Document Management Blue Springs, MO
Document Management in Blue Springs, MO. Document management is a crucial facet of making any Blue Springs, MO company or enterprise more cost-effective and more productive. Paper documents are can get lost, or employees waste valuable time searching through storage bins for something they're not sure is even there. A document management system will guarantee the security, compliance, and organization of information pertaining to you or your clients. For document management services in Blue Springs, MO, reach out to HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Blue Springs, MO?
Document management is a process used to record, track, access, and store electronic or paper-based documents, frequently in order to reduce dependency on paper. It is often considered a branch of Enterprise Content Management, which is how a business or enterprise handles the creation, collection, publication, and distribution of information.
Effective document management will help your bottom-line and make your team more productive and stop it from falling victim to many of the common stumbling blocks of paper document storage.
Benefits of Document Management in Blue Springs, MO
Get Rid of Stacks of Paper
When you stop relying on physical storage, you won't have cabinets or boxes taking up any space. Office space is expensive, you don't want to take up valuable space when you don't need to. Paper storage can also spread a fire in the event that one happens.
In addition to reducing the spread of a fire, document management mitigates liability for your company's or clients' sensitive data falling into the wrong hands.
What's more, different industries have need to obey different compliance standards. Paper documents can impede compliance; a 2019 Cold Spring Harbor Laboratory study found that over half of hospitals and doctor's offices may not be HIPPA compliant. A database management system will ensure compliance by implementing automated checklists. We have helped Blue Springs, MO businesses become more compliant with:
- ISO 9000
- The Privacy Act of 1974
- And more
Faster Access to Information
According to reporting from a Nintex survey, 49% of employees think it is too hard to find documents, and 43% have difficulties in sharing documents. By using a computerized documentation system, information will be at the tips of your employees' fingers, literally, even if an employee is working from home. Document management is imperative if you are incorporating remote work.
PriceWaterhouseCoopers reported that the price of replacing a single misplaced document averages out to $122, that the majority of companies misplace 7.5% of their paper documents, and 3% are filed in the wrong place. If your organization collects 10,000 documents in a year, the potential financial burden for your business could be as much as $128,100 annually.
Furthermore, office space in the U.S. costs on average of $8 and $23 per square foot, and up to 15% of that could be physical storage of documents. You also can avoid spending money on the containers where the paper is stored.
Your Documents Will Be More Secure
If paper is lost, rediscover the information and recreate the document. Furthermore, a natural disaster like a fire might destroy them. With either on-premises or cloud storage the files can be retrieved easily. You can also more effectively impede unauthorized access.
Document challenges account for 21.3% of wasted time in enterprises. Stated differently, for a company in Blue Springs, MO with 100 employees, moving to a digital system would be akin to bringing in 21 new hires. 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 search through mountains 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 Blue Springs, MO
HITS utilizes our trademarked DocuMiner® application in a three-phase system for carrying out document management for Blue Springs, MO enterprises: Sort, scan, shred.
Once we are in possession your physical documents, we'll categorize them in two ways: Scan, for what you want to keep, and shred, for what you no longer need. As we analyze the data, we'll compile a full manifest list. Once we have your approval we'll make sure all data you need is digitized and the rest is securely destroyed.
After sorting, shredding, and scanning, we'll implement data migration to convert the documents into your preferred digital medium: Tiff, PDF, JPG, PNG, or more. We can then help you store and backup the information on either on-premises storage, cloud, or hybrid systems.
HITS caters to many different sectors and document types, including blueprint scanning for contractors, various services for government entities, and our state-of-the-art STR8VIEW® system and monitoring strip scanning for hospitals and doctor's offices.
Check out the links below to learn more about the services we offer in Blue Springs, MO:
- Federal Records Management
- Government Document Management
- Secure Destruction Services
- Medical Records Management
- Cloud Migration
- Go Paperless
- Records Management
- Digital Transformation
- Scanning Services
Blue Springs, MO Document Management | HITS
HITS has been helping Blue Springs, MO organizations improve their internal operations and become more productive for more than two and a half decades. We have become an industry leader in Blue Springs, MO information management 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.