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.

young engineer with a computer and hardhat on a construction worksite

 

Life would be so much easier if every document came printed on 8.5 by 11-inch paper. But that’s not reality! In actuality, scanning large documents presents a challenge most businesses should not undertake without expert help.

It may be tempting to allocate more physical space for document originals like blueprints, maps, legal-sized records, photos, schematics, and other non-standard originals. However, scanning large documents so you can swiftly access and utilize them is possible with the right help.

This week contact River City Data for a quote on scanning large documents and storing them in a usable digital format.

 

land surveyor or engineer with a computer creating blueprints or maps

 

Scan Large Documents: Do Not DIY

Conventional office scanners have several limitations. They only scan the most widely used document sizes, such as letter, legal, and A3 paper designations.

When you have a record that doesn’t fit those measurements, you have to get super creative to scan your large document accurately on your own. 

Much like stitching together panoramic images with a Polaroid camera, scanning a large document onto multiple pages is risky. Your results will be clunky at best, and completely non-functional at worst.

If you DO succeed in scanning all parts of your large document, you’ll need access to quality scanning software that can integrate the pieces of your record into a readable “whole” again. Plus, you’ll need the experience and expertise to effectively navigate the software for a finished, storeable, indexable, accessible file.

Wasting person-hours, money, and often frustration is not the way to go when simpler large document scanning options exist. Especially if large documents don’t encompass the majority of your records, it’s smart to ask for help from a dedicated scanning service provider.

 

architect or engineer working at desk on computer with hardhat and large documents for scanning

 

Should I Buy a Large Doc Scanner?

Though specialized equipment is one way to go in large document scanning, the investment in a quality large document color printer can be prohibitive. 

Plus, you can’t stop at a printer purchase. You must also commit to buying software and sometimes server space to convert, store, manage, and index your large document files. 

Pile on top of that training it takes to become proficient at large document scanning and conversion, and you may have more than you bargained for in a scanner purchase for your company.

It makes sense to outsource your large document scanning to an experienced and trusted partner, whether you produce one large document per week or thousands.

Scanning: Combining Art and Science

Entrusting your large document scanning to a team of professionals is a smart choice for any company. Architects, surveyors, legal firms, government agencies, artists, and photographers are several sectors and companies that need large document scanning capabilities on small and large scales.

Though business and organizational leaders are likely meticulous in many of their job functions, some elements of superior document scanning practices may fall through the cracks if it’s not your full-time job to ensure they happen.

Scanning your documents accurately is only a small piece of the scanning process.

Here’s what happens when you start scanning a large document.

    1. Document Prep: All staples, clips, and other hardware must be removed from the document, a sometimes tedious and time consuming effort, especially with multiple pages. Seals must be embossed, and you must select the correct grayscale or color parameters from which to work.
    2. Repair: Bent corners, torn edges, water stains, holes, or worn segments must all be assessed and fixed where possible.
    3. Enhancement: Once scanned, a professional may be able to enhance the image quality, sharpness, or color to ensure the best quality finished scan.
    4. Digitization: Choosing the correct file size and type for your scanned document is crucial to ensuring its continuing integrity in a digital format.
    5. Storage: Once you’ve scanned your document, you must decide what you’ll do with it. Will you store it in-house, or send it off-site to a dedicated server for archival? How will you retrieve it? Can you be sure your file is secure? What do you require of your document once it is digitized?
      Your answers to these questions determine your large document storage needs. Of course, digitizing your large documents
      saves physical space and all the financial investment associated with it like rent, upkeep, security measures, and staff hours.
    6. Indexing: Stored documents are useless unless you can quickly access the information or images at a moment’s notice. Indexing provides you with a way to organize your digital files based on keywords, phrases, or identifying fields like customer or purchase order number, client birthday, or other personal information. Outsourcing your large document scanning gives you more flexibility in document access and storage with proper indexing protocols.

Finding a trusted scanning partner offers several advantages in large document scanning. Here’s why you should outsource this end of your business.

 

high angle view of workers on construction site looking at blueprints and large documents

 

Why Outsourced Large Document Scanning Makes Sense

Regardless of how many large documents you need digitized, outsourcing this service offers you several benefits:

  • Save time and money on the lengthy and detailed process of scanning
  • Ensure proper indexing of your documents for easy and ongoing access wherever and whenever you want it
  • Secure your documents with encrypted access unique to an individual or organization
  • Save space and financial waste by archiving your digital documents in a dedicated, off-site server
  • Receive guaranteed image quality on all scanned documents, color or black and white
  • Enjoy superior work quality with nuanced methodology developed over decades of experience

River City Data: Your Trusted Partner in Scanning Large Documents

We’ve seen nearly everything in document scanning in our more than 40 years in operation in New London, MN. Our small town values translate to big company efficiency and excellence for every scanning and conversion project we manage.

