What You Need To Know About Document Imaging

 

Are you considering digital document imaging as a way to efficiently manage your paperwork and conserve resources? Contact River City Data to take advantage of their over 40 years of data conversion and document management experience. 

If you’re not sure digital imaging is right for your organization, here are some things you should know. 

Think You Have Too Many Documents? Don’t Worry About It.

River City Data can help you or your business back scan boxes of documents by the hundreds and even thousands. River City Data has the capacity for high-volume document conversion. We’ll also come to you; our trucks and trailers keep your information secure in our care from beginning to end.

A Document Preparation Process Tailored to Your Needs Is Important

Before you prepare your documents for digital imaging, you will need to choose a digital storage system. You should store your data in a searchable way, and that allows you to retrieve documents as needed quickly. 

Storage systems can include external hard drives, SSL, or cloud hosting. Talk it over with document imaging professionals to determine which kind of storage works best for your business or organization.

Once you know what kind of digital storage you want, you are ready to begin preparing your documents. A dedicated document management service like River City Data, will work with you to discuss your organization’s needs. Knowing an organization’s unique requirements helps document imaging professionals determine how to index and prepare their paperwork.

Attention to Detail Saves Organizations Time and Effort

Document preparation can include such detail-oriented tasks as identifying and disposing of unnecessary pages. Document imaging professionals will work with organizations to identify and purge papers that are irrelevant, unwanted, or unneeded. 

There are other intricacies that document imaging professionals oversee, which would otherwise suck up time and attention from your business. These specifics include straightening out creases, removing staples, and repairing rips and tears. 

A third-party document management service takes on this painstaking, time-consuming labor, freeing up an organization’s employees to do their jobs.

Attention to details such as tears and paper folds may seem small or excessive to most people. However, the presence of these imperfections can affect accuracy when digital imaging professionals index your documents.

Store Your Documents Digitally to Avoid Lost Time and Prevent Frustration

Once your organization scans and stores its documents digitally, mislaid documents will be a thing of the past. Additionally, digitally-archived records are indexed, and searchable. This new system will help you quickly find and retrieve what you need. 

Document imaging makes searchability possible through a process called Optical Character Recognition (OCR). OCR recognizes in images text characters that it converts to readable, searchable documents.

Decide on a Format for Your Documents

Document imaging services can scan your paperwork into a variety of popular formats. These formats include PDF, JPEG, PNG, and BMP. 

Don’t worry if you aren’t sure what each format is or what difference (if any) each would make for your organization. Even if you do know, this is an important determination that can affect your business’s data for years to come. Decide on digital document formats in cooperation with a document imaging service for peace of mind. 

Document Imaging Storage Should Be Secure

Once they are in the hands of a document imaging service, your records and paperwork should be stored securely. Ensure that the employees who will be handling your organization’s records are vetted and have completed background checks. If necessary, verify that they are HIPAA certified.

Find out whether the digital imaging service you plan to will destroy original documents for you.

River City Data employees are vetted: they have completed background checks and have HIPAA certification. River City Data will also destroy originals or return them safely to your organization, depending on your preference.

Image Your Organization’s Records and Paperwork and Prevent Disaster

Facts and figures, client information, and patient records take years to accumulate. In a disaster, they can disappear in an instant. You don’t have to worry about what will happen to essential knowledge and materials in the event of a catastrophe.

When you archive your imaged documents in the cloud or an external server, you protect them from damage. Floods, extreme weather, and fire can all wipe out physical copies of valuable information. Digitally image your documents to protect your business or organization’s records.

Scan-As-You-Go

Up until now, most of the items for consideration on this list assume large amounts of existing records to scan. You don’t need an extensive catalog of documents or paperwork to begin digital imaging your hard copies of things. Alternatively, once you have back scanned your organization’s papers, you can start scanning as you go.

Whatever your organization or business needs, River City Data can help you determine the right digital imaging solution for you. We are equipped to handle a high volume of documents.

Digital Imaging: Save Time, Space, and Money

Save human resources, work hours, and space in your office area by digital imaging and archiving your documents. You will save money and paper when you switch to digital imaging.

River City Data understands the need for businesses to use their resources responsibly. We are a local business ourselves, based in New London, MN, for over 40 years. 

We work with clientele of all kinds in Minnesota and elsewhere. If you want a locally-based, community-oriented business that understands your business’s needs, you need River City Data.

River City Data for your Digital Imaging Needs

River City Data offers a variety of services beyond document imaging. We convert microfilm and provide document hosting and archiving. We also assist with disaster recovery and e-book conversion.

When you are ready to free up your business’s space and resources, River City Data is standing by to assist you. Contact River City Data for an experienced, dedicated team that will help you scan and store your data. Our representatives will be able to give you information on our services and answer your questions about pricing.

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