There is no denying that information collection and retention is one of the challenges of owning a business. The organization of professional documents and paperwork can take up a lot of time. The consequences are severe if these are not stored and filed correctly.

Research shows that, on average, each office worker will use 10,000 pieces of paper a year. This figure includes- $20 to file, $120 to search for when or if it is misplaced, and $220 to recreate. In total, it can cost a whopping $42,250 per year – for merely locating a missing document.

It goes without saying that this could be handled far more efficiently. Digital scanning can transform your filing system, saving you precious time, space, and money. Read on to see how River City Data can help – and start making serious savings today!

What Is A Scanning Service?

As the name suggests, a professional scanning service copies all your crucial files and stores them in a digital format. This transformation means less physical paperwork to clutter up space and helps to enhance security, save time, and reduce workload.

How Can It Help?

There are a wealth of ways in which a digital scanning service could benefit your business, and these include:

  • Save time finding documents

As we have seen, searching for misplaced documents can take up a considerable amount of valuable time. It is estimated that around 400 hours a year are wasted on this task, and this is a lot of potential profit. 

By implementing a uniform filing system, and using digital files, companies can drastically reduce this number. This system streamlines the process and helps your business to run more efficiently.

  • Save the planet!

We are all now aware that as human beings, many of our actions are detrimental to the planet. These include mass printing and production of paper – a resource that directly impacts the trees we need. 

Producing and using ink for printing can also be harmful to marine and wildlife. By switching to digital, you are saving paper and ink – this is brilliant news for your carbon footprint, and the planet.

  • Stay secure

Digital files can be protected with passwords and a multilevel security system. These options are not available for physical documents, and safes and filing cabinets can be easily destroyed.

Keeping your crucial information digital instantly increases security -essential for potentially sensitive files and data.

This benefit can be even more crucial if you are storing personal or financial data, which must be securely retained for legal purposes.

  • Beat the elements

No matter how secure you believe your system to be, you can’t beat Mother Nature! Natural disasters, such as tornadoes, floods, fires, or other extreme weather can wipe out your office – and all of your documents with it. 

Such incidents may also destroy your computer system. However, backing up files digitally means you will always be able to access a copy whenever you need to. You will also be able to access the documents remotely if circumstances force a chance of office or location. 

  • Share information

We live in a global world, and your business may employ people from all over the world. By having critical files in a digital format, you can instantly speed up the time it takes to send and retrieve information.

Once, you may have had to rely on snail mail, fax, or scanning each individual document to email – all time-consuming processes. Instead, store everything digitally and help your business grow all over the world.

Also, digital files allow participants to collaborate digitally using appropriate software; this can massively speed up project times. 

Rather than waiting for communication, tasks can be carried out and updated instantly, for more efficient results. Contracts can be signed, files signed off, suggestions made, and documents updated immediately – perfect for saving time.

  • Save valuable space

Physical paper documents need to be stored and can take up a lot of space. This requires that your business will need to locate the funds for larger premises, secure storage, and extra space. 

Instead, opt for digital versions of files – this could save you a whole room or more, and free up valuable space and funds in the budget. A storage office could become valuable working space, or you could downsize to more affordable premises.

Similarly, going digital may mean that you can reduce the number of staff who have to be physically present in the office. Accessing documents online allows more flexibility for remote working or hot-desking, and this is great for both parties. 

Your entire staff can benefit from a better working arrangement that suits their needs, and your business can lease or rent a smaller office space.

  • Improve audit compliance

Depending on your business, you may be legally required to keep documents for a specific time. Also, you will likely have to produce this on-demand according to industry requirements. 

Digital filing reduces stress. You will be able to locate information immediately and quickly pull out any documentation or evidence you need. Security requirements can also be checked off the list.

This helps offer much-needed peace of mind and keeps your business totally above board and secure. Even better, you can be the one looking smug and calm when audit season rolls around!

How Can We Help?

