office worker distressed with lots of files and folders and legal paperwork

How are you storing data? Do you have a room full of filing cabinets? If your office space is a cave of paper, it may be time to consider moving into the digital storage age with legal scanning services.

If you’re contemplating transitioning to digital document management, contact River City Data for a free estimate. We’ll prepare and scan your documents, tag your information for easy searchability, and provide secure access for your employees and clients.

Why Would I Want to Change How I Store My Documents? Paper Feels So Safe and Familiar

There is something solid about holding onto the document you need. You keep your passport in hand while you’re waiting to go through airport security. You keep a copy of your birth certificate locked up.

Paper documents have undeniable value. They are also cumbersome and fragile. 

Let’s compare traditional paper document storage to a digital option.

judge hammer or gavel resting on a stack of folders and files and legal documents

Digitized Documents Can Be Searched Easily

Can you quickly put your hands on a specific document? Perhaps you know precisely how your paper files are organized and can finger through the right file drawer to find that single sheet of paper.

You might have one or two members of your team that can accomplish this. Do you have staff whose primary duty is to locate information? 

One limitation of paper files is the singular format. Files are usually arranged by an overarching organizational method, such as alphabetizing by name.

This singular format means that to search your files, you always start from the same point.

But what if you don’t want to search for a file by name? What if you need every file from a specific date or every file for a particular location? 

Paper files can be difficult to search and cross-reference. By storing your data in a digital format, you will have access to search your data by whatever identifier you value.

Search by client name, case number, date, or any other filter. You can also add filters to search various subsets within a value.

lawyer reading contract and legal documents with client

Digitized Documents Can Be Shared Easily

If you want to share paper documents, you will likely be taking a trip to the copier machine. Once you’ve passed those copies around, you will have limited control over what happens to them next. 

If a client or an employer misplaces a document, the information contained in that paper could be compromised.

Give your staff easy access to information with digital access to scanned documents. You can allow read-only access to those who need to be informed and editing access only to appropriate employees.

Scanned information can be shared quickly without going through reams of paper. Digital documents are less likely to be lost or accidentally shared with someone who shouldn’t have access.

Your Documents Can Be Accessed Remotely

Have you ever gotten to a meeting, opened your briefcase, and discovered you were missing the item you needed most? 

If your documents are stored digitally, you will have access to them wherever you go. Don’t worry about hauling hundreds of pages around. Plus, you won’t have to worry about finding yourself unprepared for that meeting.

Your employees will spend less time trying to get their hands on documents and more time getting results for clients. And, if the staff needs to work from home or another remote location, electronic access is a must.

Is Paper Safer Because You Can Hold It In Your Hands?

If you keep your legal documents in filing cabinets, you probably lock them at night. And then lock the filing cabinet room. And then lock the building. 

The physical act of turning a lock can help a person feel secure, but it doesn’t protect you from:

  • Fire
  • Flooding
  • Mold
  • Spills
  • Unauthorized copies


If your filing cabinet room goes up in flames, what will you do? 

If your legal documents have been scanned and saved electronically, a flood or fire in one location won’t result in a catastrophic data loss. When you give staff and clients read-only access to confidential documents, they can’t change, copy, or destroy them. And if you need someone to discontinue having access to a document, you don’t have to try to take back a piece of paper. You just push a few buttons.

Your documents will be safer in an encrypted file than they will in a filing cabinet. You’re still locking the doors at night; they’re just digital. And actually, you don’t have to lock them at all, because they stay inaccessible to anyone without authorization.

lawyer explaining legal things to client with legal documents on table

Why You Should Use Professional Legal Scanning Services

You’re ready to step into the digital storage age. But there’s so much paper copy to switch over!

Don’t waste human resources having employees stand around feeding the scanner. They have enough to do without taking on this task (don’t they?). 

Legal scanning services provide an economical solution. You receive a dedicated team of single-taskers. They’ll work only on your conversion — and not stop to answer your phones.

The most important part of any great job is preparation. Your scanning service team will take the time to sort, repair, and remove staples from all those precious documents before scanning.

Your data will be scanned with state-of-the-art machines that are meant to handle large quantities of paper. Your office all-in-one was not made for this task.

Legal scanning service providers are experts at managing sensitive data. They stay up to the minute on compliance laws and are familiar with the legal industry.

Your information will be tagged by whatever search terms you choose. Imagine the time saved when your employees can type a few terms to retrieve exactly what they need.

If you choose document hosting and cloud storage, your data will be securely encrypted, yet ready at your fingertips. If you prefer to manage your own data, your documents can be loaded to a private drive that will be entirely in your control.

It’s time to advance your company through digital data management. Contact River City Data today for a free estimate of customized legal scanning services (and other services too!).


