young couple discussing with a female agent

 

Many businesses today have realized the benefits of using electronic document management services. Whether it’s the efficient distribution of information to appropriate parties, the security of electronic backup, or any other advantages that come with an electronic document management system, forward-minded businesses are going electronic. 

Storing large quantities of paper copy is cumbersome and inefficient. If you’re considering streamlining your document system, contact River City Data for a free estimate today. We will create a custom solution that meets your specific needs and prepares you for the new age of data management. 

Why Are Companies Interested in Electronic Document Management Services?

If it isn’t written down, it didn’t happen. Many companies live by that mantra. 

Written documentation is an unimpeachably clear form of communication. It eliminates potential confusion and provides a clear record for everyone involved to access. 

Documents are vital to most businesses. Keeping those documents safe, secure, and accessible is critical to good business management. 

It may feel secure to lock a paper copy in a filing cabinet, but records are demonstrably safer when kept in a secure electronic format

Digital files are easily backed up in cloud storage. If you have a cloud-based backup, you’ll never have to worry about a flood or fire wiping out all of your data. 

young female professional holding files and folders and organizing documents

Document management software helps you access files with a few keystrokes. And, unlike paper files, information can be tagged and cross-referenced. Companies using a management software system can search for data by any tagged field rather than seeking out a file by name.

Some companies choose to purchase a document management software program with the intent that employees will utilize the tools in it on their own. But employers who attempt this soon realize that managing documents in a data-heavy company is a full-time job. 

If you aren’t excited about the idea of adding to your staff, an electronic document management service is an excellent option. 

Companies providing professional management services are well-versed with the handling of sensitive information. They are experts at records management and providing security to your digital assets. 

Each page is individually prepared. Each scan is completed on professional-grade equipment, then reviewed for any defects and tagged to be made searchable in whatever way the business has designated.

1. Insurance Agencies

If ever there was a type of business that understood planning for contingencies, it would have to be an insurance company. 

Insurance companies process vast quantities of paper every day: applications, claims, cancellations, and policy statements. 

Insurance operations run more smoothly with electronic document management services. Paper documents can be scanned as they are received and routed as needed with no time wasted in transit.

Agents can find the details of a client’s policy in the time it takes to type their name with searchable digital files. 

When insurance companies have their clients complete forms electronically, dedicated software ensures all fields are completed with the appropriate type of data, reducing omission errors. 

2. Law Firms

Legal specialists are obsessive about their data. Documents must be secure. The typeset needs to be clear. 

Law firms know that each page of the paper copy will be carefully prepared and scanned when they choose professional electronic document management services. Staples and paperclips will be removed. Scans will be monitored for blurring or other failures. 

The benefits of using a professional scanning service are clear: businesses get professional service from dedicated experts and the most current technology available.

librarian working with paper documents and records

3. Libraries

Libraries: the land of cross-referencing. At one point in history, researching in a library meant locating the card catalog, then searching by title, author, or subject. 

Those days are gone. 

A stereotypical library does not evoke images of the cutting edge of data technology. But libraries are continually moving with the times, adding new data and new formats.

Libraries are all about the preservation, advancement, and sharing of information. That might come in the form of a best-selling story, or it might happen with the discovery of a key piece of information in an old local newspaper.  

At one time in history, a library user needed to ask the librarian for help if they were looking for something obscure. With electronic document storage, anyone accessing the library can search for an infinite variety of topics. 

Scanned digital documents are searchable by keyword. Periodicals are no longer fragile, yellowing pages with faded print.

4. Real Estate Companies

Realtors need to cross-reference and compare information from a variety of sources on a daily basis. Current listings, pending sales by zip code or street-level boundaries, and many other fractured pieces of data come together to help realtors guide clients to the perfect property.

The right software system is critical to comparing data from different programs. 

male pharmacist looking at medical document management services on a tablet

5. Pharmacies

Pharmacies retain sensitive documents and health information. Cross-referencing prescription drug information can be a matter of life or death. 