We’re excited to deliver excellence, security, and accessibility to our clients. We know you run your business based on the trust you place in your data. River City Data understands your data integrity is paramount to your success.

We’re experts in what we do, whether your documents come to us on conventional-sized paper or the largest maps and schematics producible. Contact us today for a project quote, and we’ll be in touch to tackle whatever sized document you want converted.

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.  

Files floating into computer Illustration

It doesn’t matter if your company is large or small; they tend to collect paper. Whether this is for legal purposes, accountability, or one of many other reasons, companies need their documentation. 

Accessibility to those documents and assurances that they are accurate are what usually come to mind whenever the topic of getting organized is brought up at the weekly staff meetings. Having less clutter, being more space-efficient, but still being able to access records quickly, are all desired outcomes of getting organized. Digitizing those documents is an excellent way to achieve those objectives.

So, you could budget capital dollars for expensive scanners and equipment. And, you could invest significant person-hours into writing scanning processes, training staff, and then actually scanning all those documents. 

Or you could outsource this project for an efficient and successful transfer of data. Using an outside source for your document scanning services is a resourceful and cost-effective step for a company drowning in paper. 

River City Data will work with you to create that most cost-effective and beneficial data transfer project. They are just one phone call away at 877-723-3181. 

Piles of files

Here are just 3 of the reasons your company needs to hire a service to scan those documents.

  1. Clear copies and less paper

Say you had your documents scanned, and the digital copy is unreadable? When the original document was used, did it get filed back in the right place? Did it get smudged, spilled on, torn, or damaged in any other way. You can imagine the time that will be spent, the time you have to pay for, trying to find or replace that paper copy. 

Avoid this blunder by using a reputable company that will follow your company’s policies to the letter. The whole point of outsourcing is to make the day-to-day inner workings run smoother, while still maintaining, if not improving, your bottom line, of course. 

The scanned document needs to be as clear and legible as the original for you to trust your new digital data. At River City Data, we ensure the digitized copy of your document will look just like the original.

River City Data scans documents of all types and converts them into a format chosen between you and an advisor. With clear electronic copies available, in some cases, you may be able to destroy those paper copies when complete. That was one of the objectives as well, wasn’t it — save space?

Who can say no to the possibility of recycling thousands to millions of sheets of paper? Well, you can, until you and your River City Data advisor have agreed that is the correct step to take based on legal requirements, tax guidelines, or industry best practices.

Navigate the bureaucracy, man paddling through paper

2. Save time

Time is money – as the saying goes. Start choosing how you spend your time and money by outsourcing your document scanning service needs. 

How much time will a document scanning service save you? It depends on how many documents need to be scanned and organized. The more data there is to input, the more time the service can save you in the long run. A couple of hundred documents may not seem daunting, but how about thousands or tens of thousands? 

In addition to converting your documents to digital copies, we will also collaborate with you to find the most efficient method available for you to retrieve those same documents. We will determine the best way to store and transfer your documents.

Once the optimal storage format is defined, we also determine the best way to index these records to match your business processes and allow for the quickest data retrieval possible–the quickest way to get data in and quickest way to get data out.

Time is money, and the times they are a-changing. Making these changes to your document storage is converting time wasted into time well spent. To keep your business processes ahead of the competition, you will need to accommodate digital data increasingly, and this is the first step. 

3. Save on training

The time and effort needed for training can be simple to not so simple, depending on the skill being taught. It may be easier to train someone how to file in a cabinet, but paper filing is more time consuming and often done wrong. 

Large scale scanning equipment needs specific training and experience, coupled with the instruction to operate the computer and its software. Training someone on scanning and indexing documents may take some more effort, but it will save you time in the long run.

There is another option. Turn those documents over to those that are already trained in converting paper documents to digital. Then take those training dollars and allocate them to another critical area within your company.

3d laptop and folders on white background

To Be Clear

Clean copies, less paper, less time, and saving on training are some of the reasons to outsource your document scanning services. In time you will come to realize if you haven’t already, the importance of digitizing your documents to increase efficiency within your company. 

Leave it to the trained experts, and your digital copies will always be clean and right where you left them. Handling those documents will require less time for storing and retrieving. 

Document Scanning with River City Data

Document scanning is a time-eating task that requires not only the appropriate staffing levels but expertise and the right equipment. River City Data staff has the training, knowledge, and scanners capable of handling a wide variety of document formats. 

In addition, we have in-house dedicated trucks and a large facility to accommodate all your documentation. We remain in control of your documents from pickup through scanning and beyond–putting all your concerns regarding transportation and security at ease. 

At River City Data, you may find our services to be just the ticket to take that next step in moving your company forward into the digital era. Call River City Data for your new scanning service.