When it comes to storing and retaining digital documents, the importance of scanning should not be underestimated. These devices are perfect for saving space, cutting costs, and improving efficiency – you can access information at a moment’s notice.

No matter the size of your business, we can all agree that document scanners are game-changers. Without them, most of us would be lost, drowning in an ocean of paperwork and files. Scary stuff! 

Here at River City Data, we make it our mission to help you escape the monotony of paper, and convert to the digital space. 

But just how did such an integral aspect of our lives come to be so? If you’ve ever stopped to wonder( and even if you haven’t), here is a brief history of how document scanning came to be in your office.

The Humble Scanner

Before we delve into the history of scanning, let’s get some background on that crucial tool: the scanner. The device was invented in Kiel, around 50 years ago, and originated in the guise of the fax machine. The original goal was to transmit information for the newspaper industry.

The first scanners could transmit documents, in the form of images rasterized into pixels and lines. They were also fitted with sensing drums; this means that color originals could be read electronically for the first time. 

The color values were first converted into electrical current. Then, using light sensors, a photomultiplier converted the incoming light into electric current, before amplifying it. This change allowed a high-density range and proved a real game-changer.

The original scanner changed and adapted over time, before developing into the familiar flatbed scanner we all use today. This evolution moved the goalposts once more; it introduced the DDC element to form a ‘scan line.

This tool could use a range of color-sensitive photodiodes to read an image, and then reproduce it in color. Even better: it did all this for a cheaper cost.

As needs developed, so did the form of the scanner. Camera scanners emerged with free-moving lenses to capture 3D objects, and film scanners read slides and negatives. Eventually, the CCD chip replaced the CCD line, and this could read a color document in a fraction of a second, saving precious time.

Over time, the design adapted and changed according to the needs and demands of the user. The familiar products we use today have been on a journey, and are liable to change and evolve over time.

So Why Scan?

Just because we have something, doesn’t mean we should use it – so why did scanning become ‘a thing?’

While the first scanner as we know it was introduced around 50 years ago, the concept has been around for far longer. 

In the 1860s, the Pantelegraph was a device capable of transmitting handwriting, drawings, and signatures over telegraph lines. It was commonly used as a verification tool for signatures in banking transactions.

The concept of storing and exchanging information is not new, and we need to give our (several great) grandparents credit. Things moved on in 1924 with the invention of the wireless photoradiogram, which allowed images to be sent wirelessly overseas.

Moving On

The next stage in the process was the Belinographe, which arose in 1913, and could scan images using a photocell. The brainchild of Edouard Belin this transmitted over telephone lines and created the basis for AT&T Wirephoto service. 

Used by news agencies from the ’20s right up to the ’90s, it acted as the frontrunner to both fax and scanning devices.

Once the requirements of the industry evolved beyond the capabilities of the Belingrophe, it was time for the birth of the flatbed scanner. 

As we discussed, these are the most familiar to us today and gained popularity in the early ’90s. Flatbeds optically scan handwritten documents or images and convert them into a useful digital form for businesses across the globe.

These flatbed scanners are sometimes also known as reflective scanners, mainly due to the way they operate. White light is shone onto the object to be scanned and reads the color and intensity of the light reflected. Technology has developed and advanced, and flatbed scanners can now produce copies of up to 5400 pixels per inch.

There are two types of technology used in flatbed scanners, Contact Image Sensor (CIS) and Charged Coupled Device (CCD) technology.

  • Charged Coupled Device (CCD): The document to be scanned is placed on a glass pane; this can be a book, image, magazine, or similar. A bright light source shines onto the entire document, while a moving CCD scanner captures the content. The scanner contains three sensors lined up, each with a filter: one for blue, one for red, and one for green.
  • Contact Image Sensor (CIS): CIS also uses a mobile scanner, and again, this has a filter to distinguish red, green, and blue light. A blue LED is used to highlight and illuminate the document during the scanning process. Meanwhile, a monochromatic photodiode array is beneath the rod lends of the scanner; this collects light and renders the image.

How We Use Scanning Today

In the modern world, scanning is a crucial part of everyday business. It allows us to collate and collect relevant information without the need for extensive storage facilities. 

In addition, we can access the data we need instantly, thanks to electronic search systems. This, in turn, is a substantial time and money saver. Confidentiality can also be maintained and protected more efficiently, with electronic passwords and sophisticated security systems.

Here at River City Data, we work hard to ensure that your business can run as effectively and efficiently as possible. Our range of services allows you to digitize vast numbers of files, transforming your workspace, and moving your business forward. 

We offer a complete scanning and digitization service, as well as the secure disposal of any records once the process is complete. Why not get in touch today for a free estimate, and take the first steps to transform your business into a paper-free paradise!