More and more aspects of our lives are becoming digital. We get digital bank statements and bills; we can even file taxes online nowadays.

But many documents still require actual paper. And that’s where data entry companies can help!

Here at River City Data, we’re committed to making your life easier and your business document system more manageable. Contact us to find out how we can get those filing cabinets out of your office — and still preserve all your important data.

What is digital archiving?

Digital archiving simply refers to the process of transferring your data to the latest digital format so that you can access it easily. 

The best part? Since it’s digital, you don’t have to deal with storage rooms, filing cabinets, or misplaced folders.

You can digitally archive any paper documents your company uses. Archiving is especially helpful for medical companies or any businesses that deal with confidential information.

River City Data can also help you upgrade any existing digital archives you have. For example, years ago, people saved things to floppy disks. Those evolved to CDs, which became DVDs, which became flash drives.

Nowadays, most data is stored in the cloud. If you have any data stored in old technology formats that you can no longer access, it might be time to switch to cloud storage.

Storing your data and documents in the cloud has another benefit, too. If you want them to have access, employees can view any required documents from any computer with an internet connection. 

In the modern-day, with many people opting to work from home, this can be a significant benefit to your team.

So whether your current system is 100% paper documents or you need to upgrade existing digital data, archiving with River City Data is the way to go.

These Are The Documents You Should Be Archiving

You can archive any documents you want, but there are some types of documents that are frequently archived.

  1. Medical Records: Due to strict HIPAA regulations, medical information must be kept confidential. Violations can lead to hefty fines or even the loss of a medical license. Digitally archiving medical records decreases the likeliness they’ll wind up in the wrong hands.
  2. Client Lists: In some businesses, client lists may be very carefully guarded. Of course, competitors would find the list useful, but it may also violate your client’s privacy, even if it’s not legally protected information. Getting the client list out of the office and into the cloud is an easy way to protect it.
  3. Tax Records: Tax paperwork contains important personal data, like social security numbers of employees. Identity thieves would love to get their hands on your employees’ information! Reduce the likeliness of that happening by moving this information to digital. It also makes it easy to share if you change accountants.
  4. Contracts: It can be very convenient to have contracts easily searchable with a computer. They also often contain confidential information. It’s best to shred the original and archive them instead.
  5. Receipts: Whether at home or in the office, scanning your receipts can keep you organized. It will be easy to find proof-of-purchase for tax or warranty purposes. And because they’re often not normal-sized pieces of paper, they can be especially tricky to keep track of if you try to file the paper versions.
  6. Bills & Invoices: After you capture bills and invoices for accounting, you’ll still want to hang on to them for a while. Moving them to digital archives can make it easier to organize them and make them searchable later.
  7. Canceled Checks: Thieves have long used canceled checks fraudulently to access money in a checking account. Canceled checks can also be odd-shaped, making them difficult to file in standard folders. Solve both problems by digitally archiving your canceled checks instead!
  8. Personnel Files: Employers tend to gather a lot of personal information about employees: social security numbers, birthdates, and addresses, for example. This detailed information makes the employee files a goldmine for identity thieves. Protect your employees by archiving and shredding these documents — while also freeing up space in your files.
  9. User Guides: If your business has any user guides for frequently-used machines or appliances, it can be convenient to move them to the cloud. Digital archiving your user guides ensures they don’t get misplaced and makes them easily shareable with new employees as needed. (This is also an excellent tip for at-home user guides!)

How Digital Archiving Works

There are several incremental steps in the archival process, but River City Data can help you along the way.

  1. Prep: Before documents can be scanned, they need to be prepared. All staples, paperclips, and sticky notes must be removed. Torn or folded pages can also interfere with scanning. Any irregularly sized documents must be resized.
  2. Scan: Each document must be scanned, which is the process of turning it into an electronic image.
  3. Index: In order to make the documents searchable in the future, we tag each electronic image with indexing terms that are useful to your specific business.
  4. Archive: Your documents will need to be stored long-term, and there are many different options for this. You might choose cloud storage, private local hard drives, or something else. We’ll work with you to figure out what’s best for you.

If you have a lot of documents, this process can take a while if you do it yourself. River City Data can handle high volumes of paper records, so the job gets done quickly.

Ready to get started?

Creating, managing, or upgrading your business’s digital archive can feel overwhelming. If you don’t have a large staff who can dedicate many hours to the task, or if you have a basic use scanner, it can be a costly job.

Instead, many businesses use data entry companies to manage this task for them. We can help you with the entire process, start to finish so that you can focus on your business. 

Contact River City Data to find out how we can streamline the archiving process for you.

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Customer, financial, and legal data may as well be hard currency, just like dollar bills. If you’re running a business, no matter how large or small, your viability depends on your ability to store, sort, and access data. 

