When it comes to healthcare, document management is one of the most important considerations after patient care. Ensuring that documents are accurate and up-to-date is essential for the safety of patients and staff. In addition, healthcare providers need to have the data they require available at a moment’s notice.

The very setting of healthcare also dictates that the documentation involved is highly sensitive. Correct storage and adherence to confidentiality requirements are imperative.

Digitizing paper records is a perfect way to tick all of these boxes. It can also allow healthcare providers to manage documents in a secure, accessible format. Here at River City Data, we may have the answer to your prayers.

Why Digitize Documents?

Transferring documents to a digital format offers a vast range of benefits, and these include:

  • Saving money

This is one of the significant advantages of digitizing your documents. Electronic records do not require extensive storage facilities and do not need to be printed. This cuts costs on paper, printing, and photocopying. 

You will not need to have ample space available solely to store documents; the same information is securely held on a server. This can allow some facilities to downsize or rent smaller spaces – a guaranteed space saver. Using an online system to manage and retrieve documents can also cut staff costs. There will no longer be any need to employ workers solely to retrieve and handle materials. 

Retrieval fees are another issue often faced by those with a large number of documents. Many companies will charge a fee for the owner to access a particular document, or when a request is made. By moving online, healthcare providers place themselves in charge; there is no need to contact or rely on a third party.

  • Boost security

Holding all of your documents digitally helps to protect them against most external threats. Mold, floods, or fires can devastate a document storage room, reducing vital information to ashes in seconds. If details are stored digitally, multiple backups can be made remotely; even if one server fails, you can access files.

Sensitive patient data can also be held securely. Passwords can be reinforced with complex access requirements and systems, making it impossible for unauthorized parties to access. This offers greater security than storing documents physically, which could be obtained by anyone.

The ability to secure certain elements also helps facilities when it comes to compliance. Assigning different access rights can protect data for different files. As an example, the billing department could be granted access to payments and insurance, not medical details. This makes it easier to comply with key legislation such as the Personal Information Protection and Electronic Documents Act.

  • Increased efficiency

The time it takes to transport documents from one place to another physically should not be underestimated. Such requests can take hours or days, slowing down the treatment for the patient. A digital document, however, can be retrieved almost instantly. Any urgent updates or changes can then be implemented as soon as required, improving patient care.

Any updates which need to be made to a file can also be applied more quickly, and it is possible to update across several sections. This allows for improved collaboration and a reduced risk of errors. Misinformation will be picked up instantly, and the ability to update in real-time ensures that records are always up to date. 

Multiple healthcare providers will be able to work together, even remotely. This action could be beneficial for spotting patterns, anomalies, or errors across patient records. Overall, more sets of eyes could result in a faster diagnosis and better treatment.

By boosting collaboration, providers are also increasing accuracy. There is a reduced risk of having multiple copies of the same record, with no way of ascertaining the most recent. Instead, all changes and updates will be made in real-time, helping to ensure ongoing accuracy.

  • Easier updates

Most document management systems will offer the chance to not only store documents, but also make edits, approvals, and revisions. The ever-changing nature of healthcare, legal, and medical regulations means that there will be policies that require regular updates. By working from a single, central system, you can speed up this process, while also reducing the risk of errors.

  • More consistent care

As we mentioned, the physical transportation of documents is time-consuming and can have an impact on care. In addition, pages can be lost or damaged, leading to an incomplete picture if the patient has to move hospitals. A digital system allows any medical professional anywhere in the country to access accurate, up to date records. 

The system can also be beneficial for patients. Digitally storing complete medical histories eliminates the need for patients to explain their circumstances to every new provider. This is a process that could be very painful or traumatic, depending on the situation. Overall, digital files allow providers to deliver higher-quality and more consistent care to patients.

  • More time for patients

A recent study showed that doctors in hospitals spent 49.2% of their time doing paperwork, compared to just 27% of time seeing patients. Completing and updating records, transferring documents, and double-checking data all take up precious time.

Switching to digital severely reduces this figure, allowing medical professionals to spend more time with patients. The result? Happier, more fulfilled patients and more focused physicians.

Go Digital!

Digitization of all documents is the best way to move forward. It offers healthcare providers more of everything they need; time, money, and patient contact, while reducing costs, admin, and stress. Digital copies of records are also more accessible, allowing instant access, and reducing the risk of potentially fatal errors.

Here at River City Data, we have the skills and experience to help you make the switch. No matter how large the project, or how complex the files, our team will work with you to move online. Our services include full scanning of documents and the secure disposal of the records; this is essential for confidentiality.

Get in touch today for a free estimate and see how we could start helping you in no time!


In the modern world, getting away from the digital space is all but impossible. We store our photos in the cloud, get our music from a streaming service, and communicate across the world online.