If you think that digital scanning is the way to go, we have great news: you have come to the right place! We can help by scanning all of your essential documents in one go and ensure that they are held securely in a remote cloud system. 

Additionally, all physical files will be immediately shredded and disposed of to ensure security. Your new system will be set up and ready to go in no time.

Why Choose A Professional?

You can, of course, scan documents yourself – but this is time-consuming and expensive. We have the tools, staff, and equipment to get the job done in no time, leaving you free to run your business.

Contact River City Data today for a free consultation and see how we could help you transform your business. Save space, boost productivity, and increase profit, all through making a single, simple change to your storage.

Close-up Of Person's engineer Hand Drawing Plan On Blue Print with architect equipment, Architects discussing at the table, team work and work flow construction concept.

 

When you work incredibly hard for something, you want to ensure it is taken care of and preserved. You worked hard for your diploma, whatever level of schooling you earned it in. It likely brings you a sense of pride whenever you see it hanging on your wall.

Maybe you have an intricate (and expensive) map on your wall? Or other large documents that are essential to you or your business you want to ensure are preserved. Just because a document is large doesn’t mean you shouldn’t maintain it. 

If you are looking for large format scanning services, look no further than River City Data. We have the experience you need and the skills you can depend on to digitize your documents. We focus on bringing our customers the best results possible.

With 40 years of experience serving the amazing people of New London and the surrounding areas, let River City Data serve all of your data needs.

Large format printer

What is Large Format Data Scanning?

Similar to document preservation of smaller sizes, large document data scanning services take large format documents and convert the actual document to a digital one. Instead of a bulky, large document, you will have a high-quality digital copy in the form you choose, PDF, TIFF, JPEG, or more. Some companies can even turn architectural or design drawings into computer-aided design (CAD) files like DWG or DXF.

What makes large-format data scanning different from smaller document scanning is the type of scanner required. Large documents use an LFD scanner. Here, the document is fed through a scanner slowly and read thoroughly as the paper passes through the machine. We will then convert the scanned image to the required format.

hand pressing button on scanner

Why Large Format Data Scanning Services?

There are many reasons why you might want large format data scanning services. Many of our clients are looking to free up space, and others do not want to deal with cumbersome and bulky items regularly. With that, our top seven reasons to use large data scanning services:

  1. Space, space, space. Many large documents, like floor plans, maps, etc., take up space and do not fit comfortably in most storage solutions, i.e., filing cabinet. Digitizing these documents frees up your office.
  2. Organization is key. Similar to freeing up space, digitizing large documents allows you to organize the records by indexing them while scanning. You can choose how to assemble at the beginning, and we will work with you.
  3. Time is of the essence. Handling and sorting through large documents can be tricky and tiresome. If you regularly sort through large documents, you know what we’re talking about here. Imagine clicking through some files that are at your fingertips to find what you need.
  4. Save money. This fact rings true if you work from home or have a small office, and storage space is at a premium. Digitizing your documents allows you not to have large documents in storage.
  5. Security. Depending on what you’re dealing with, you might be legally required to take certain precautions with information. We can ensure that only specific staff members are authorized to see the scanned documents.
  6. Shareability. Along with securely protecting your documents, you can easily share them after scanning. Scanned documents are ready to be shared via email or on a hard drive of your choice.
  7. Sharper images. Often, scanning large documents results in cleaner, sharper images. The scanned image can be better than the original.
  8. Memories! Maybe you don’t own a business but have many essential documents that happen to be substantial. We work with individuals regularly to preserve important mementos from their family and life.

Residential building blueprint plans

What Size Document Can Be Scanned?

Most households in America have a printer/scanner at home. This scanner likely does a fantastic job with anything under the A4 size. For those not in the paper world, A4 is slightly longer than the standard letter size paper you print on. A4 is 210mm by 297mm, while standard letter paper is 215.9mm by 279.4mm.