If you’ve got blended data formats, you have to efficiently perform data conversion so as not to lose valuable person-hours. It’s better to spend time growing other essential parts of your organization.

The quality of your document storage and retrieval systems can mean the difference between a stress-free year and weekly data headaches in many of your projects and procedures.

So, what happens when you need to transport raw or paper documentation to different CRM platforms, archival systems, vendors, reps, or other company collaborators? Can you trust the data hand-off to deliver accurate information to the people who need it to help make your business go?

At River City Data, Data Conversion is all we do. Your data integrity is our meat and potatoes. 

In this article, we’ll help you discern when to outsource professional data conversion services. Outsourcing this service can assure the accuracy of transferred information for continuous and consistent access and reliability in all your business operations.

When you’re ready to outsource your data conversion, contact us. We partner with you in data integrity, no matter where or how you need to store it or send it.

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To convert or not convert: sample scenarios for nimble decisions

Here three sample scenarios that may warrant a helping hand when switching from hard-copy court docs, medical records, list serves, and more.

Your business may mirror these examples. If so, it may be time to outsource your data conversion. 

 3 Reasons to Outsource Document Scanning Services

Close up of business documents stack on desk , report papers stack

Conversion case #1: Paper to online storage transition in a healthcare office

As more of our business operations become digitized, your file management may need to change with your software. 

For example, say you run a dental or chiropractic office. Depending on how long you’ve been in business, you may have a blend of paper and online patient charts. Both need to be retained and archived. How do you integrate them all for easy access and better patient care?

That’s easy. Hire a data conversion company specializing in high-quality document scanning and storage. You’ll get a complete and organized compilation of all your patients’ info first gathered in manilla folders.

After conversion, you’ll be able to store patient info on your portable drive. You can download into your CRM software for ease of access in the future. Be sure to check that your data conversion partner complies with HIPAA regulations, so your patient info remains protected.

Having a data outsourcing partner in this situation benefits you in several ways:

  • Efficiently delivering documents stored under newer digital patient files
  • File formatting consistency in the transfer of records
  • Compiling, downloading, and storing original databases in ways that seamlessly translate to your new system, with no lost information.

Further, you still have to run your business while the transition roles out. Outsourcing your data conversion means you can service your clients and market your products. Let the experts do all the heavy lifting of data conversion for you. 

Data conversion from paper to digital systems is a temporary challenge. Outsourcing data conversion provides a no-brainer solution within your operating budget without hiring additional staff.

Judge hammer and documents on room background

Conversion case #2: Litigation

It’s a wonder most courts aren’t drowning in paper. From wills to trusts, divorces, and child custody, there’s no shortage of documentation. All that paper must be accounted for in every case, regardless of the specialty.

Having a trusted, high-quality scanning partner means you’ll free up storage space and reduce the need for special equipment and extra staff. 

Leaning on a data conversion specialist gives you a simple solution for storing and archiving all your data within digital systems. Once converted, you’ll be able to attach digital documents to your existing clients inside your CRM systems. 

Be picky when you’re selecting a partner for this kind of conversion task. Make sure you can receive your converted documents in a format that will dovetail seamlessly with your existing software for secure archival and retrieval.

Your data conversion partner should be able to take time to meet and strategize with your IT department. Together, you’ll formulate the best delivery format for your converted files.

Conversion case #3: Insurance

Claims management is the perfect storm in which to have an accurate and reliable data conversion “navigation” system. 

With clients, medical providers, and repair professionals needing quick access to documentation, digitizing your paper files increases your responsiveness and enhances claims service.

Having a trusted data conversion partner enables you to collect claims information and policy orders in both paper and digital formats. You can also compile and store them within your claims management systems for secure and reliable access.

When you strategically delegate document management to an outside partner, you can generate more new business and more adeptly manage your existing client and claims load.

Stay on top of your insurance customer needs, claims compliance, and more with outsourced data conversion services.

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River City Data: When your data needs to come of age.

With state-of-the-art scanning equipment and Kofax Document Conversion Certification, we’ll build a long-lasting and secure relationship with your organization. Our employees are each vetted, put through background checks, and BCA Certified optimizing security unmatched in the industry. 

Our primary goal is to deliver the data conversion services you require reliably, securely, and at competitive pricing that fits your budget. From general office document transfer to the most stringent compliance requirements, we will ensure a smooth transition of your paper documents into your existing digital storage and CRM systems.

We’ll work diligently with you to deliver your converted docs into the formats required within your software. We ensure uninterrupted customer service and business operations, on time and on point.

Contact us today to build out your data conversion strategy in any scope from small to large. We know the value of accurate, readable data you can access and use with ease. We’re your partner in data conversion services that delivers outstanding operational results and saves you time and money.