Pharmacists are experts at cross-checking various medications. They receive data for every medication they dispense. 

Managing that data and having ready access to searchable documents makes the pharmacist’s number one job – keeping patients safe – much easier to accomplish. 

Your Business Will Benefit from an Electronic Document Management System, Too. 

Any company that has a need to be highly organized will receive value from electronic document management. Strategic business owners will recognize the added value of retaining a professional service to handle this task. 

Every day you delay moving into the electronic world adds up to more information to be scanned when you do take the plunge. Step boldly into the digital world. 

Contact River City Data today. We will provide an electronic data management service geared to your specific needs to help your business keep looking forward. And, if you do need to look back, your data will be there for you.

 

woman worker sitting at a clean tidy desk looking zen and stress free

 

Marie Kondo has sparked an urge for minimalism, and it is a trend that has infiltrated every area of our daily lives. From sparkling, organized closets to clearing shelves of clutter, many of us have embraced the adage that less is more. Why not bring this concept to life in your office, by allowing the magic of scanning services to clear your desk and usher in a whole new you?

One of the most apparent advantages of scanning services is the space they allow you to save. Digital documents are compact, sleek files that will enable vast swathes of data to be stored in a single hard drive. But what are the other advantages to order and clarity in the workplace? Read on, and you may be surprised!

And when you’re convinced of the magic of a tidy desk and how document scanning services can help you achieve that goal, reach out to River City Data for a free quote. We can help you get your clutter under control!

What Benefit Does a Clear Desk Offer?

Taking advantage of scanning services comes with several bonuses for businesses and staff. In addition, the mere act of organizing can also have some unexpected perks.

From reducing stress to boosting productivity, there are several advantages to clearing your desk (luckily, we mean literally, not metaphorically!). Some of the more unexpected bonuses can really improve the general overall working environment and offer benefits to all workers.

clean workspace and desk with a computer and plant and window and no documents or files or mess

Reduce Stress

Research has proven that a clean, ordered environment can have a positive impact on our stress levels. The visual effect of a clutter-free desk can leave you feeling calm, zen, and ready to work. In turn, this helps to generate a soothing and stress-free working environment. A clear desk really can be a clear mind!

Save Time

Reducing the clutter in your space can also be a real time saver. Scanning services help remove physical debris and make files easier to locate, meaning that you can immediately access the data you need. As an added bonus, the office will be easy to keep clean if you are not continually moving obstacles.

Improve Health

It may seem unexpected, but keeping your desk clear of clutter can have advantages for physical health, in addition to mental wellbeing. The increased ease of cleaning means that germs and bugs are less likely to build up and spread. Easier, more effective cleaning can minimize staff illness and reduce the spread of coughs, colds, and viruses.

Keeping spaces and areas clear and accessible also helps to reduce the chance of accidents in the workplace. Slips, trips, and falls can also cause serious injury, putting employees and clients at risk. Keep walkways clear from towering piles of paperwork, and make sure heavy files do not impair visibility.

man working in a neat clean office

Boost Efficiency

In a similar vein, streamlining information via scanning services also allows you to use your time more efficiently. There will be no more lost invoices or misplaced documents to hunt thorough; users can simply log on and access what they require. Not only is this record management better for staff, but it presents a more efficient and reliable service for clients and customers.

All interactions can be made faster and more effective, communications streamlined, and facts checked in no time. Employees will be able to archive old projects without issue and retrieve them if required at a moment’s notice. Productivity will also rise; everything you need to proceed is right there on hand, and this allows you to get on with the prioritized job.

Professional Image

There is nothing less professional than visiting someone who is hidden behind a mountain of paperwork. Presenting a clear desk to the world helps you appear capable, in control, and organized — a much better message to send to your clients!

Appearances matter, and a busy, messy desk indicates that you do not care about your job or are too lazy to care. Neither of these makes a great impression, and the added stress of scrabbling around for files only reinforces this. Get organized, get professional, and get results.

worker cleaning a desk with a computer

What Are The Benefits Of Scanning Services?