A3 paper is 420mm by 297mm, or two A4 documents together. Anything A3 or larger typically requires professional services to scan.

Many documents will be classified under these larger sizes, including maps, diplomas, architects’ drawings, projects your kids did in school, poster-size prints, extra-large photographs, and more. If you have some of these things or anything else more substantial you want to preserve, call River City Data today and see how we can securely scan your documents.

Close up woman hand working of Architect sketching project on blueprint at site construction work. Concept of architect, engineer in the office desk construction project

Why River City Data?

River City Data has been in the business for more than 40 years, and we have been in New London for the entire time. We have served clients from all walks of life: both businesses and individuals. Our roots run deep, as well as our values.

Our customers trust us to deliver quality products with the best customer service. We will work within your budget and your timeline to ensure you have what you need when you need it.

Our customers are not limited to New London alone; we have customers throughout Minnesota and the Greater Midwest area. Our satisfied customers live all around our great state and beyond.

We are dedicated to keeping up with the ever-changing world of technology. We work hard to ensure your data is secure. To ensure a smooth conversion, we rely on AMI View, or we can use your existing ECM software. We will be able to archive your documents and ensure they are accessible to your home or business.

Whether you are an individual or a business, let River City Data be your partner in all your scanning and digitizing needs. We look forward to working with you as you digitize all of the documents in your life.

Creative team putting their hands together

 

Data management is one of the most fundamental components of a successful business. Amazingly, it is also one of the most intimidating decisions a company will have to make. 

You may believe that your company doesn’t need a data management system. River City Data is one of the premier document management companies in the Midwest, and we are here to tell you just how vital services like ours are. Trustworthy companies that convert paper to digital are extremely valuable, we are here to prove it to you.

If you are looking for a company that converts paper to digital, look no further than River City Data. For us, experience and expertise go hand in hand.

Why do I need a document management system?

document management

The data your organization acquires and creates is one of the most valuable resources your company possesses. If you manage that data correctly, your employees will save valuable time and resources when they are required to use that data. 

Organizations generate a staggering amount of data and documents. Those numbers are expected to increase ten-fold by 2025. 

A loss of any of your organization’s carefully collected data can be disastrous for your company. Many businesses that experience high levels of data loss or corruption end up closing their doors for good. 

You can avoid that fate by choosing the right data management firm for your company’s specific needs. 

Why River City Data?

If you are a Twin City or New London based company and you are looking for the right data management services, River City Data is the company for you. We have been a New London staple for over forty years. 

But we don’t stop there; we service companies all over the US. Our biggest clients are a number of municipalities all over the country. We proudly serve courts, county police, hospitals, schools, and so much more. 

One of the reasons we have managed to stay in business so long is our system of values. Our hometown roots and our promise of excellent and timely service have made our name synonymous with quality. 

handshake

The long line of our satisfied customers speaks for itself. We will work with your company to secure the most useful data conversion available. 

We are Kofax capture certified, and we house our own document hosting service. We will use our AMI View, or we can convert your company’s existing ECM software. You will be amazed at how easily your archived data can be accessed when needed. 

When it comes to security, we are second to none. We are the only company that we know of, who vets, fingerprints, and background checks all of our employees. Additionally, everyone we hire is certified by the Bureau of Criminal Apprehension and HIPAA.

We currently scan over 250k documents a week. We will convert your documents and data to the most readily accessible software and storage tools available. We will work with your team to determine the best conversion platform for your individual needs. 

At River City Data, we are known for correcting the mistakes of other companies’ work.  If your company has made the mistake of going with a cheaper company for your document recovery or conversion needs, we can help.  Come to us for the high-quality results that you wanted in the first place.

What services does River City Data offer?

overwhelmed man with too many papers

Document Scanning- Paper to Digital

Paper is hard to keep up with when it is in large quantities. Some companies may have hundreds or even thousands of boxes of documents. If your organization hasn’t backed up all those paper documents and some terrible disaster strikes, you run the risk of losing all of that data.

