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.

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.

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.

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.

receptionist and doctor speaking with patients and discussing medical records

Electronic medical records are drastically improving how healthcare organizations store, access, and share medical information. Hospitals and clinics want to utilize the best EMR systems have to offer to improve patient care. Paper medical charts and information needs to be uploaded through medical records scanning, so all data is accessible through the EMR.

You want to trust a reputable company with customer loyalty, brand recognition, business longevity, and prosperity for your scanning projects. It is smart to outsource medical documents to industry experts like River City Data, who can ensure security during the scanning process.

Contact River City Data for a free estimate on secure medical document scanning. River City Data offers trusted medical records scanning for healthcare organizations to save you time and effort.

Why Do I Need to Digitize Medical Records?

Electronic medical records give health care professionals instant access to patient information. Instant access is especially helpful in emergencies when the staff does not have time to look through paper charts. Doctors and nurses can immediately view allergies and medications of patients using a tablet or mobile computer.

Digitizing medical records also allows practitioners to keep the focus where it matters the most: on the patients. Paper charts tend to be more time consuming on the professional staff and for administrative support. Digitizing medical records allows for better use of time and resources for all healthcare organizations.

Most health care organizations have moved to an electronic program for health records. The concern now is what to do with old patient records that are still paper-based. Many medical organizations do not have time, staff, or programming for medical records scanning.

What are the Benefits of Scanning Medical Records?

Many healthcare organizations are aware of the benefits of scanning paper medical records. Record scanning can reduce costs, keep patient medical data secure, reduce clinical risk, and improve patient care.

Digitizing medical records eliminates the need to search for paper files manually. Professionals spend time treating patients instead of searching for files.

Medical records are also protected from loss and damage when digitized. The papers are backed into a cloud system where they are immune to devastations such as flood, fire, and other natural disasters.

When done correctly, medical records scanning is a fair process with a good return on the investment. There are two options for healthcare organizations to consider scanning needs and document management: in-house or outsourcing.

When is In-house Medical Records Scanning a Good Option?

If a medical facility needs medical records scanning, it likely has several active and historic patient charts to upload. Scanning all these records is a massive task for the staff, but possible.

If your organization chooses in-house scanning, you will need to invest in a scanner that serves the purpose. Many standard office-based scanners cannot handle the high volume of medical documents that will need to be uploaded. Also, consider administrative staff assisting in digitizing medical records will need access to computers and technology in-house.

If you have the right equipment, you will also need the staff to scan and index patient information. The team will need to be trained on using the equipment and must meet the deadlines required by professional staff, so the organization continues to run smoothly. In busy environments, this can be a hassle and difficult to achieve.

Your facility will also need the space to accommodate the staff and equipment for the project. It can be for a few days or maybe a few months, depending on the number of paper charts. Accommodation can be an obstacle for smaller organizations that are already short on space for staff.

Additionally, staff will need to understand manual indexing, which is how records are searched and retrieved. Indexing requirements can be complicated, and this slows the scanning process. Ultimately may overwhelm the staff.

Many organizations opt to outsource to a professional document and management company for their medical records scanning needs because of these factors. It can be the best option for cost, time, and effort.

How is Outsourcing Medical Records Scanning Useful?

Scanning patient records is a time-consuming task. There is also a risk for human error if staff are untrained or unsure how to use the document scanning programs. Due to the busy and stressful environment of many health care settings, it can be difficult and unrealistic to upload scanned medical records.

Outsourcing eliminates the risk of human error and saves time. Document scanning companies are experts in medical record scanning. It is what they do every day, so there is less risk.

Healthcare organizations have become overwhelmed with the sheer volume of medical records that need to be digitized, which has increased significantly over the last decade. Volume can make the medical records scanning process difficult and overwhelming. Outsourcing to a company relieves you of this burden.

Outsourced scanning is an excellent option for both small and large healthcare organizations. It is fast and can be more affordable than in-house medical records scanning. It is essential to choose a company that understands the healthcare sector. An experienced company will be familiar with the regulations and compliance needs of organizations.

What Do I Need to Look for in a Document Scanning Company?

The company should have the knowledge, experience, and skills to undertake the scanning of medical records. Experience ensures documents will meet regulatory requirements.

The company must have the ability to undertake large-scale scanning projects with ease. This ability will reduce the risk of error and disruption in the organization’s day-to-day operations.

Each business has its budget and plan for allocating resources. The company chosen does depend on business cost and resources. It is important to remember that it will likely be an essential and resourceful allocation of funds for the company in the long-run.

Trust River City Data for Your Medical Records Scanning Needs

The team at River City Data has the experience and knowledge you are looking for in a scanning company. Our team is certified in HIPAA protocol. We are familiar with the rules and regulations of the healthcare industry.

We value privacy and make it a top priority. We provide unparalleled, quality medical record document scanning and indexing.

Contact us today for a free estimate. We customize to your needs and can meet the challenges or deadlines needed by healthcare organizations. Our clients appreciate our world-class experience, along with our small-town values. RiverCity Data hopes to help your facility get digitized so you can excel in the healthcare industry.

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.

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.

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.

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.

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.

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.

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.

5 Industries That Benefit from Electronic Document Management Services

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