As well as keeping your office clean, clear, and productive, the benefits of scanning services can be seen in other areas of your working environment.

Security

Digital files help to preserve the security of your data; they are far less accessible than their physical paper counterparts. Document scanning helps transfer the details from the physical to the digital realm.

Unlike traditional filing systems, using scanning services allows you to protect sensitive information with passwords and codes. You will also be able to control access, blocking certain colleagues or staff members from accessing data.

Security can also be assured in the event that your office is struck by a flood, fire, or natural disaster. In these instances, paper files would be destroyed, and the information and data you rely on gone forever. By going digital, however, you can help to ensure that the information is safely backed up on a server, allowing you to carry on no matter what.

Transfer of Information

Scanning services allow files to be transformed into a digital format, which makes the exchange of information more manageable. Documents and data can be sent instantly to anywhere in the world, without having to worry about the uncertainty of post or fax. This also makes it easier to have improved conversations with colleagues and clients; you can relay them documents they need without delay.

How Can We Help?

Here at River City Data, we have a wealth of experience in the world of document scanning. Our team of experienced professionals has worked with businesses and clients across the globe in a range of niches and industries.

Our goal is to help you streamline and simplify your business, taking advantage of the rise in technology and scanning services available. With our help, you can boost efficiency, increase productivity, and enjoy the benefits of a clear desk. Document scanning can transform the way you do business — for the better.

 

Interested in taking the next step? Why not get in touch with our friendly team today, and talk through the options available. You will be Marie Kondo in your workspace in no time and enjoying the significant benefits which follow!

 

employee carrying stacks of documents, files, binders, and paperwork

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. 

 

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.

office worker distressed with lots of files and folders and legal paperwork


How are you storing data? Do you have a room full of filing cabinets? If your office space is a cave of paper, it may be time to consider moving into the digital storage age with legal scanning services.

If you’re contemplating transitioning to digital document management, contact River City Data for a free estimate. We’ll prepare and scan your documents, tag your information for easy searchability, and provide secure access for your employees and clients.

Why Would I Want to Change How I Store My Documents? Paper Feels So Safe and Familiar

There is something solid about holding onto the document you need. You keep your passport in hand while you’re waiting to go through airport security. You keep a copy of your birth certificate locked up.

Paper documents have undeniable value. They are also cumbersome and fragile. 

Let’s compare traditional paper document storage to a digital option.

judge hammer or gavel resting on a stack of folders and files and legal documents

Digitized Documents Can Be Searched Easily

Can you quickly put your hands on a specific document? Perhaps you know precisely how your paper files are organized and can finger through the right file drawer to find that single sheet of paper.

You might have one or two members of your team that can accomplish this. Do you have staff whose primary duty is to locate information? 

One limitation of paper files is the singular format. Files are usually arranged by an overarching organizational method, such as alphabetizing by name.

This singular format means that to search your files, you always start from the same point.

But what if you don’t want to search for a file by name? What if you need every file from a specific date or every file for a particular location? 

Paper files can be difficult to search and cross-reference. By storing your data in a digital format, you will have access to search your data by whatever identifier you value.

Search by client name, case number, date, or any other filter. You can also add filters to search various subsets within a value.

lawyer reading contract and legal documents with client

Digitized Documents Can Be Shared Easily

If you want to share paper documents, you will likely be taking a trip to the copier machine. Once you’ve passed those copies around, you will have limited control over what happens to them next. 

If a client or an employer misplaces a document, the information contained in that paper could be compromised.

Give your staff easy access to information with digital access to scanned documents. You can allow read-only access to those who need to be informed and editing access only to appropriate employees.

Scanned information can be shared quickly without going through reams of paper. Digital documents are less likely to be lost or accidentally shared with someone who shouldn’t have access.

Your Documents Can Be Accessed Remotely

Have you ever gotten to a meeting, opened your briefcase, and discovered you were missing the item you needed most? 