We will review and index your documents, and each one must be evaluated for tears or folds. They are then checked and re-checked for accuracy. 

Next, we scan all vital documents. Each document is digitally tagged with its own search term. You will have direct input on this tagging process and names used. 

Get ready to throw out all your bulky filing cabinets and all that excess paper. 

Microfilm to Digital Images

microfilm

Microfilm and microfiche are a medium that is slowly dying out. It is also an inefficient way to store data. We will convert both 16 and 35 mm film. We use the highest quality machines to convert your data. 

After we scan your documents, the information or image is indexed and then stored in our document management system, AMI View. 

Document Hosting 

Secure document hosting can be a reality for your organization. We know how to both keep your data safe and secure and provide convenient access to your data whenever you need it. 

We have plentiful storage for a project of any size. Your documents will be in good company because we host documents from an extensive array of organizations and businesses.  

Your data will always remain private and secure with us. 

Document Archives

Are you concerned about the state of your data when you archive it with us? Don’t be; your data will always remain in your ownership. Just because you outsource your data, doesn’t mean it is no longer yours. 

We will store and index your data. You will be able to find and retrieve it whenever you need it. Choose your own software or utilize our AMI View. 

There are no hidden fees; the price is clear and upfront. The ease of access and excellent quality of your data will blow you away. 

E-books Conversion

E-book reader

It’s not as easy as you might think to convert a written manuscript into an e-book. Special software is necessary to ensure a smooth conversion.  We will convert your manuscript into that proper digital form. 

As soon as we finish the conversion, your book will be ready to sell on all of the primary e-book readers. 

Disaster Recovery

Disaster can strike at any time. If you have massive amounts of paper data, your organization is vulnerable to substantial losses. 

We will back up all your valuable data and documentation. Not only will you protect your data, but you will free up valuable space in your office. Rest assured that your data will be safe in our hands.  

When you are ready to implement your own data management system, your only choice is River City Data. We guarantee quality service and incredible results. Contact us today for all your data conversion needs.  

Busy hands. Business people writing their reports and analyzing new ideas.

Legal document scanning services are integral to a well-run district court. The National Center for State Courts acknowledges “records and document management are at the core of most courts’ business processes.” 

There are many good reasons to use a document scanning company to help manage and streamline your documents and records.

Legal document scanning services and electronic court records (ECR)

Public Access to Court Electronic Records (PACER) is a service run by the Administrative Office of the U.S. Courts. PACER allows users to access case and docket information from district courts, as well as federal appellate and bankruptcy courts. 

A document scanning company can help district courts more easily provide these documents and records to the public.

Businessman writing testament at notary public office

Scanning legal documents helps lawyers

Chances are when you go to the doctor, he or she carries an iPad or tablet at your appointments. More and more essential services are going paperless for the sake of convenience and portability. The legal profession should be no exception.

Searchable legal documents are beneficial to law offices. Gone are the days of lawyers needing large briefcases everywhere they go. When a lawyer can quickly pull up and search for information electronically, everyone benefits.

A document scanning company can help legal practices and courts host documents once they scan them. While courts and legal documents can store electronic documents digitally through a document scanning service, paper is still an option. If a court or practice needs hard copies, electronic records and documents can always be downloaded and printed out.

A court that engages legal document scanning services can more easily interface with legal offices that have gone paperless. If your court uses document scanning, document sharing with these entities will go more smoothly.

Serious woman sitting at desk reading letter

Practical Considerations: Save Space 

Saving space and minimalism are trendy at present and for a good reason. A de-cluttered space is calmer and more organized. Think about how much room you will have once you can clear out filing cabinets and shelves from your office.

A document scanning company lets you cut down on the amount of paper coming in and out of your offices.

There are legal offices now that are entirely paperless. A district court will need to be able to scan documents to work with such legal offices.

A legal document scanning service can scan your documents for district courts. Paralegals will appreciate their freedom. The time that an organization needed to scan documents they can now spend working on cases.

