It’s Time to Outsource Your Medical Record Scanning

 

Paper medical records are cumbersome to keep and store. Often they are filling up filing cabinets and taking up valuable office space. Paper records are also susceptible to any fire or water damage. 

Paper records can also be harder to keep in compliance with HIPAA laws. The way to avoid all of these problems is through medical record scanning. Medical record scanning allows all the paper patient charts to be transferred to electronic health records.

At River City Data, we are here to help you with all of your medical record scanning, organization, and indexing needs. We are a Kofax Capture Certified Document Conversion Center that is HIPAA certified.

 Our team has gone through extensive background checks. Your company’s security is our number one priority.  

What is an EHR?

EHR stands for Electronic Health Record. According to HealthIT.gov, an Electronic Health Record (EHR) is a digital version of a patient’s paper chart. EHRs are real-time, patient-centered records that make information available instantly and securely to authorized users. 

Differences between paper charts and electronic charts? 

Patient paper charts have a set of shortcomings. One physician can only view paper charts at a time in one office. 

When other medical professional needs access to the patient’s medical records, the file has to be copied and delivered to the new location. Limited access can cause problems in emergencies, especially if the treating physician does not have access to the Patient’s file. 

Another downfall is the costs that an office can incur with paper charts. There are costs of ink and paper for printing the charts. There is also the financial aspect of having a paid administrator to organize, locate, store, copy, and deliver health records. 

Hard copies can also lead to fragmented documents and gaps in recoded care. A specialist might make updates to a patient’s chart at a different location. The updates usually don’t get added to the patient’s file at his regular doctor’s office. 

Contrary to electronic health records, a patient’s chart is accessible to many physicians in real-time. Switching to an electronic health record reduces the gaps in the patient’s medical history.  

An electronic system allows doctors to see the patient’s lab and test results as well as x-rays or any significant medical history. A computerized system is insurmountably safer than paper charts when it comes to patient care. 

What Are the Benefits of Outsourcing Medical Record Scanning to River City Data?

• Our process is smooth and through, and we are happy to work on your timeline.
• Our team of skilled professionals has designed the process to maximize the quality of your images and always double-check for data accuracy.   
• We have the highest standards when it comes to quality control. We take pride in our work and strive to deliver the best product to you. 
• We have a multitude of high-end scanners that are capable of digitizing a variety of documents with high-speed scanning abilities. 
• Our clerical team is highly skilled and capable of handling all types of documents, even weathered and worn documents. 
• Security is our number one priority. Our staff members are all HIPAA certified, fingerprinted, and have put through background checks and BCA approved. 
• We scan all of our documents onsite and are capable of scanning a variety of records. Records including Patient’s labs, microfilm/microfiche, x-rays, EKG/ECG strips, physician notes, fetal monitoring strips, etc.   

Medical Records Scanning

At River City Data, we are HIPAA certified and ready to handle the process of scanning your medical records. We will ready your documents to ensure that they are the best quality possible. 

Step 1: Prep for Scanning 

• Remove all paperclips, staples, sticky notes, etc. that could mess with the quality of the digital copy 
• Check the documents for any damages that might need to be repaired
• Count and verify the number of documents
• Straighten out all the paperwork and remove any folds or creases to ready them for the scanner
• Organize the documents to make sure they’re all in order and streamline the scanning process
• Double-check to verify the documents are in the correct record.

Step 2: Indexing

• Index all of the documents by type
• The documents are indexed to make them easily searchable once they are electronic 
• Verify the correct patient information
• Ensure that the patient listed on the paper chart matches the information on the EHR.