If your documents are stored digitally, you will have access to them wherever you go. Don’t worry about hauling hundreds of pages around. Plus, you won’t have to worry about finding yourself unprepared for that meeting.

Your employees will spend less time trying to get their hands on documents and more time getting results for clients. And, if the staff needs to work from home or another remote location, electronic access is a must.

Is Paper Safer Because You Can Hold It In Your Hands?

If you keep your legal documents in filing cabinets, you probably lock them at night. And then lock the filing cabinet room. And then lock the building. 

The physical act of turning a lock can help a person feel secure, but it doesn’t protect you from:

  • Fire
  • Flooding
  • Mold
  • Spills
  • Unauthorized copies

 

If your filing cabinet room goes up in flames, what will you do? 

If your legal documents have been scanned and saved electronically, a flood or fire in one location won’t result in a catastrophic data loss. When you give staff and clients read-only access to confidential documents, they can’t change, copy, or destroy them. And if you need someone to discontinue having access to a document, you don’t have to try to take back a piece of paper. You just push a few buttons.

Your documents will be safer in an encrypted file than they will in a filing cabinet. You’re still locking the doors at night; they’re just digital. And actually, you don’t have to lock them at all, because they stay inaccessible to anyone without authorization.

lawyer explaining legal things to client with legal documents on table

Why You Should Use Professional Legal Scanning Services

You’re ready to step into the digital storage age. But there’s so much paper copy to switch over!

Don’t waste human resources having employees stand around feeding the scanner. They have enough to do without taking on this task (don’t they?). 

Legal scanning services provide an economical solution. You receive a dedicated team of single-taskers. They’ll work only on your conversion — and not stop to answer your phones.

The most important part of any great job is preparation. Your scanning service team will take the time to sort, repair, and remove staples from all those precious documents before scanning.

Your data will be scanned with state-of-the-art machines that are meant to handle large quantities of paper. Your office all-in-one was not made for this task.

Legal scanning service providers are experts at managing sensitive data. They stay up to the minute on compliance laws and are familiar with the legal industry.

Your information will be tagged by whatever search terms you choose. Imagine the time saved when your employees can type a few terms to retrieve exactly what they need.

If you choose document hosting and cloud storage, your data will be securely encrypted, yet ready at your fingertips. If you prefer to manage your own data, your documents can be loaded to a private drive that will be entirely in your control.

It’s time to advance your company through digital data management. Contact River City Data today for a free estimate of customized legal scanning services (and other services too!).

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.

young woman employee looking at data modeling on stacks of papers and files

When you’re buried under virtual or physical piles of PDFs, paper documents, or out-dated storage tools (CD-Rom, or–gasp!–floppy disks), coalescing your information into one indexable format is a daunting task. Data modeling is the first step to making sense of every record, no matter its age or storage method.

No business leader we know has extra time for data conversion, indexing, storage, and security. Per human nature, incomplete data conversion and archiving tend to build up over time, because they’re no one’s favorite tasks. 

Instead of procrastinating this crucial element of business success and customer privacy, partner with the pros at River City Data. We’ll customize a data conversion, indexing, and storage strategy that grows with your company so that data privacy and organization is never a problem again.

Call us today for a free quote, and we’ll handle all your records with the care and security they deserve.

hanging folders and files in a filing cabinet with an employee's hands sorting files

Data Modeling: Code for “How’re We Going to Find Anything Ever Again?”

Imagine you spend thousands of dollars and hundreds of person-hours organizing your data. You’ve purchased filing cabinets, folders, colored tabs, and every kind of “sticky-note” under the sun. 

By the time you’re finished with your files, they look neat and tidy, years of business contacts can now be accessed quickly, the file drawers all close tightly, you can lock the files for security, and you’re about to pat yourself on the back.

However, you forgot to tell anyone that you used your clients’ birthdays to categorize them in the files. Then, you hire in a new office manager, and they assume you’ve used the customer’s last name as a primary data indexing tool. 

