Document Management Chicago, IL
Document Management in Chicago, IL. Document management is a crucial facet of helping any Chicago, IL company or organization save money and get more done in less time. Paper documents are can get lost, or employees waste valuable time searching through stacks of paper for something they're not sure is even there. A document management system will ensure that all of your data is protected, can be accessed quickly, and that its storage conforms to regulatory oversight. For document management services in Chicago, IL, reach out to HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Chicago, IL?
Document management is an automated software solution used to record, track, retrieve, and keep electronic or physical documents, frequently when a company wants to reduce paper. It is often considered a branch of Enterprise Content Management, which is how a business or organization manages the creation, collection, publication, and distribution of information.
Efficient document management will improve your bottom-line and make your team more productive and prevent it from falling victim to many of the common perils of storing information on paper.
Advantages of Document Management in Chicago, IL
Get Rid of Mountains 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 increases, it's important to free up that space for something else. Paper storage can also be a fire hazard.
Mitigate Liability
In addition to diminishing a potential fire hazard, document management mitigates liability for your company's or clients' sensitive information falling into the wrong hands.
Additionally, different industries have need to adhere to different regulatory standards. Paper storage can make compliance more difficult; a 2019 Cold Spring Harbor Laboratory study found that over half of healthcare providers are not currently HIPPA compliant. A database management system will verify compliance by implementing automated operations. We have experience implementing compliance for Chicago, IL companies with:
- FACTA
- SOX
- GLB
- ISO 9000
- The Privacy Act of 1974
- And more
Easier Access to Information
According to a Nintex survey, 49% of workers think it is too hard to locate documents, and 43% find that there are complications when trying to share documents. By having information in a digital format, information will be at the tips of your employees' fingers, literally, even if a worker is working from home. Document management is key if you are incorporating remote work.
Cut Down on Costs
PriceWaterhouseCoopers reported that the price of replacing a single missing paper document is $122, that the majority of companies misplace 7.5% of their paper documents, and 3% are filed in the wrong place. If your enterprise collects 10,000 documents annually, that means that using paper documentation could cost your business up to $128,100 a year.
Furthermore, most office space nationwide costs between $8 and $23/SQFT, and paper storage can take up as much as 15% of office space. You also can avoid buying cabinets, boxes, or storage bins.
Your Documents Will Be Better Protected
If a piece of paper is lost, you will have to get the information again. Additionally, a natural disaster like a fire might destroy them. In a computerized system you'll have backups. You'll also be able to more effectively control who has access.
Boost Efficiency
Document challenges account for 21.3% of wasted time in companies. To paint a better picture, for a company in Chicago, IL with 100 employees, improving your document management system would be akin to hiring 21 new employees. With proper document management, no one will have to waste time looking through hundreds of individual files. Instead, you'll be able to find them with a simple search.
HITS Document Management Process in Chicago, IL
HITS utilizes our patent-pending DocuMiner® application in a three-step process for carrying out document management for Chicago, IL companies: Sort, scan, shred.
Once we are in possession your physical documents, we'll sort them into two categories: Scan, for the information you still need, and shred, for information that is best destroyed. As we evaluate the documents, we'll compile a complete manifest list. After, you'll review it and determine what documents you need to keep, and what needs to be securely destroyed.
After 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 keep and backup the information on either on-premises storage, cloud, or hybrid systems.
HITS provides document management to numerous different industries and document formats, including blueprint scanning for contractors, a variety of services for government entities, and our state-of-the-art STR8VIEW® system and monitoring strip scanning for healthcare providers.
Take a look at the links below to learn more about the services we offer in Chicago, IL:
- 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
Chicago, IL Document Management | HITS
HITS has been helping Chicago, IL companies catch up to the modern world and become more efficient for more than 25 years. We have turned ourselves into an industry leader in Chicago, IL information technology services with our innovative technologies. 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.