happy businessman doing data entry work at office

For many companies, storing data is an ongoing challenge. Methods of data entry and storage continually evolve with changing technology. It can be tough to implement data entry systems that are efficient, cost-effective, and space-saving.

Automated data management systems have quickly expanded their reach to assist companies not only to store their data effectively, but to use it to enhance their products, services, and operations.

River City Data is your one source for document storage and management. We customize our data processing solutions to fit your needs for online and physical space, privacy, and security. If you find yourself in data and document overwhelm, contact us today to climb out from under your digital or paper piles.

medical employee filing records and doing data entry in hospital

Data Automation: Is It For You?

Let’s begin with a few more questions, and then you’ll likely start to see some definite advantages to automating your data collection, storage, sharing, and dissemination.


    1. Does your company collect and use extensive data? If you run a medical office, a government organization, a retail company, a law firm, or any other related company, you likely collect and maintain truckloads of documents and client information. Keeping client information accessible, secure, and private is a cornerstone of your business.
    2. Would your business benefit if you could USE your collected data more effectively? Storing private data securely is one thing, but USING data to your advantage for reporting, progress analysis, and customer metrics is quite another. Most companies use only 30% of the data they collect in analytics that drive success. That’s a lot of valuable information to leave out of your business and growth strategy. 
    3. Does accessing, compiling, and reporting your data seem too big and scary for any of your teams to handle reasonably? Manual reporting can be among the world’s most daunting tasks. Asking your already stretched staff to add data analysis and reporting to their plates may be unreasonable. Further, if you don’t have a dedicated analytics and reporting team, you may not have the right skill sets to use your data for the best business gain.

How Do I Begin Data Entry Automation?

First, start with strategy consensus. If part of your data management challenge is coalescing different data sources into a centralized, accessible location, you’ll need to assess your data needs and use.

Every team leader should have input into the type of data they desire, collect, and use from internal (departmental and project data) and external (customer and client) sources. Further, if portions of your data are paper-based while others are digitally collected, you’ll need to convert paper documentation into indexed, digitally stored formats.

Before any data entry automation can take place successfully, all members of your leadership will need to agree on how data must be categorized, where it will be stored, and who will have access to which documents and information.

close-up of a person analyzing data on a tablet computer

Create or Update Your Indexing System

Building a system of data indexing that everyone can learn and use is paramount to successful data entry automation. Be sure to gain consensus on all your data forms for categories of information relevant to your business. 

With current document conversion technology, you can get as granular as you like with precise keywords or column headings to make your data indexing laser-focused and business-relevant.

Further, with companies that operate under privacy standards like HIPAA, indexing your data accurately will be necessary to use only the data allowable by law.

Matching your business terms with data sources and ensuring column-level accuracy are paramount in making sure everyone on your team “speaks the same language.” Accessing data successfully on-demand means training your staff on the keywords, phrases, or columns you employ for data organization.

Enlist Help with Data Entry Automation

At River City Data, we use OCR, or Optical Character Recognition in our data conversion processes and services. This software allows us to comb your documents for the keywords and characters you specify, making indexing a snap in most cases. 

As long as you and your team are clear on how you want your documents organized, our software can take your indexing methodology and apply it to every record we capture, convert, and store.

What Automation Does for Data Entry

Automation helps every stakeholder in your company gain access and insight into the data you collect. When your information is collected and stored with common indexes and a language everyone understands, you can use the data you collect to improve your overall business practices.

Plus, with data entry automation, you eliminate the need to manually re-key data on PDF’s and paper documents. This automation saves time, frustration, indexing mistakes, and money.

Data entry automation can also help you eliminate data silos within your organization. If one department employs different indexing keywords, phrases, characters, and columns than another in the data they collect, store, and use, you can all “get on the same data indexing page” with data entry automation.

In short, data entry automation can be a unifying force within your company. When implemented correctly, this type of automation eases communication challenges, streamlines project work, and can even help you grow your business.

close up of a doctor with stacks of medical folders and files and a stethoscope

Business Growth with Data Entry Automation

Once you’ve automated your data with improved indexing and accessibility, it’s time to use your data to benefit your company. Compiling patient outcomes, customer buying patterns, case loads, and project statistics are some of the ways you can let your data work for you (instead of merely storing it securely.)

You can even use your data to better understand your audience demographics so you can grow your footprint on social media and other marketing channels. The benefits of data entry automation continue to evolve with each passing season.

Stay ahead of the Data Entry Automation Curve with River City Data

At River City Data, we handle thousands of documents each week with care, security, and professionalism. We use the most leading-edge technology to help you get ahead of the data collection tidal wave. After all, data collection and conversion will always be “a thing” in every successful organization.

Our job is to smooth out the waves of data you must collect, process, and store into a calm sea of accessibility and utility. Contact River City Data today and find out why we’re the trusted local leader in data conversion, indexing, secure storage, and on-demand access.


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.