So, now your new manager cannot find any information on your clients, plus, she uses her last-name assumption for all future data filing. You’ve got a massive potential data mess on your hands in this scenario.

The one thing you must do to combat this data disaster is data modeling.

Create a Rubric that Serves You Now and in the Future

Of course, today, we’re done with paper documents and tabbed manila folders in most organizations. Data modeling refers to digital data indexing, storage, and interaction. 

Your data model can also inform the type of physical space and components you use for data storage and reporting as well, some of which may still be the odd filing cabinet. But, most companies seek out ways to condense and archive their data while still enabling easy reporting and analytics.

It’s essential to think out into the future as much as possible concerning storing and indexing data. Try revisiting your business plan. (If you don’t have a current one, now’s a perfect time to create it.) Look at your growth and sales goals for the next five years or so. 

Your data model should reflect where you want to BE in five years, as much as it should serve your needs where you ARE. Why plan to keep purchasing more and more physical file cabinets when you can obtain more secure and nimble data storage in the cloud right now, for example?

stacks of files, folders, documents used for data modeling

Three Types of Data Models

For a successful data model, there are three essential steps in the process:

 

    1. Conceptual data model: Here, you define entities that deliver or collect data, like customers and products. Then, you list the attributes of each entity, such as name (customer or product), customer number, and product price. Finally, you determine and describe the relationship between the entities.
      Conceptual data models are intentionally high-level.

      Think of this step as building the foundation for data collection and organization–a statement of which information is most crucial to your business model. This step creates a common data language and priority list for all stakeholders, company-wide.
    2. Logical data model: In this phase, you’ll specify data structure and the relationship between data bits. For example, you’ll define how data from one project may interact with information from another source within the company.
      You’ll answer questions like “how will I integrate and utilize information across several departments or teams?” And, you’ll put values and nomenclature to those data bits.
      At this stage, you’re still thinking in general terms–defining data relationships within your operation and how you want them to interact.
    3. Physical data model: Here’s where you’ll get more precise about triggers, keys, views, indexes, authorization, database columns, as well as the technology you’ll use to access and store your data. (Will you use the cloud or a physical server location?)

 

Achieve Consensus, and Then Train, Train, Train.

Once you (and your leadership team, if applicable) have landed on a data modeling strategy that fits your needs now and can easily grow with your expanding audience, product lists, and physical footprint, it’s time to educate.

Any data model is only as effective as the people who know how to use it. Adding data collection and use training to your on-boarding process is crucial. This staff education is the only way to ensure your data works for YOU once you’ve implemented your data modeling strategy.

Departments can become entrenched in the dreaded “silo” when they don’t have access to the same information. Without the judicious use and sharing of the data you collect in sales, product performance, customer needs, client outcomes, and more, your entire operation suffers.

When your entire company speaks the same data language, you can access and use your key information to drive marketing, product development, and service delivery.

employee at a computer with data modeling and documents

Partner with the Pros for Data Modeling that Works

Once you’ve determined your conceptual, logical, and physical data models, River City Data can help you implement your strategy the right way.

Our conversion, indexing, and storage methodologies help you accurately index your records with OCR (Optical Character Recognition) software, save physical space, decrease staffing costs, and ensure the highest level of security and privacy. Plus, we enable on-demand access to all your data, so you never miss a needed metric.

Contact us today for a free quote, and start taming your rogue data piles with the most reliable, professional team in the business.

 

Data is the foundation of a business. A business’s decision-making process is dependant on their data being accurate, relevant, comprehensive, and meaningful. All of these data traits can lead to the companies growth. If not, it can be useless and detrimental to a growing company.

Here at River City Data, we are committed to aiding you with the organization, accuracy, and accessibility of your data. At River City Data, all of our employees are HIPAA certified and go through extensive background checks to ensure your data is in the best hands possible. 

What is a Document Management System?

A document management system, or DMS for short, is a system in which all of your imaged data is organized, stored, and can be easily accessed. The information is ordered within the system by tags or keywords- that way, they can be found with a quick search. The documents can be indexed by the department, for example, “finances,” or in any way that makes organizational sense to your company. 