 Step 3: Record Scanning

• Leaf through all of the documents and shake them to ensure that all staples and paper clips have been removed
• Choose the appropriate scanner(s) to complete the project
• Clean the glass of the scanners to make sure that the digital copies are as clear as possible
• Begin scanning the documents while watching the quality of the electronic copies on the screens

Step 4: QA Checkpoint 1

• Remove any blank pages
• Verify all document thumbnails match
• Organize and re-index documents as needed
• Flag and rescan any necessary documents

Step 5: Data Entry

• Review all of the indexing
• Enter data into the correct fields
• Ensure consistency between documents

Step 6: QA Checkpoint 2

• Another of our HIPAA experts will ensure that data is correct
• Ensure all rescans have been completed
• Double-check for all accuracies
• Scan all large documents, photos, microfilms, and other exceptions 

Step 7: Deliver Documents 

• Transfer the files to a USB, hard drive, CD, DVD, FTP, or upload to a cloud
• Ensure media content is congruent with the company’s needs
• Upload all of the data to the client

Step 8: Complete the Process

• Prepare and send our invoice 
• Either return original documents or send them to authorized destruction
• Send all data to a secure backup system

 Making the Switch from Paper to Electronic

When you are used to an old paper system, it may seem like a daunting task to switch to EHR. However, making the switch benefits both the patients and the providers. With today’s technology, it has never been more simple to make the switch.

At River City Data, we can guide you through the switch. We will help step you through the process and address any concerns that you may have. Contact one of our experts today to help get you started on the process. 

source https://rivercitydata.com/its-time-to-outsource-your-medical-record-scanning/

Expect the Unexpected: How to Preserve Your Data Through a Disaster

 

Data loss can be detrimental to a business’s well being and productivity. When disaster strikes, the only defense the company has is their level of preparation. In today’s world of increasing hackings, technology glitches, and natural disasters, it is essential to have a plan and be prepared. 

Here at River City Data, we can help you prepare for any of these occurrences. Our company has specialized in all things data for the last 40 years. 

Each of our Kofax certified experts is vetted and have current background checks. We are also BCA certified and HIPAA certified. You can rest assured that your data security and management needs are our top priority. 

 Contact us today to find out how we can help you expect the unexpected!  

Label Your Documents

Before you begin to plan for your disaster data recovery, it is crucial to classify your documents in their order of importance. Start with the documents that are the most critical and end the recovery process with documents that are the least essential to the company’s operations.

Label the documents by these five categories: critical, essential, important, useful, and non-essential. 

Critical Documents

Critical documents will be any documentation that your company may need to have to speed along the recovery. 

Essential Documents

Essential documents will be documentation needed in the first 72 hours of the disaster that are vital to the company with daily functions. 

Important Documents

 Important documents are any documentation that is irreplaceable and crucial to your companies functions. 

Useful Documents

Useful documents are any documentation that can be replaced in the event of a disaster but comes as an inconvenience to your company.

Non-Essential Documents

Non-essential documents would not hinder your companies function and are replaceable. 

Once all of the documents are labeled, it is time to figure out storage for each of the categories of documents. Some options are the use of cloud storage, onsite storage of physical materials, or offsite storage. 

Have A Backup Solution

Make sure to have an online cloud storage set in place. The cloud is not only a secure place for data but also convenient because of the ease of data recovery from a cloud. 

Having a cloud also creates an easily accessible storage space for relevant documents that may not have any physical copies. In the case of a disaster, the cloud will provide an almost seamless recovery. 

Keep physical copies in a safe location onsite. The documents can be kept in a locked storage room with fire and water protected filing cabinets. 

Outsource your storage. You can have your data stored at an offsite location. Having the documents stored at an offsite location will help free up room in the office. 

Risk Assessments 

A crucial factor in document recovery is to assess the risk that each disaster can cause your company. The risk can be anything from technical, logistical, or environmental. It is also important to weigh how each of these disasters can impact your company.

Not every recovery plan is going to be the same for each of the disasters. The risk assessment will aid your company.  

Assign a Recovery Team 

Your plan is only as effective as the team of employees that you put in charge of it. Assign each person on the team a role and communicate their purpose to them. It is also important to brief each team member on their course of action in the document recovery if a disaster were to strike. 

