Document Management St. Louis
Document Management in St. Louis. Document management is a key component of making any St. Louis business or organization more efficient and more productive. Paper documents are too often lost, or employees waste valuable time searching through boxes and cabinets for something they're not sure is even there. A document management system will ensure the security, compliance, and organization of information relating to you or your clients. For document management services in St. Louis, call HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in St. Louis?
Document management is a system or process used to capture, track, retrieve, and store electronic or paper-based documents, often in an effort to reduce paper. It is often considered a branch of Enterprise Content Management, which is how a business or organization handles the creation, collection, publication, and distribution of information.
Efficient document management will save you time and money and ensure your team is running efficiently and are not succumbing to many of the common pitfalls of paper document storage.
Benefits of Document Management in St. Louis
Get Rid of Mountains of Records
With a paperless, automated workflow, most of your employees won't even need cabinets under their desks. As the price of office space increases, it's important to free up that space for something else. If you do need to retain some physical copies of documents, it may be cheaper to move them to an offsite storage space. Paper storage can also be a fire hazard.
Mitigate Liability
In addition to reducing a potential fire risk, document management mitigates liability for somebody else's sensitive information falling into the wrong hands.
Additionally, different industries operate under different oversight and need to conform to different compliance standards. Paper documents can make compliance harder; a 2019 Cold Spring Harbor Laboratory study found that as many as 56% of healthcare providers may not be HIPPA compliant. A database management system will ensure compliance by creating automated organizations and checklists. We have helped St. Louis businesses become more compliant with:
- FACTA
- SOX
- GLB
- ISO 9000
- The Privacy Act of 1974
- And more
Improved Access to Information
According to a Nintex survey, 49% of workers struggle to find documents, and 43% encounter difficulties in sharing documents. By having information in a digital format, your employees will be able to search for information on a keyboard and will be able to easily share it, even if they're working remotely. Document management is essential if you are moving to a remote workforce.
Lower Costs
PriceWaterhouseCoopers found that the cost of finding a single lost document is $122, that most companies lose 7.5% of their documents, and 3% are misfiled. If your business produces 10,000 documents in a year, that means that using paper documentation could cost your company up to $128,100 a year.
Furthermore, getting rid of paper storage frees up valuable office space. The average cost of office space in the United States is between $8 and $23 per foot, and paper storage can take up as much as 15% of office space. You also won't have to spend money on cabinets, boxes, or storage bins.
Better Security
If the paper version of a document is lost, the information on it is likely gone. Additionally, a natural disaster such as a tornado or fire might destroy them. By moving to digital document management you'll have backups and be able protect the information. You'll also be able to more easily control who has access.
Improve Efficiency
Document challenges account for 21.3% of productivity loss in companies. In other words, for a St. Louis company with 100 employees, improving your document management system would be akin to hiring 21 new employees. With all of your documents in one place and in a digital format, you won't have to physically go to a storage room or unit and sift through mounds of paper. 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 St. Louis
HITS uses our patent-pending DocuMiner® application in a three-step process for implementing document management for St. Louis businesses and organizations: Sort, scan, shred.
Once we receive your physical documents, we'll sort them into two categories: Scan, for what you want to keep, and shred, for what you no longer need. As we analyze the data, we'll put together 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 perform data migration to convert the documents into the format of your choice: Tiff, PDF, JPG, PNG, or more. We can also convert the documents to either on-premises storage, cloud, or hybrid systems.
HITS caters to a variety of different fields and document types, including blueprint scanning for construction and architectural firms, numerous services for government entities that need to follow strict compliance, and our innovative STR8VIEW® system and monitoring strip scanning for healthcare providers.
St. Louis Document Management | HITS
HITS has been helping St. Louis businesses and organizations become more modern, more efficient, and more productive for over 25 years. We have become an industry leader in St. Louis information technology services with our cutting-edge technologies and proprietary software. We will assist you through every step of your document management services, from preparation, to implementation, to secure destruction, and maintenance. Call HITS today at 314-837-4000 or contact us online for a free quote.