With a document management system, the workflow is optimized. Authorized employees can access any of the documents that are currently in the workflow. This eliminates the wait times and ensures that all your valuable time is spent productively and, most importantly, on the customer. 

How Does a Document Management System Work?

In short, a good document management system:

  • Captures documents
  • Stores documents
  • Distributes documents

Document Capture

First, the documents are captured. The papers are all scanned into the computer. Which means they need to be indexed. Indexing is a way to categorize the documents. Then there are terms added to the metadata of the material, like an order number or case number. 

Done correctly, this ensures you will be able to find a document years later. 

Central Document Storage and Security 

Next is the storage of the documents. Storing documents is crucial for maintaining and managing documents from all over the place. 

Central Access

A data management system allows employees to access documents from their location. They can either access them from a company computer or through cloud-based document storage.

Static and dynamic content are the two different types of content that are stored. Static content refers to documents created daily- like invoices and purchase orders. Dynamic content would be a form of documents like emails or webpages.  

Document Security

There are two primary forms of security for your documents.

The first method is version control. Version control gives you the ability to make any necessary revisions by checking a document out. With version control, you can also track all of the changes that are made to the documents. 

The second method is through permissions. That way, access to the documents can be controlled. You can assign user rights to the author, view only, revise, or delete records.     

Document Distribution and Retrieval  

Document distribution is the way that the documents are sent to customers, vendors, and other employees. With a document management system, you can distribute the data in any means you need, like email and file transfers. 

Retrieval 

The retrieval of documents needs to be fast and effortless. If not, your document management system is useless. 

For example, when a customer calls with an inquiry for customer service. The customer service representative needs to be able to find the answer in a flash.

 By using the keyword features and the correct use of the document management system, the customer service representative should be able to find the answer to the customer’s question. 

Data Management Minimizes Errors

An effective data management system can help minimize any data errors. Processes such as drag and drop, copy and paste, and document linking can increase the risk of inconsistencies within your data. However, with proper data management, these errors and differences can be avoided, thus increasing the validity of your company’s most valuable asset. 

The Benefits of a Document Management System

Freedom

A document management system can provide you with freedom by clearing up space within the company building. There is no longer a need for large, cumbersome filing cabinets to store stacks of paper documents. You are eliminating the need for tracking down a record and manually handling it. 

The paperless system allows your company the freedom to work quicker and more efficiently. 

Imaging the documents is the first step to freedom. Once all of the materials have been imaged and converted to the correct file types, a document management system will provide you with proper organization of your documents and data. 

Convenience

A document management system provides companies with convenience. One of the most notable features is the ability of all authorized employees to access and open documents from anywhere with an internet connection. 

With a cloud storage system, employees can access files through a mobile app. The app makes it possible to send, track, access files, and collaborate securely. Being able to access documents remotely allows the workflow to stay at a constant. 

Long gone are the days of the workflow coming to a grinding halt when a document lands on someone’s desk when they are out of office.

Professional Growth

Through the use of a document management system, your business will be able to continue to grow. The time previously spent organizing, keeping track, and managing paper documents can now be spent on more extensive, new projects, and your clientele. 

Free Time

Having the workload organized, secure, easily accessible, and efficient will allow your company free time to spare. This free time can be spent in other areas of importance. 

Peace of Mind

The right document management system allows you to be stress-free from any information leaks, security breaches, and other data disasters. With the use of encryption and access authentication, there is no longer a worry of internal leaks.  

Are you ready to put your document management system (DMS) into practice? Contact River City Data to get started on the document management of your dreams. 

Here at River City Data, we understand the importance and security of your companies most valuable asset. Your data is safe in our hands. 

 

As a good accountant, you know the value of good record-keeping, and stress this to your clients. So you certainly don’t want to be known as the firm that adopts a “do as I say, not as I do” approach to file maintenance. Check out the reasons why document management for accountants provides excellent value to yourself, and as an example to your clients.