River City Data offers Secure Socket Layer (SSL) digital hosting for your documents. SSL encrypts your legal documents. This capability is particularly valuable when you are dealing with sensitive material.

Legal offices and courts are vulnerable to leaks, and encrypted documents are safer.

Pen lying on a contract or application form, wide angle view.

A Brief History of Legal Document Management in the United States

The role of paperwork in the legal profession has steadily expanded since its inception.

America has 94 federal judicial districts, and each of those has 12 regional circuits. These courts are essential to our judiciary system. Their technology needs to be up to date.

In the nation’s early days, the number of admiralty cases in a district largely determined the court’s caseload. The reason was district courts initially served as federal courts for maritime and admiralty cases.

Therefore, a district court could hear relatively few cases. The district court’s clerk, responsible for administration in the district and circuit courts, was likely pretty busy. For most of the early history of the district courts, district court judges occupied themselves primarily with circuit court business.

In the mid-nineteenth century, the role of district courts started to expand. District judges were sometimes responsible for multiple state districts. 

The judge and clerk likely handled many paper documents on a given day, which would have traveled very slowly. When Congress established the 13 judicial districts back in 1789, courts dealt with reports much differently. Legal document scanning services can bring federal judicial districts into the 21st century. 

Federal data on caseloads did not really exist prior to the creation of the Department of Justice in 1870. The amount of paperwork required from courts increased considerably in 1910. That was when the DoJ issued new forms so those district attorneys could regularly update their caseload information for federal government statistics.

Another factor that increased the demand for document management was Prohibition. When the nation outlawed alcohol in the early 20th century, caseloads increased. Not surprisingly, courts struggled to keep up with the administrative demands that accompanied this increased workload.

Harried paralegals and clerks in Prohibition-era America would have appreciated legal document scanning services. Quick, secure, and searchable document scanning is more than a luxury for a busy court; it is a necessity. 

An ability to manage paper flow helps track caseload data. When a court keeps track of its caseload, it has a better idea of the resources it needs. A document scanning company is an essential tool for a district court that needs to be adequately resourced.

When the Department of Justice created the Bureau of Statistics in 1935, reporting on caseloads required even more paper. Courts were required to submit monthly data cards to the Bureau of Statistics on every case it began and ended. The Bureau of Statistics then special machines to tabulate the data.

This mechanization of court data anticipated the need for River City Data’s services. Clerks and attorneys must have spent a lot of time preparing these detailed data cards for submission. These hardworking legal professionals could have saved so much time if document scanning companies had existed.

Signing contracts

River City Data Can Help

Courts need to provide information to the Department of Justice, legal clients, or the general public. The sheer number of documents a typical court deals with can make storing and sharing this information a challenge.

River City Data assists with scanning paper to digital and microfilm formats and transferring microfilm to digital images. River City Data also helps with document hosting and archiving. Start saving time and resources; contact River City Data for further information on services and pricing.

frustration over too many papers

We have all experienced going through old family photos, financial records, or legal documents, and wishing someone had digitized them. Every moment is valuable, which is why you should consider using a digital scanning service for occasions like these. It can be tedious to enter old information by hand, and scanning multiple items is frustrating and time-consuming.

River City Data is a Kofax Certified Document Conversion Center that offers digital scanning services. If you are considering utilizing a digital scanning service for you, your business, or a project, read on.

There are many good reasons you should consider taking advantage of digital scanning services. Here are a few benefits of digitizing your documents, courtesy of the National Archives:

Stacks of files on desk waiting to be completed for business work

Digitized Records Can Be Tracked and Shared More Easily

Records that are stored digitally can be shared quickly with others in various locations. A digital scanning service can help you standardize the format of your digitized files to organize logs and facilitate searches. A digital scanning service can help index your organization’s records more effectively than traditional documentation.
Be Prepared for the Worst (Natural Disasters and Audits)
Fires, floods, and other natural disasters can destroy paper records. When your essential information exists digitally, you don’t have to worry about salvaging documents after the worst happens. Digital scanning services can also help you clean and preserve some damaged materials, recovering them for future use.

