5 Industries That Benefit from Electronic Document Management Services

 

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.

 

The post 5 Industries That Benefit from Electronic Document Management Services first appeared on River City.

source https://rivercitydata.com/5-industries-benefit-from-electronic-document-management-services/

A Brief History of Document Scanning

 

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!

source https://rivercitydata.com/a-brief-history-of-document-scanning/

Why Healthcare Document Management is Essential

 

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!

source https://rivercitydata.com/why-healthcare-document-management-is-essential/

Document Scanning to Declutter Your Office

 

Is your office in need of a good cleaning and decluttering? Spring cleaning doesn’t need to wait for spring to come, you can clean anytime.

From New Year’s resolutions to everyday to-do lists, the need for a good cleaning is something that never goes away. One of the best ways to clean and declutter your office is by hiring a good document scanning company.

If your business is like most, and you always seem to be drowning in an overabundance of paper, it is time to transfer those physical copies into digital ones. The numerous benefits of document scanning far outweigh the costs. 

Paper files are an outdated and frankly temporary solution to your company’s data storage and management. Scan your files and records today and convert them to your preferred digital format. 

When you are ready for a more permanent solution to your paper problem, look to River City Data for your digital conversion needs. 

River City Data has been a New London Staple for over forty years. We service clients all over the country, and we would love to help you declutter and organize your workspace for more efficiency and better flow. 

Contact us today to see what we can do for you. 

Why should I consider document scanning?

The benefits and reasons to consider a digital document scanning service are numerous. Let’s go over a few of them now.

Lower Costs

According to a study by the International Data Corporation, loss of time and money is a leading cause of revenue loss for corporations today. 

For example, a company that employs one thousand trained and knowledgeable employees will see losses as high as $2.5 million dollars per year on lost time and resources through an inability to both locate and retrieve necessary information. 

It is essential that your company implements an effective organizational strategy. Paper files and physical documents may not be the most efficient method of storing information. 

No matter how well you organize your files, it is inevitable that the clutter and mess will eventually build back up again. You will be forced to waste man-hours to clean and re-organize.  

It is not enough to simply organize and declutter your paper files; you must take the next logical step and digitize your data. 

When you implement a digital document management system, you will help your company save money in three key areas:

• Supply Costs- paper, printer ink, toner, file cabinets, shelving, storage
• Labor Costs- improve employee productivity, search by keyword for instant access
• Space Costs- open up storage space for more valuable uses

When you scan your documents, you are essentially killing two birds with one stone. You are taking care of your clutter problem while boosting productivity at the same time.

Higher Productivity

When you transfer to a digital management system by scanning your documents, you will severely boost your team’s productivity, efficiency, and time management. 

You can implement automated tracking systems and use any labeling system that works for you and your team. Your tedious administrative tasks, such as the management of records and record retention, can be streamlined. 

Your data will be much easier to manage. Your employees will be able to access, copy, and distribute data quicker and easier. 

Your team will be able to get more work done within the system, leaving little need for extra equipment or physical paper copies. 

Most importantly, you will free up valuable office space. When you clear out much of your paper storage, the space previously devoted to its retention can be re-purposed to a more useful occupation. 

Add a few more employee offices, a brand new employee lounge, a conference room, or even a new customer service area. Use that valuable space for a revenue-generating avenue instead of a storage closet. 

Improved Security

Even better than the clearing away of clutter, when you take time to scan and digitize your data, you will enjoy an increase in security. Protect your company and employees from the dangers of doing business in the age of the internet. 

Unfortunately, part of modern life is the threat of identity theft and many other security risks of living much of our lives in an online space. 

When you implement a document scanning program, you will be able to completely remove any physical copies of potentially sensitive information from your office or workspace. That way, there will be nothing for thieves or disgruntled employees to steal. 

Another benefit of a digital document management system is the added protection from accidents or disasters. A locked filing cabinet is entirely susceptible to fire, damage, or disaster. 

When you digitally back-up your data, it is much easier to protect. Many online data retention services employ safety measures such as encryption, access controls, and frequent data backups. 

Once you have scanned and backed-up all of your data, you will be able to shred all of your old and obsolete physical files. The peace of mind you gain will be as good, if not better than the money and time saved. 

Simplified Retention Tracking

Any business that relies on record-keeping has experienced the pains of proper record retention. Legal record retention periods vary, depending on the type of record and the function of the business. 

With physical record storage, the chances of missing a retention time are much higher than a digital document management system. Nobody wants to miss a retention deadline. 

When you scan and convert your data into a digital format, you will streamline your entire data stream and increase the efficiency of your operating system as a whole. 

If you choose the right document management system, you can even implement an automated retention tracking system. You will effectively take the guesswork out of your record retention timeline because the whole system will be continuously monitored and updated. 

