what they need in real-time.

Much of the world’s information was created over the last three years. Most of the information and data is in electronic format. Because we live in a digital world, electronic-based document management systems are now necessary to thrive. 

With the right digital management system, files are accessible securely and instantly online. Files are even accessible through a mobile device. Documents are available when you need them, where you need them. 

Decide Cloud-Based Versus On-Premise

In general, there are two types of document management systems: cloud-based and on-premise. 

Cloud-based document management systems are generally considered more functional and secure compared to other systems. They are also more cost-effective than an on-premise solution. However, some organizations consider their bandwidth limited, making on-premise document management systems more financially justifiable. 

Consider that on-premise solutions require server hardware, unlike cloud systems. They are generally third party tools and desktop licensed products. One advantage is they are usually easier to navigate and understand, compared to cloud data management systems. Also, as mentioned, they can be more cost-effective. 

Know that cloud versus on-premise solutions is a widespread IT debate. What is best truly depends on the organization and the needs of the company. Each offers benefits and limitations but usually can be adapted to meet the company’s individual goals and conditions. 

folders popping out from a computer shaped as a cloud to represent cloud based document management system

Find a Document Management System That Frees Up Your Time

Time can be as important as money for your company. A document management system (DMS) eliminates the number one cause of disorganization chaos: document disarray. The right document management system gives workers time back, so they are not spending part of their day bogged down by paper-based administrative tasks. 

Some of the options in an ideal DMS that free time include: 

  • Document scanning
  • Document preparation for digital conversion
  • Document indexing
  • Microfilm conversions to digital format
  • Book conversion to e-format
  • Conversions to digital imaging
  • Document archiving

A Way to Organize and Optimize Asset Management File Types Is Crucial

Financial security and privacy are real concerns in today’s digital age. Digital management systems need secure access controls to keep information about clients safe and secure. Many offer electronic signature options for critical documents so clients know what they are signing, and only they can sign.

It is important to understand; most security breaches are a result of poor internal data information management. Secure version control ensures proper management of computer programs, documents, and collection of information. 

User-based permissions can eliminate internal data breaches, responsible for half of all data breaches over the last two decades. Businesses that do not take steps to reduce the risk of internal violations will be subject to hacking in great numbers. Document management systems eliminate threatening ransomware attacks that have crumbled some companies. 

office employee working with documents at a desk organizing files and folders

Ensure it Offers a Solution for Small Businesses

Document management systems were used by many consumers long before businesses moved to digital technology. Most are targeted to mid- to large-sized organizations, but DMS can improve workflow and productivity for small businesses. 

To determine the best solution for small businesses, they need to consider their digital management system goals. Many want to be paperless or migrate to digital space. The first place to start is usually with scanning paper documents into a digital format, plugged into data management software. 

How about converting old record books to an e-book format? It can be an ideal option to free storage and to get rid of paper clutter. The format allows for easy access and readability for future resource needs. 

Once company documents are digitized, they must stay protected. Secure document hosting will ensure you have the best security possible against intruders. River City Data can offer document security and protection with numerous measures in place for you. 

Why You Should Consider River City Data

Are you looking for a reliable company for your document management system needs? River City Data has been in the industry for over three decades. They are the premier document scanning service in Minnesota, handling over 250,000 documents per week. River City data handles document indexing using Kofax capture, Digitech paper flow, and proprietary software. 

River City Data can convert microfilm to digital format for easy access. They can handle Microfilm, Microfiche, and Aperture cards. 

All of their services meet industry standards in open formats. No matter the need, they can likely produce. 

Other Service Options Include: 

  • Document Hosting
  • Document Archives
  • Disaster Recovery
  • Film Duplication
  • Static Files from Word and Excel Documents

Contact River City Data today to discuss how they can meet your small business’s needs with an all-encompassing document management system tailored just for you. 

 

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