businessman scanning documents for a company


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

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

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


woman employee scanning documents for company


Project Size Matters

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

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

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

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


overwhelmed employee with stacks of folders for scanning


Special Equipment Is a Hassle

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

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

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

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

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

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

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

Assess Your Indexing Needs

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

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

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

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

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


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

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

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


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


Document Security Is Crucial

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

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

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

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

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

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

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

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


Paper medical records are cumbersome to keep and store. Often they are filling up filing cabinets and taking up valuable office space. Paper records are also susceptible to any fire or water damage. 

Paper records can also be harder to keep in compliance with HIPAA laws. The way to avoid all of these problems is through medical record scanning. Medical record scanning allows all the paper patient charts to be transferred to electronic health records.

At River City Data, we are here to help you with all of your medical record scanning, organization, and indexing needs. We are a Kofax Capture Certified Document Conversion Center that is HIPAA certified.

 Our team has gone through extensive background checks. Your company’s security is our number one priority.  

What is an EHR?

EHR stands for Electronic Health Record. According to, an Electronic Health Record (EHR) is a digital version of a patient’s paper chart. EHRs are real-time, patient-centered records that make information available instantly and securely to authorized users. 

Differences between paper charts and electronic charts? 

Patient paper charts have a set of shortcomings. One physician can only view paper charts at a time in one office. 

When other medical professional needs access to the patient’s medical records, the file has to be copied and delivered to the new location. Limited access can cause problems in emergencies, especially if the treating physician does not have access to the Patient’s file. 

Another downfall is the costs that an office can incur with paper charts. There are costs of ink and paper for printing the charts. There is also the financial aspect of having a paid administrator to organize, locate, store, copy, and deliver health records. 

Hard copies can also lead to fragmented documents and gaps in recoded care. A specialist might make updates to a patient’s chart at a different location. The updates usually don’t get added to the patient’s file at his regular doctor’s office. 

Contrary to electronic health records, a patient’s chart is accessible to many physicians in real-time. Switching to an electronic health record reduces the gaps in the patient’s medical history.  

An electronic system allows doctors to see the patient’s lab and test results as well as x-rays or any significant medical history. A computerized system is insurmountably safer than paper charts when it comes to patient care. 

What Are the Benefits of Outsourcing Medical Record Scanning to River City Data?

  • Our process is smooth and through, and we are happy to work on your timeline.
  • Our team of skilled professionals has designed the process to maximize the quality of your images and always double-check for data accuracy.   
  • We have the highest standards when it comes to quality control. We take pride in our work and strive to deliver the best product to you. 
  • We have a multitude of high-end scanners that are capable of digitizing a variety of documents with high-speed scanning abilities. 
  • Our clerical team is highly skilled and capable of handling all types of documents, even weathered and worn documents. 
  • Security is our number one priority. Our staff members are all HIPAA certified, fingerprinted, and have put through background checks and BCA approved. 
  • We scan all of our documents onsite and are capable of scanning a variety of records. Records including Patient’s labs, microfilm/microfiche, x-rays, EKG/ECG strips, physician notes, fetal monitoring strips, etc.   

Medical Records Scanning

At River City Data, we are HIPAA certified and ready to handle the process of scanning your medical records. We will ready your documents to ensure that they are the best quality possible. 

Step 1: Prep for Scanning 

  • Remove all paperclips, staples, sticky notes, etc. that could mess with the quality of the digital copy 
  • Check the documents for any damages that might need to be repaired
  • Count and verify the number of documents
  • Straighten out all the paperwork and remove any folds or creases to ready them for the scanner
  • Organize the documents to make sure they’re all in order and streamline the scanning process
  • Double-check to verify the documents are in the correct record.

Step 2: Indexing

  • Index all of the documents by type
  • The documents are indexed to make them easily searchable once they are electronic 
  • Verify the correct patient information
  • Ensure that the patient listed on the paper chart matches the information on the EHR.

 Step 3: Record Scanning

  • Leaf through all of the documents and shake them to ensure that all staples and paper clips have been removed
  • Choose the appropriate scanner(s) to complete the project
  • Clean the glass of the scanners to make sure that the digital copies are as clear as possible
  • Begin scanning the documents while watching the quality of the electronic copies on the screens

Step 4: QA Checkpoint 1

  • Remove any blank pages
  • Verify all document thumbnails match
  • Organize and re-index documents as needed
  • Flag and rescan any necessary documents

Step 5: Data Entry

  • Review all of the indexing
  • Enter data into the correct fields
  • Ensure consistency between documents

Step 6: QA Checkpoint 2

  • Another of our HIPAA experts will ensure that data is correct
  • Ensure all rescans have been completed
  • Double-check for all accuracies
  • Scan all large documents, photos, microfilms, and other exceptions 

Step 7: Deliver Documents 

  • Transfer the files to a USB, hard drive, CD, DVD, FTP, or upload to a cloud
  • Ensure media content is congruent with the company’s needs
  • Upload all of the data to the client

Step 8: Complete the Process

  • Prepare and send our invoice 
  • Either return original documents or send them to authorized destruction
  • Send all data to a secure backup system

 Making the Switch from Paper to Electronic

When you are used to an old paper system, it may seem like a daunting task to switch to EHR. However, making the switch benefits both the patients and the providers. With today’s technology, it has never been more simple to make the switch.

At River City Data, we can guide you through the switch. We will help step you through the process and address any concerns that you may have. Contact one of our experts today to help get you started on the process.