Blog Posts by RDM

Unlocking the Past: The Benefits of Book Scanning for Archives

| | Book Scanning

In the ever-evolving digital age, preserving and accessing historical documents has taken a giant leap forward with the advent of book scanning technology. Archives, repositories of invaluable knowledge and cultural heritage, have embraced this transformative technology to safeguard delicate manuscripts, rare books and fragile documents. The process of book scanning involves converting physical books into digital formats offering numerous advantages for archives. At Resource Data Management, we are proud to offer book scanning services throughout Pennsylvania and the rest of the Mid-Atlantic Region!

scanning documents

1. Preservation of Fragile Materials

Many archival materials are centuries old and as a result are delicate and prone to deterioration. Book scanning allows archives to create high-resolution digital replicas of these materials, preserving the content while minimizing physical handling. By reducing the need for direct contact with the original documents, archives can extend the lifespan of these artifacts and protect them from environmental factors such as light, humidity and temperature fluctuations.

2. Enhanced Accessibility

Traditional archives often face challenges in providing widespread access to their collections due to geographical constraints, limited visiting hours and preservation concerns. Book scanning breaks down these barriers by digitizing materials, making them accessible to a global audience. Researchers, students and enthusiasts can access the digitized content remotely, fostering a broader dissemination of knowledge and encouraging academic exploration.

3. Searchability and Indexing

One of the significant advantages of digitized archives is the ability to search through vast amounts of information quickly. Book scanning allows for the implementation of optical character recognition (OCR) technology, making the content of scanned books searchable. This feature streamlines the research process, enabling users to locate specific information within seconds, compared to the hours or days it might take to manually sift through physical documents.

4. Space Optimization

Physical storage space is a constant challenge for archives dealing with large collections of books and documents. Book scanning addresses this issue by significantly reducing the need for extensive storage facilities. Once digitized, the content can be stored on servers, cloud platforms or other digital repositories, freeing up physical space within the archive for other purposes or additional acquisitions.

5. Collaborative Opportunities

Digitized archives open doors to collaborative initiatives among institutions, researchers and scholars. By sharing digital copies of their collections, archives can engage in partnerships that promote research, education, and the exchange of knowledge. This collaborative approach not only enriches academic pursuits but also ensures the preservation of historical content through shared resources and expertise.

In the digital era, book scanning has emerged as a powerful tool for archives, offering a dynamic solution to the challenges of preservation, accessibility and space constraints. As archives continue to embrace and implement this technology, they contribute to the democratization of knowledge, fostering a global community of scholars and enthusiasts with a shared passion for preserving and understanding our rich cultural and historical heritage. The journey from fragile manuscripts to easily accessible digital archives marks a crucial step in safeguarding the past for future generations.

Are you ready to embark on a journey of book scanning for your archive in Pennsylvania or the rest of the Mid-Atlantic Region? Call RDM at 215-953-5175 or contact us!

9 Benefits of Day Forward Document Scanning

| | Document Scanning

Does your business still rely on paper copies of important documents? Going digital can be a great way to improve your business practices and save the environment while you are at it! As experts in day forward document scanning for Delaware, Resource Data Management is proud to support businesses in their document scanning and storage needs.

In fact, that’s why we have compiled a list of just 9 of the benefits of day forward document scanning! While there are sure to be other benefits depending on your business and industry – these benefits affect businesses that we work with across the board!

document being scanned by person in suit, all but hands and part of sleeves is cropped from photo

1. Reduced Clutter

By digitizing documents through day forward scanning, businesses can eliminate the need for physical storage space, reducing office clutter and freeing up valuable real estate.

2. Enhanced Accessibility

Digitized documents can be accessed from anywhere with an internet connection, allowing employees to retrieve important information remotely, leading to greater flexibility.

3. Improved Collaboration

Digital documents can be easily shared and collaborated on, fostering teamwork and allowing multiple team members to work on the same document simultaneously.

4. Faster Retrieval

Searching for and retrieving digital documents is quicker than sifting through physical files, leading to increased efficiency and time savings.

5. Reduced Risk of Loss

Physical documents can be lost, damaged or destroyed. Digitizing documents through day forward scanning helps safeguard valuable information against such risks.

6. Easier Compliance

Digitized documents can be easily organized, tagged and tracked for compliance with regulations and industry standards, simplifying audits and record-keeping.

7. Enhanced Data Security

Digital documents can be encrypted and protected with access controls, reducing the risk of unauthorized access and enhancing data security.

8. Real Time Updates

Digitized documents can be updated in real time, ensuring that employees always have access to the latest information and revisions.

9. Searchable Content

With Optical Character Recognition (OCR), digitized documents become searchable, making it easy to find specific information within documents.

Bonus: You Get to Work with RDM!

At RDM, we aim to make document management a simple process. Our goal is to save your business time and money with the best document scanning and storage solutions available.

Are you ready to invest in all the benefits that day forward document scanning has to offer? For day forward document scanning in Delaware or the rest of the Mid-Atlantic region, call RDM at 215-953-5175 or contact us!

The Benefits of Large Document Scanning

| | Document Scanning, Records Management

Do you own or manage a business that relies on large documents such as blueprints? Large documents can be difficult to store and impossible to scan without the right equipment. They eat up space and time spent looking for storage solutions and finding documents that were put away incorrectly. However, Resource Data Management offers large document scanning in New Jersey that can help fix these issues all while providing numerous other benefits!

large document scanning performed by RDM for a New Jersey business

Manages Storage Space

As part of a business that relies on large documents, you understand the space requirements necessary for storing documents – both short term and long term. Documents in general take up lots of space in filing cabinets, drawers, offices and storage rooms, but when you think of larger documents, you have to increase the storage space available purely due to the size of the documents as well.