Outline the Plan 

Provide written direction for the chain of events that will take place in case of a catastrophe. Provide visuals that will help your team understand the recovery plan. 

The outline should include a plan for a variety of disasters. A disaster can range anything from a hacking situation, technical data loss, or a natural disaster. The outline will give concise directions on how to proceed in any of these events.

In a situation where your company’s valuable information is compromised, there needs to be a plan for informing patrons. Going forward extra measures need to be put in place to keep PII (Personal Identifiable Information)  safe. 

A technical data disaster can be a technical error with technology that can cause a loss of data. Knowing that these occurrences happen and preparing for them is essential to your company’s overall wellbeing. This is where a cloud comes in handy for ensuring that your data is backed up on a drive. 

 Having an IT company to reach out to (if necessary) can be beneficial for data recovery. They should be able to get your system back up and running or help you recover any lost data. 

Data loss through a natural disaster can be extremely frustrating and can set your company back on their work. It is crucial to establish a safe area where copies of hard data are stored. You will want to have document storage that is going to protect against fire and water damage. 

Make Updates 

Your plan will grow and evolve as your company’s needs and wants may change. Review your data recovery plan and make any updates or changes to it when necessary. You want to ensure that your outline is current and aligns with your business objectives. 

Inform your staff about any updates or changes made to the plan. Create any necessary new visuals and reiterate each person’s role. 

Methods of Recovery

Knowing how you are going to recover your documents is an essential aspect of the process, whether you re-download documents from a drive or have to restore physical documents from natural disaster damages. 

Documents can be restored from water damage by putting them into a vacuum chamber to be freeze-dried to remove any excess water that will turn into ice crystals and vaporize. 

Or they can go through a dehumidification process where the water will slowly evaporate out of the materials to dry them out. However, proper storage methods of physical documents can save you from having to outsource to a third party for document restoration. 

Here at River City Data, we are here to assist you with finding the best way to keep and store your documents. It is better to expect the unexpected and have a plan in a place in case a disaster strikes your business.

 Contact us today and find out how one of our data specialists can assist you. 

source https://rivercitydata.com/expect-the-unexpected-how-to-preserve-your-data-through-a-disaster/

Do I Need a Document Management System?

 

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. 

Retrieval 

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

Freedom

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. 

Convenience

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. 

source https://rivercitydata.com/do-i-need-a-document-management-system/

Why Your Accounting Firm Needs a Document Management System

 

As a good accountant, you know the value of good record-keeping, and stress this to your clients. So you certainly don’t want to be known as the firm that adopts a “do as I say, not as I do” approach to file maintenance. Check out the reasons why document management for accountants provides excellent value to yourself, and as an example to your clients.

What is a document management system?

Simply put, a document management system is the method by which your firm stores its most essential processes, contracts, communications, financial records, and other vital information. This can be either manual (paper) based or online, or preferably, a combination of both. 

Are there records that I must keep in physical form? 

Some documents are best kept in paper or physical form. These include identity documents, such as birth certificates, social security cards, and passports. However, even with paper records, it’s a good idea to back up a copy online. 

Why keep business records? 

Quite apart from the fact that by law, you must keep business records, it is a pragmatic and efficient way of keeping track of how your business is operating. Other reasons include any loan applications you may make – no bank will lend you money without looking at your books – and to aid you in any insurance or court action. 

How long do you need to keep business records?

The IRS recommends that you retain business records until the period of limitations runs out. Different rules apply depending on the type of records and whether you have a corroborating document (for example, an invoice which you can compare with a bank statement, or a quarterly statement which you can reconcile with an annual one). 

I have a perfectly good paper system. Why should I also keep records online?

A perfectly good paper system is only as good as the walls, boxes, and filing cabinets that contain it. If a fire, flood, or other emergency damaged your paper records or prevented you from accessing them, think about how you would reconstruct or retrieve that information. If your answer is “with difficulty,” then you need an online document management system.

I don’t trust computers – people can hack into them. So why should I keep my records online?

