Document Management Chesterfield, MO
Document Management in Chesterfield, MO. Document management is a vital aspect of making any Chesterfield, MO company or organization more cost-effective and more productive. Paper documents are too often lost, or employees waste valuable time searching through storage bins for something that might not be where it's supposed to be. A document management system will guarantee the security, compliance, and organization of information relating to you or your clients. For document management services in Chesterfield, MO, give HITS a call today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Chesterfield, MO?
Document management is a system used to capture, track, retrieve, and maintain digital or physical documents, typically in order to move away from paper. It is often considered a part of Enterprise Content Management, which is how a business or organization manages the creation, collection, publication, and distribution of information.
Effective document management will save you time and money and ensure your team is running efficiently and are not succumbing to many of the typical stumbling blocks of keeping information on paper.
How Document Management Can Help Your Chesterfield, MO Organization
Get Rid of Piles of Paper
With a paperless, automated workflow, most of your workers won't even need cabinets under their desks. As the price of office space rises, you don't want to take up valuable space unnecessarily. Paper storage can also feed the flames of a fire if one happens.
Reduce Liability
In addition to reducing a potential fire hazard, document management mitigates liability for your company's or clients' private information being accessed by someone you don't want it to be accessed by.
What's more, different fields operate under need to abide by different regulatory standards. Paper documents can impede compliance; a 2019 Cold Spring Harbor Laboratory study found that as many as 56% of hospitals and doctor's offices may not be HIPPA compliant. A database management system will verify compliance by creating automated operations. We have experience implementing compliance for Chesterfield, MO organizations with:
- FACTA
- SOX
- GLB
- ISO 9000
- The Privacy Act of 1974
- And more
Faster Access to Information
According to reporting from a Nintex survey, 49% of employees struggle to find documents, and 43% find that there are complications when trying to share documents. By digitizing your systems, information will be at the tips of your employees' fingers, literally, even if an employee is not in the office. Document management is imperative if you are moving to a remote workforce.
Reduce Costs
PriceWaterhouseCoopers reported that the cost of locating a single missing paper document is $122, on average enterprises misplace 7.5% of their documents, and 3% are filed in the wrong place. If your organization creates 10,000 documents annually, that means that using paper documentation could cost your business up to $128,100 annually.
Additionally, most office space nationwide costs between $8 and $23 per square foot, and up to 15% of that could be physical storage of documents. You also can avoid buying the containers where the paper is stored.
Enhanced Security
If the paper version of a document is missing, the information on it is likely gone. Additionally, a natural disaster like a flood might destroy them. With either on-premises or cloud storage you'll have backups. You'll also be able to more effectively dictate who has access.
Enhance Efficiency
Ineffective document storage accounts for 21.3% of productivity loss in organizations. Stated differently, for a company in Chesterfield, MO that employs a hundred people, moving to a digital system would see a production increase the same amount as hiring 21 new employees. With all of your documents in one place and in a digital format, no one will have to spend time looking through hundreds of individual files. Instead, you can simply go to your digital database and easily click through files until you find the document you're looking for.
HITS Document Management Process in Chesterfield, MO
HITS utilizes our copyrighted DocuMiner® application in a three-phase operation for carrying out document management for Chesterfield, MO enterprises: Sort, scan, shred.
Once we receive your physical documents, we'll sort them into two categories: Scan, for the information you still need, and shred, for what you no longer need. As we assess the documents, we'll assemble a full manifest list. After, you'll review it and decide what documents you need to keep, and what needs to be securely destroyed.
After we scan the documents, we'll implement data migration to convert the documents into your preferred format: Tiff, PDF, JPG, PNG, or more. We can also convert the documents to either on-premises storage, cloud, or hybrid systems.
HITS caters to numerous different industries and document formats, for example blueprint scanning for contractors, a variety of services for government entities, and our state-of-the-art STR8VIEW® system and monitoring strip scanning for hospitals and doctor's offices.
Click on the links below to see what other services we offer in Chesterfield, MO:
- Large Format Scanning
- Information Management
- Government Records Management
- Electronic Health Records
- HIPAA Compliant Document Shredding
- STR8VIEW Document Scanning
- Federal Records Management
- Government Document Management
- Secure Destruction Services
- Medical Records Management
Chesterfield, MO Document Management | HITS
HITS has been helping Chesterfield, MO enterprises improve their internal operations and become more efficient for more than 25 years. We have become an industry leader in Chesterfield, MO information technology services with our innovative proprietary software. We will walk you through the whole document management process, from preparation, to implementation, to secure destruction, and maintenance. Call HITS today at 314-837-4000 or contact us online for a free quote.