If you are ready to do away with all the clutter and feng shui your space, contact River City Data today. We will turn your paper nightmares into digital dreams. 

source https://rivercitydata.com/document-scanning-to-declutter-your-office/

Why Hire a Data Entry Company? 9 Types of Documents to Archive

 

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.

source https://rivercitydata.com/why-hire-a-data-entry-company-9-types-of-documents-to-archive/

Are You Safe? Security For Your Data and Documents

 

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.  

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.   

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! 

source https://rivercitydata.com/are-you-safe-security-for-your-data-and-documents/

Digital Transformation- Do I Need a Professional Scanning Service?

 

There is no denying that information collection and retention is one of the challenges of owning a business. The organization of professional documents and paperwork can take up a lot of time. The consequences are severe if these are not stored and filed correctly.

Research shows that, on average, each office worker will use 10,000 pieces of paper a year. This figure includes- $20 to file, $120 to search for when or if it is misplaced, and $220 to recreate. In total, it can cost a whopping $42,250 per year – for merely locating a missing document.

It goes without saying that this could be handled far more efficiently. Digital scanning can transform your filing system, saving you precious time, space, and money. Read on to see how River City Data can help – and start making serious savings today!

What Is A Scanning Service?

As the name suggests, a professional scanning service copies all your crucial files and stores them in a digital format. This transformation means less physical paperwork to clutter up space and helps to enhance security, save time, and reduce workload.

How Can It Help?

There are a wealth of ways in which a digital scanning service could benefit your business, and these include:

• Save time finding documents

As we have seen, searching for misplaced documents can take up a considerable amount of valuable time. It is estimated that around 400 hours a year are wasted on this task, and this is a lot of potential profit. 

By implementing a uniform filing system, and using digital files, companies can drastically reduce this number. This system streamlines the process and helps your business to run more efficiently.

• Save the planet!

We are all now aware that as human beings, many of our actions are detrimental to the planet. These include mass printing and production of paper – a resource that directly impacts the trees we need. 

Producing and using ink for printing can also be harmful to marine and wildlife. By switching to digital, you are saving paper and ink – this is brilliant news for your carbon footprint, and the planet.

• Stay secure

Digital files can be protected with passwords and a multilevel security system. These options are not available for physical documents, and safes and filing cabinets can be easily destroyed.

Keeping your crucial information digital instantly increases security -essential for potentially sensitive files and data.

This benefit can be even more crucial if you are storing personal or financial data, which must be securely retained for legal purposes.

• Beat the elements

No matter how secure you believe your system to be, you can’t beat Mother Nature! Natural disasters, such as tornadoes, floods, fires, or other extreme weather can wipe out your office – and all of your documents with it. 

Such incidents may also destroy your computer system. However, backing up files digitally means you will always be able to access a copy whenever you need to. You will also be able to access the documents remotely if circumstances force a chance of office or location. 

• Share information

We live in a global world, and your business may employ people from all over the world. By having critical files in a digital format, you can instantly speed up the time it takes to send and retrieve information.

Once, you may have had to rely on snail mail, fax, or scanning each individual document to email – all time-consuming processes. Instead, store everything digitally and help your business grow all over the world.

Also, digital files allow participants to collaborate digitally using appropriate software; this can massively speed up project times. 

Rather than waiting for communication, tasks can be carried out and updated instantly, for more efficient results. Contracts can be signed, files signed off, suggestions made, and documents updated immediately – perfect for saving time.

• Save valuable space

Physical paper documents need to be stored and can take up a lot of space. This requires that your business will need to locate the funds for larger premises, secure storage, and extra space. 

Instead, opt for digital versions of files – this could save you a whole room or more, and free up valuable space and funds in the budget. A storage office could become valuable working space, or you could downsize to more affordable premises.

Similarly, going digital may mean that you can reduce the number of staff who have to be physically present in the office. Accessing documents online allows more flexibility for remote working or hot-desking, and this is great for both parties. 

Your entire staff can benefit from a better working arrangement that suits their needs, and your business can lease or rent a smaller office space.

• Improve audit compliance

Depending on your business, you may be legally required to keep documents for a specific time. Also, you will likely have to produce this on-demand according to industry requirements. 

Digital filing reduces stress. You will be able to locate information immediately and quickly pull out any documentation or evidence you need. Security requirements can also be checked off the list.

This helps offer much-needed peace of mind and keeps your business totally above board and secure. Even better, you can be the one looking smug and calm when audit season rolls around!

How Can We Help?

If you think that digital scanning is the way to go, we have great news: you have come to the right place! We can help by scanning all of your essential documents in one go and ensure that they are held securely in a remote cloud system. 

Additionally, all physical files will be immediately shredded and disposed of to ensure security. Your new system will be set up and ready to go in no time.

Why Choose A Professional?

You can, of course, scan documents yourself – but this is time-consuming and expensive. We have the tools, staff, and equipment to get the job done in no time, leaving you free to run your business.

Contact River City Data today for a free consultation and see how we could help you transform your business. Save space, boost productivity, and increase profit, all through making a single, simple change to your storage.

source https://rivercitydata.com/digital-transformation-do-i-need-a-professional-scanning-service/