You are right in saying that computers can be hacked, which is why River City Data is proud to say that we thoroughly vet our employees and they are HIPPA certified. Once you have a secure document management system, you can track anyone accessing your records illegally or without proper authorization. You can’t always do that with paper-based records, as who can know who opened that particular file, read that particular document, or photocopied that certificate?

Benefits of an online document management system

Security

We have touched on security above, but as a reminder, think about who can access your computer system. You will only be giving access to trusted employees, with appropriate passwords and security clearance, who leave digital footprints. It is far more difficult to access computer records than paper records, and you can keep track of who does. 

Ease of access

Not to contradict the point about security, but your employees who need access to records need to be able to do so easily and quickly. Rather than requiring authorized employees to rush to the box of files in the basement when the auditors arrive, consider how more efficient it is for that employee to press the relevant button and pull up the data instantly.

Audit time made easy

Yes, the right files are in the basement, or the attic, or offsite. But are they in the proper order, filed under the correct name, or still legible?  An efficient document management system maintains your business information in a way that allows the auditors to follow an accurate electronic trail quickly and easily.

Filing and forgetting 

After keeping your financial records for the required period, you are generally allowed to dispose of them. A simple way to do this is to archive documents after a pre-determined period, or even delete them. Your paper documents, on the other hand, will need to be physically disposed of securely, and this takes extra time and effort.

Free the storage space

If your business has limited space, you want to use that space efficiently. Piles of paper documents are not the most cost-effective use of that space. Storing your documents online means being able to use that space for more productive purposes.

Saving on costs

Storage space isn’t the only thing that gets used up inefficiently when you depend solely on a paper-based system. You want your employees to work more productively, not always having to hunt out old invoices, or manually post documents that they could email efficiently, quickly, and securely. An efficient document management system allows your employees to concentrate on today’s tasks, not seeking out information on what happened to last year’s tasks.

Minimize risk brought on by emergencies or disasters

If your office is inaccessible for whatever reason (fire, natural disaster, or another emergency), you still want to be able to continue your business as best as possible. If your records are stored securely and can be accessed remotely, you can minimize the impact of that emergency on your business. 

Backing up files

The only way to back up a paper file in a manual system is to create more paper by photocopying or reprinting the file. Not only is that bad for the environment, but it requires more storage space. Backing up your computer files in an online document management system can be as simple as creating a new online file and calling it “important document (copy).” 

Want to find out more about River City Data Services?

Our employees will use all their professional and technical skills to work with you to create a document management filing system for your accounting business, which provides efficiency, security, and reliability for your data. Contact us for further information on how we can help you.  

source https://rivercitydata.com/why-your-accounting-firm-needs-a-document-management-system/

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.

source https://rivercitydata.com/what-you-need-to-know-about-document-imaging/

Diplomas, Blueprints, and Maps- How Can I Preserve Large Format Data?

 

When you work incredibly hard for something, you want to ensure it is taken care of and preserved. You worked hard for your diploma, whatever level of schooling you earned it in. It likely brings you a sense of pride whenever you see it hanging on your wall.

Maybe you have an intricate (and expensive) map on your wall? Or other large documents that are essential to you or your business you want to ensure are preserved. Just because a document is large doesn’t mean you shouldn’t maintain it. 

If you are looking for large format scanning services, look no further than River City Data. We have the experience you need and the skills you can depend on to digitize your documents. We focus on bringing our customers the best results possible.

With 40 years of experience serving the amazing people of New London and the surrounding areas, let River City Data serve all of your data needs.

What is Large Format Data Scanning?

Similar to document preservation of smaller sizes, large document data scanning services take large format documents and convert the actual document to a digital one. Instead of a bulky, large document, you will have a high-quality digital copy in the form you choose, PDF, TIFF, JPEG, or more. Some companies can even turn architectural or design drawings into computer-aided design (CAD) files like DWG or DXF.