Digitally scanned records also come in handy if someone needs to audit your organization. The searchability and easy aggregation of information of digitally scanned files can simplify and speed up the audit process.

Digital Scanning Protects Old Documents

A digital scanning service can help you protect valuable documents. When a digital copy of an original document exists, the original paper can be put away and preserved, leaving you with two copies in case of emergencies. A digitized file or text may also be made more legible than the original, saving you time from trying to decipher it in the future.

Save Money and Space

too many papers

Less paper means fewer filing cabinets. Fewer filing cabinets means more space. You will also need to buy less paper and mail fewer documents.

Business owners and individuals should also consider the price of scanning equipment and maintenance themselves. The hardware and software needed for digital scanning is costly, and like any machinery, require both routine and emergency maintenance.

A digital scanning service can save you time, money, and unnecessary worry.

Digital Scanning Is Useful for Everyone

Happy friendly multiracial business team laughing working together at corporate briefing gathered at table, cheerful diverse office people group having fun talking enjoy teamwork during staff meeting

Whether you are a small business or an individual, you will be glad you digitally scanned your documents. Many of us have pre-Internet-era documents and papers we would like to preserve. People are busy, and it is not uncommon to put off scanning them until we have more time or energy.

For most people, that occasion never quite seems to arrive.

You may be surprised to realize all of the little things that go into digitally scanning documents well. Think about the time it takes to remove the staples or sticky notes from records before you scan them. For a large number of documents, this task is no small undertaking.

As part of its Paper to Digital process, River City Data takes paper records to their large document preparation facility. Once your papers arrive there, River City Data pros either remove or repair undesirable features, including folds and tears. They also resize your documents during part of the preparation.

River City Data Offers a Range of Services

River City Data works with you to determine the best storage method for your electronic images.

We can scan everything from small receipts to oversized engineering maps and blueprints. But River City Data doesn’t just transform your paper documents to electronic images.

We also scan images to take them from paper to either 16mm or 35mm microfilm images. River City Data’s three decades’ microfilm experience offers a low-cost way to convert and store paper documents in bulk.

River City Data’s additional services include document hosting, a valuable utility for any business. Document hosting through River City Data offers a simple, encrypted way to store and retrieve your documents. With our application, this process takes only minutes, and you can do it from your personal computer.

Additionally, you can archive your documents using River City Data’s searchable DVD indexing and viewing system. Our system allows you to quickly identify which DVD has the material for which you are searching.

Good News for Self-Publishers

Digital scanning services add value for anyone who self-publishes books. River City Data can convert manuscripts to any of the popular e-book formats, including Kindle, Nook, iPad, PC, and Android.

We can also convert your paper books or manuscripts to the right electronic format.
Self-publishing is already a lot of work: a digital scanning service can help you get back your time and energy when it comes to formatting your work.

AMiView

Your information is important and precious. River City Data takes your trust very seriously, and because your time is so valuable, we use our internet based AMiView File retrieval system to take care of your electronic files.

AMiView offers a secure, accessible, and streamlined system for electronic information organization. Users can access through the internet to retrieve the file they want and no need to refile the paper document!

happy guy

Contact River City Data for Help Scanning Your Paper Documents

The cost can vary depending on what digital scanning services you or your business require. River City Data offers consulting can help you determine what process is right for you or your organization. Our professionals can help you identify the best method of document conversion and storage for your business or project.

We understand scanners, and we know that selecting the right scanner is an investment. River City Data consultants can also help you choose the right kind of service for your data converting needs.

Whatever the needs of you or your organization, when it comes to digital scanning services, we can help. Are you ready to save the time and effort that comes with scanning and storing your own records? Contact River City Data today.