Large document scanning allows you to cut down on the necessary space to store documents – whether you use scanning simply to help in the archival process or use it upfront to digitize your documents for the remainder of the project, scanning can save your business space.

Enhances Accessibility and Usability

If you choose to scan documents early on in the project or after they are created, then you also get the added bonus of better accessibility and usability. No longer do you need to worry about how many copies are made of any specific large document, as everyone who needs to access it can do so at one time – on the computer! This also minimizes the time it takes to find the necessary documents, as employees can simply search for the document they need.

Increases Security & Preserves Records

Large document scanning also increases the security of the documents. If you have something that is confidential, you can add password protection to be able to access it, rather than risking a confidential document lying around the office where anyone can see it.

Additionally, it increases the security of the documents by ensuring that they are preserved! Fire, floods and other natural disasters can destroy documents – however, scanned documents can be backed up to the cloud where they will remain accessible!

Saves Money

Finally, while it may sound like an additional expense, large document scanning can actually save you money. By hiring an external company to do your large document scanning you save money on the cost of large format scanners and on payroll for the employees you would have to pay to scan your documents. Plus, by increasing the efficiency of finding documents, you will end up spending less time searching for the necessary documents!

Are you ready to invest in all of the benefits that large document scanning has to offer? For large document scanning in New Jersey or the rest of the Mid-Atlantic region, call RDM at 215-953-5175 or contact us!

Tips for Handling Medical Records Management

| | Medical Records, Records Management

If you own or manage a medical practice, you understand the importance of medical records. However, the act of maintaining good medical records and handling their storage can be a full-time job. Rather than dividing your attention between medical records management and your patients, you can partner with a company like Resource Data Management for medical records management in Pennsylvania! This allows you to focus on your patients and ensure that the information in medical records in up-to-date and thorough.

Reasons Why Medical Records Management is Important

The most obvious and important reason why good medical record management is important is to ensure that patients are receiving the best care possible. However, that is not the only reason why medical records management is important to your practice!

medical records management Pennsylvania

Medical records management can help protect you from:

  • Malpractice lawsuits
  • Licensing board complaints
  • Governmental investigations

Without properly stored and managed medical records, any one of those instances could break a practice. That’s why it’s important to partner with a company who specializes in medical records management!

Risks of Poor Medical Records Management

If your medical records management system isn’t great, you leave yourself open to some major risks, such as:

  • Hindered access to patient records
  • Lower workplace efficiency
  • Increased potential for errors or conflicting reports

A poor medical records management system leaves you open for constant risks, however, it’s your patients who will truly suffer. Disorganized file management can lead to increased wait times for patients as you struggle to find their file, or it could even lead to conflicting reports as you try to work from memory. Either way, these contribute to lower workplace efficiency which is detrimental in any practice.

Tips to Handle Medical Records Management

If your current medical records management practice is leaving you open to risk – don’t worry! Here are some tips to help you manage records with more efficiency.

1. Keep Thorough Notes

While this one is obvious to most medical professionals, keeping thorough notes is one of the best ways to ensure that patients are receiving the care that they deserve.

2. Digitize Your Medical Records

Next, instead of worrying about searching through endless filing cabinets, digitize your medical records! This will allow you to simply search for the name of the patient, leaving each file at your fingertips and saving everyone in your office time.

3. Trust RDM for Medical Records Management

Undertaking the digitization and storage of medical records can take time away from what’s truly important at your practice – your patients. Instead, allow RDM to help with your medical records management in Pennsylvania or the rest of the Mid-Atlantic region! Call RDM at 215-953-5175 or contact us!

Give Yourself the Gift of Blueprint Imaging

| | Blueprint Imaging

If you work in a business that relies on blueprints and other plans or drawings, are you running out of space and time to get everything from 2022 filed away properly before the end of the year? As many businesses scramble to get caught up with filing and document management that was ignored throughout busier times earlier in the year, many are looking for ways to help mitigate the amount of work left before the start of 2023.

Luckily, Resource Data Management offers blueprint imaging in Delaware and the rest of the mid-Atlantic region!

Instead of struggling to catch up with filing and coming up with clever new ways to have enough space for old blueprints, consider having them imaged! Blueprint imaging not only saves you and your employees time as 2023 nears, but it also allows for less physical space in your office to store old blueprints and other plans or drawings.

Blueprints

So, this holiday season, give yourself, your business and your employees the gift of choosing RDM for blueprint imaging! We utilize high-speed scanners that can accommodate almost any architectural blueprints, plans or drawings. All you have to do is contact us and send us the blueprints you would like imaged! Then, you are able to simply focus on wrapping up anything else that requires your attention before the start of the new year.

Removing one more thing from your list for your business this holiday season can allow you to make it home at a reasonable time every day to enjoy spending the holidays surrounded by family – instead of being stuck surrounded by blueprints.

Plus, blueprint imaging is the gift that keeps on giving! Not only does it clear up your time, but it also clears up space needed in your office and time spent searching for filed blueprints in the future. By choosing to have blueprint imaging done before the new year, you are setting your business up for maximum efficiency with the start of next year. No more time spent searching through tons of physical blueprints – instead you can simply search through the digital files, allowing you to find what you need much more quickly.

Save yourself and your employees time spent filing, searching and storing blueprints by having blueprint imaging done by RDM!

Are you ready to give yourself the gift of blueprint imaging in Delaware or the rest of the mid-Atlantic region? Call RDM at 215-953-5175 or contact us!