What makes large-format data scanning different from smaller document scanning is the type of scanner required. Large documents use an LFD scanner. Here, the document is fed through a scanner slowly and read thoroughly as the paper passes through the machine. We will then convert the scanned image to the required format.

Why Large Format Data Scanning Services?

There are many reasons why you might want large format data scanning services. Many of our clients are looking to free up space, and others do not want to deal with cumbersome and bulky items regularly. With that, our top seven reasons to use large data scanning services:

1. Space, space, space. Many large documents, like floor plans, maps, etc., take up space and do not fit comfortably in most storage solutions, i.e., filing cabinet. Digitizing these documents frees up your office.
2. Organization is key. Similar to freeing up space, digitizing large documents allows you to organize the records by indexing them while scanning. You can choose how to assemble at the beginning, and we will work with you.
3. Time is of the essence. Handling and sorting through large documents can be tricky and tiresome. If you regularly sort through large documents, you know what we’re talking about here. Imagine clicking through some files that are at your fingertips to find what you need.
4. Save money. This fact rings true if you work from home or have a small office, and storage space is at a premium. Digitizing your documents allows you not to have large documents in storage.
5. Security. Depending on what you’re dealing with, you might be legally required to take certain precautions with information. We can ensure that only specific staff members are authorized to see the scanned documents.
6. Shareability. Along with securely protecting your documents, you can easily share them after scanning. Scanned documents are ready to be shared via email or on a hard drive of your choice.
7. Sharper images. Often, scanning large documents results in cleaner, sharper images. The scanned image can be better than the original.
8. Memories! Maybe you don’t own a business but have many essential documents that happen to be substantial. We work with individuals regularly to preserve important mementos from their family and life.

What Size Document Can Be Scanned?

Most households in America have a printer/scanner at home. This scanner likely does a fantastic job with anything under the A4 size. For those not in the paper world, A4 is slightly longer than the standard letter size paper you print on. A4 is 210mm by 297mm, while standard letter paper is 215.9mm by 279.4mm.

A3 paper is 420mm by 297mm, or two A4 documents together. Anything A3 or larger typically requires professional services to scan.

Many documents will be classified under these larger sizes, including maps, diplomas, architects’ drawings, projects your kids did in school, poster-size prints, extra-large photographs, and more. If you have some of these things or anything else more substantial you want to preserve, call River City Data today and see how we can securely scan your documents.

Why River City Data?

River City Data has been in the business for more than 40 years, and we have been in New London for the entire time. We have served clients from all walks of life: both businesses and individuals. Our roots run deep, as well as our values.

Our customers trust us to deliver quality products with the best customer service. We will work within your budget and your timeline to ensure you have what you need when you need it.

Our customers are not limited to New London alone; we have customers throughout Minnesota and the Greater Midwest area. Our satisfied customers live all around our great state and beyond.

We are dedicated to keeping up with the ever-changing world of technology. We work hard to ensure your data is secure. To ensure a smooth conversion, we rely on AMI View, or we can use your existing ECM software. We will be able to archive your documents and ensure they are accessible to your home or business.

Whether you are an individual or a business, let River City Data be your partner in all your scanning and digitizing needs. We look forward to working with you as you digitize all of the documents in your life.

source https://rivercitydata.com/diplomas-blueprints-and-maps-how-can-i-preserve-large-format-data/

River City Data- Who We Are and What We Do

 

Data management is one of the most fundamental components of a successful business. Amazingly, it is also one of the most intimidating decisions a company will have to make. 

You may believe that your company doesn’t need a data management system. River City Data is one of the premier document management companies in the Midwest, and we are here to tell you just how vital services like ours are. Trustworthy companies that convert paper to digital are extremely valuable, we are here to prove it to you.

If you are looking for a company that converts paper to digital, look no further than River City Data. For us, experience and expertise go hand in hand.

Why do I need a document management system?

The data your organization acquires and creates is one of the most valuable resources your company possesses. If you manage that data correctly, your employees will save valuable time and resources when they are required to use that data. 

