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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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!
- 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.
- 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.
- 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.
- Scan: Each document must be scanned, which is the process of turning it into an electronic image.
- 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.
- 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.