What is a document management system?

Simply put, a document management system is the method by which your firm stores its most essential processes, contracts, communications, financial records, and other vital information. This can be either manual (paper) based or online, or preferably, a combination of both. 

Are there records that I must keep in physical form? 

Some documents are best kept in paper or physical form. These include identity documents, such as birth certificates, social security cards, and passports. However, even with paper records, it’s a good idea to back up a copy online. 

Why keep business records? 

Quite apart from the fact that by law, you must keep business records, it is a pragmatic and efficient way of keeping track of how your business is operating. Other reasons include any loan applications you may make – no bank will lend you money without looking at your books – and to aid you in any insurance or court action. 

How long do you need to keep business records?

The IRS recommends that you retain business records until the period of limitations runs out. Different rules apply depending on the type of records and whether you have a corroborating document (for example, an invoice which you can compare with a bank statement, or a quarterly statement which you can reconcile with an annual one). 

I have a perfectly good paper system. Why should I also keep records online?

A perfectly good paper system is only as good as the walls, boxes, and filing cabinets that contain it. If a fire, flood, or other emergency damaged your paper records or prevented you from accessing them, think about how you would reconstruct or retrieve that information. If your answer is “with difficulty,” then you need an online document management system.

I don’t trust computers – people can hack into them. So why should I keep my records online?

You are right in saying that computers can be hacked, which is why River City Data is proud to say that we thoroughly vet our employees and they are HIPPA certified. Once you have a secure document management system, you can track anyone accessing your records illegally or without proper authorization. You can’t always do that with paper-based records, as who can know who opened that particular file, read that particular document, or photocopied that certificate?

Benefits of an online document management system

Security

We have touched on security above, but as a reminder, think about who can access your computer system. You will only be giving access to trusted employees, with appropriate passwords and security clearance, who leave digital footprints. It is far more difficult to access computer records than paper records, and you can keep track of who does. 

Ease of access

Not to contradict the point about security, but your employees who need access to records need to be able to do so easily and quickly. Rather than requiring authorized employees to rush to the box of files in the basement when the auditors arrive, consider how more efficient it is for that employee to press the relevant button and pull up the data instantly.

Audit time made easy

Yes, the right files are in the basement, or the attic, or offsite. But are they in the proper order, filed under the correct name, or still legible?  An efficient document management system maintains your business information in a way that allows the auditors to follow an accurate electronic trail quickly and easily.

Filing and forgetting 

After keeping your financial records for the required period, you are generally allowed to dispose of them. A simple way to do this is to archive documents after a pre-determined period, or even delete them. Your paper documents, on the other hand, will need to be physically disposed of securely, and this takes extra time and effort.

Free the storage space

If your business has limited space, you want to use that space efficiently. Piles of paper documents are not the most cost-effective use of that space. Storing your documents online means being able to use that space for more productive purposes.

Saving on costs

Storage space isn’t the only thing that gets used up inefficiently when you depend solely on a paper-based system. You want your employees to work more productively, not always having to hunt out old invoices, or manually post documents that they could email efficiently, quickly, and securely. An efficient document management system allows your employees to concentrate on today’s tasks, not seeking out information on what happened to last year’s tasks.

Minimize risk brought on by emergencies or disasters

If your office is inaccessible for whatever reason (fire, natural disaster, or another emergency), you still want to be able to continue your business as best as possible. If your records are stored securely and can be accessed remotely, you can minimize the impact of that emergency on your business. 

Backing up files

The only way to back up a paper file in a manual system is to create more paper by photocopying or reprinting the file. Not only is that bad for the environment, but it requires more storage space. Backing up your computer files in an online document management system can be as simple as creating a new online file and calling it “important document (copy).” 

Want to find out more about River City Data Services?

Our employees will use all their professional and technical skills to work with you to create a document management filing system for your accounting business, which provides efficiency, security, and reliability for your data. Contact us for further information on how we can help you.