Organizations generate a staggering amount of data and documents. Those numbers are expected to increase ten-fold by 2025. 

A loss of any of your organization’s carefully collected data can be disastrous for your company. Many businesses that experience high levels of data loss or corruption end up closing their doors for good. 

You can avoid that fate by choosing the right data management firm for your company’s specific needs. 

Why River City Data?

If you are a Twin City or New London based company and you are looking for the right data management services, River City Data is the company for you. We have been a New London staple for over forty years. 

But we don’t stop there; we service companies all over the US. Our biggest clients are a number of municipalities all over the country. We proudly serve courts, county police, hospitals, schools, and so much more. 

One of the reasons we have managed to stay in business so long is our system of values. Our hometown roots and our promise of excellent and timely service have made our name synonymous with quality. 

The long line of our satisfied customers speaks for itself. We will work with your company to secure the most useful data conversion available. 

We are Kofax capture certified, and we house our own document hosting service. We will use our AMI View, or we can convert your company’s existing ECM software. You will be amazed at how easily your archived data can be accessed when needed. 

When it comes to security, we are second to none. We are the only company that we know of, who vets, fingerprints, and background checks all of our employees. Additionally, everyone we hire is certified by the Bureau of Criminal Apprehension and HIPAA.

We currently scan over 250k documents a week. We will convert your documents and data to the most readily accessible software and storage tools available. We will work with your team to determine the best conversion platform for your individual needs. 

At River City Data, we are known for correcting the mistakes of other companies’ work.  If your company has made the mistake of going with a cheaper company for your document recovery or conversion needs, we can help.  Come to us for the high-quality results that you wanted in the first place.

What services does River City Data offer?

Document Scanning- Paper to Digital

Paper is hard to keep up with when it is in large quantities. Some companies may have hundreds or even thousands of boxes of documents. If your organization hasn’t backed up all those paper documents and some terrible disaster strikes, you run the risk of losing all of that data.

We will review and index your documents, and each one must be evaluated for tears or folds. They are then checked and re-checked for accuracy. 

Next, we scan all vital documents. Each document is digitally tagged with its own search term. You will have direct input on this tagging process and names used. 

Get ready to throw out all your bulky filing cabinets and all that excess paper. 

Microfilm to Digital Images

Microfilm and microfiche are a medium that is slowly dying out. It is also an inefficient way to store data. We will convert both 16 and 35 mm film. We use the highest quality machines to convert your data. 

After we scan your documents, the information or image is indexed and then stored in our document management system, AMI View. 

Document Hosting 

Secure document hosting can be a reality for your organization. We know how to both keep your data safe and secure and provide convenient access to your data whenever you need it. 

We have plentiful storage for a project of any size. Your documents will be in good company because we host documents from an extensive array of organizations and businesses.  

Your data will always remain private and secure with us. 

Document Archives

Are you concerned about the state of your data when you archive it with us? Don’t be; your data will always remain in your ownership. Just because you outsource your data, doesn’t mean it is no longer yours. 

We will store and index your data. You will be able to find and retrieve it whenever you need it. Choose your own software or utilize our AMI View. 

There are no hidden fees; the price is clear and upfront. The ease of access and excellent quality of your data will blow you away. 

E-books Conversion

It’s not as easy as you might think to convert a written manuscript into an e-book. Special software is necessary to ensure a smooth conversion.  We will convert your manuscript into that proper digital form. 

As soon as we finish the conversion, your book will be ready to sell on all of the primary e-book readers. 

Disaster Recovery

Disaster can strike at any time. If you have massive amounts of paper data, your organization is vulnerable to substantial losses. 

We will back up all your valuable data and documentation. Not only will you protect your data, but you will free up valuable space in your office. Rest assured that your data will be safe in our hands.  

When you are ready to implement your own data management system, your only choice is River City Data. We guarantee quality service and incredible results. Contact us today for all your data conversion needs.  

source https://rivercitydata.com/river-city-data-who-we-are-and-what-we-do/