When it comes to keeping relevant documents safe, the digital space can become your safe haven. Electronic document imaging is a brilliant way to revolutionize your record-keeping within a business. 

At River City Data, we have a wealth of experience transforming documents from a physical burden into a digital dream.

What is Electronic Document Imaging?

As the name suggests, electronic document imaging refers to the conversion of paper files to digital images. The term ‘document’ could refer to a scanned image – e.g., of an existing paper document – or an electronic document from Word or Excel.

Electronic document imaging goes hand-in-hand with document management systems, which use five main processes to transfer data:

  • Scanning

The first stage involves scanning a paper document and converting it to an electronic document. This file is usually stored and saved in TIFF, JPEG, PNG, or PDF format. It can then be integrated into an automated workflow for ease and convenience.

The software you use will create an image of the document which has been scanned. The text included in the image is readable by people, but not machines; a computer will see it as a picture.

Next, Optical Character Recognition (OCR) software is used. This tool can recognize the text characters contained within images and convert the image to a machine-readable document.

  • Indexing

Once the OCR processing has completed, documents can be indexed. The report is stored using either the full text or additional metadata – information such as date, author, etc. This process helps the document to be found more easily once scanned. During the indexing process, searchable index information is attached to the electronic record. This stage helps boost efficiency and productivity.

Before scanning, documents can be fitted with a barcode page. This page contains metadata that can be customized, allowing a barcode indexer to index them immediately.

  • Storing

One of the benefits of electronic digital imaging is that it can be a brilliant space-saver. Space on an electronically readable media, such as a disk drive, is allocated for the document.

  • Retrieval

At this stage, you must ensure that the document can be recovered for viewing and printing.

  • Archiving

This step refers to the long-term storage of records – essential if you are required to store documents for compliance purposes.

What Is An EDMS?

EDMS refers to an electronic document management system. In short, this is a software system that allows the user to store and organize documents digitally. It offers a solution to storing large quantities of digital materials while improving searchability, retrieval, and efficiency.

Why Switch To Electronic Documentation?

Electronic documentation has a vast number of benefits, including:

  • Keeping documents safe

Paper is a material that can be very vulnerable. A flood, fire, or mold problem can render documents useless and illegible, or destroy entire libraries of data. Documents stored in an online server, do not have to worry about this. They are not physically present, and data can be securely backed up in a remote location.

  • Increase security

In a similar vein, opting for digital documents helps to boost security. When stored online, extra layers of authentication can be added to reports, making it impossible for the wrong person to read. Physical documents may be stored securely, but can, in theory, be accessed by anyone, any time.

In addition, files can be set up to allow different access levels depending on requirements. This protection protects confidentiality while ensuring that those who need to can access the data they require.

  • Faster retrieval of data

An electronic copy can halve the time and effort if you need to extract data from a document. With physical copies of documents, you need to navigate an elaborate filing system and physically locate it. Once achieved, you still need to find the information you need. The beauty of electronic management systems is that users can search for whatever they need.

This can also be beneficial if you re working with clients who require specific information quickly. Rather than lengthy processing times while you locate the required document, you can quickly search and supply. A great way to improve customer satisfaction and secure long-term relationships!

  • Share documents and data

In 2020, the vast majority of the world is online. By storing documents electronically, you can transfer and exchange information with someone across the globe in a split second. This makes it easier to work collaboratively, share research, and to exchange ideas.

The ability to instantly update files also narrows the potential margin for mistakes. Everyone involved will have access to the latest version of a document, avoiding confusion, which can result in errors.

  • Save space and cut costs

Storing files requires a lot of storage space, especially if compliance requires you to keep them for many years. Conversely, digital storage requires only a server to hold the same amount of information. Therefore, switching to electronic document imaging can be a real game-changer in terms of the required space.

In the modern real estate market, space equals money. If you do not need a secure storage area, you can rent or lease smaller sites or eliminate storage costs. This offers great space and cost-saving solution for your business.

Going digital can also allow you to save on staff costs; there will be no need to employ a team purely to manage documents. Instead, a single system can be set up, and all existing staff trained. This not only saves cash but boosts efficiency across the team.

The Future Is Digital

Here at River City Data, we have made it our mission to free business from the never-ending burden of physical paperwork. Our experienced team has the skills to scan, index, and store your documents, ensuring physical copies are disposed of responsibly.

Whether you are looking to speed things up, save money, or simply make life easier, we can help. Get in touch with the team today for an estimate, and take the first steps to digital freedom!


Document security is an issue that businesses face every day in the corporate world. Any mismanaged records, data, or documents can cause a loss of time, effort, and reputation. 

Don’t let data mismanagement lead to breaches in security and substantial setbacks in daily operations. Having a security system put into place is essential to your companies well-being.

When a business uploads documents to a cloud or storage system, they are now victim to external data breaches, such as hackers, viruses, and a multitude of different malware. While stored paper records are at risk of internal theft and physical damage, document security decisions should be taken very seriously and done wisely. 

Contact River City Data today and talk to one of our highly trained professionals about how to take your document security to the next level. We will help you understand every step of the process.  

Yellow folder and lock. Data security concept

Overview of Document Security

Document security is the way that all classified paper or digital documents are kept safe and secure. The safety of records consists of how the files are managed, backed-up, organized, stored, filed, delivered, and eventually destroyed. 

With many different factors threatening the security of your documents, it is crucial to know the importance of a back-up and storage plan. Unfortunately, document security is not as simple as choosing a cloud with adequate data space. You must understand the ins and outs of the security features to restrict document access.

Once you have a plan on how you will back-up your data in the event data is lost, test your storage system to ensure your files are easily retrievable. Having a plan to retrieve lost information is equally important as it’s security. 

Security Methods for Paper Records

Some of the biggest threats to paper records are internal theft, fraudulent files, and natural disasters. There are a few methods to manage each of these security risks. 

Locked Filing Areas

Keeping the documents in a locked storage area with locked filing cabinets is a necessary and straightforward method to secure paper records. Maintaining the documents securely locked away will ensure they are away from wandering eyes and out of the wrong hands. 

Environmental Hazard Protection

The best way to keep documents from destruction from a natural disaster such as a flood or fire is an off-site storage facility. Off-site facilities use climate-controlled systems and fire suppression methods to protect documents from environmental hazards out of our control. 

Storage Facility 

An off-site storage facility not only protects from any natural disasters, but also includes benefits such as locked premises, a highly trained security staff, and 24/7 video monitoring. 

Security Methods for Electronic Data

Cloud storage and other document management storage solutions (DMS) software implement methods such as encryption and access controls to help protect files.

Data Redaction

Document redaction is the process of permanently removing any visible text or graphics from a document. Redacting a document helps remove sensitive data during the document scanning process. 

Encryption of files

File encryption keeps electronic records safe. In the event of a hacker gaining access in an open network, they are inaccessible without a decryption code.

Access Control List (ACL)

An access control list allows you to control the access of sensitive documents to authorized users only. You can create a list of predefined users, and control who has access to what content- keeping snooping to a minimum.   

Files locked with chain and padlock - data and privacy security concept

Third-Party Document Security

There is always the option to hire a company that can provide storage for your documents versus spending money on leasing a separate space for storage. A third-party option will provide you with a cost-effective solution and a guarantee of the security of your documents. 

Rest at ease, knowing that storage facilities take document security very seriously. A storage facility will be secure and provide professionals who have extensive experience handling, storing, and retrieving documents on behalf of many companies and businesses. 

8 Security Mistakes to Avoid

  1. Mismanaged and incorrectly labeled records. Thus making documents impossible to locate and utterly disorganized. 
  2. Documents that are stored online without proper encryption. They are likely to fall prey to hackers and malicious malware attacks, despite having security methods in place. Encryption is key. 
  3. Inconsistent document storage. When documents lack daily management, they become disorganized and extremely time-consuming to retrieve later.
  4. A huge mistake to avoid is failing to ensure that your disaster recovery plan is successful. 
  5. Another common mistake is not correctly prioritizing the protection of your data. It is crucial to know what data is most valuable to your business’s functions.
  6. Incorrectly managing passwords. Deciding on an easy to remember and a secure, lengthy password is crucial. 
  7. Keeping a record of all your security measures and failing to protect that document. While it is essential to keep a record of your security methods, keep that document protected at all costs. 
  8. Thinking that your network, OS, server,  etc. is secure already. You can never be too paranoid when it comes to document security. 

Why Document Security is Important

Although document storage and security can seem intimidating and time-consuming and costly, with the correct management and security measures, you will set your business up for success and keep your assets safe from threats. 

By successfully using document management storage systems, all of your company’s documents are made easily accessible in a user-friendly, secure, and organized manner. If using a storage facility, employees are excellently trained and vetted through a security process. They will maintain your records in a climate-controlled and damage resistant facility.

Document management systems and storage facilities are, without a doubt, the best choice to ensure your company’s assets are protected. They provide unmatchable management and top-notch security. All while maintaining a cost-effective and user-friendly interface that will benefit all your business needs.  

River City Data is here to take care of all your document security needs. Let us worry about all your data while you focus on the vital task of running your business. Get in contact with one of our highly-trained professionals today! 


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. 


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


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. 


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.