Document Management Clayton, MO
Document Management in Clayton, MO. Document management is a critical facet of making any Clayton, MO business or organization more efficient and more productive. Paper documents are can get lost, or employees waste precious time searching through boxes for something that might not be where it's supposed to be. A document management system will ensure that all of your data is secure, can be accessed quickly, and that its storage conforms to regulatory oversight. For document management services in Clayton, MO, reach out to HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Clayton, MO?
Document management is an automated software solution used to digitize, track, retrieve, and maintain electronic or physical documents, often when a company wants to reduce dependency on paper. It is often considered a part of Enterprise Content Management, which is how a company or organization handles the creation, collection, publication, and distribution of information.
Successful document management will save you time and money and ensure your team is running efficiently and are not succumbing to many of the typical perils of paper document storage.
Advantages of Document Management in Clayton, MO
Get Rid of Mountains of Paper
When you move to digital systems, you won't have cabinets or boxes taking up any space. As the price of office space rises, you don't want to take up valuable space when you don't need to. Paper storage can also be a fire hazard.
Mitigate Liability
Beyond reducing the spread of a fire, document management mitigates liability for your company's or clients' private data falling into the wrong hands.
Furthermore, different industries operate under different oversight. Paper documents can impede compliance; a 2019 Cold Spring Harbor Laboratory study reported that as many as 56% of hospitals and doctor's offices are not currently HIPPA compliant. A database management system will verify compliance by creating automated checklists. We have helped Clayton, MO companies become more compliant 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 have difficulties locating documents, and 43% have difficulties in sharing documents. By digitizing your systems, information can be accessed and shared with just a few clicks, even if an employee is not in the office. Document management is key if you are moving to a remote workforce.
Lower Costs
PriceWaterhouseCoopers reported that the cost of finding just one misplaced document averages out to $122, that most companies lose 7.5% of their paper documents, and 3% are misfiled. If your organization collects 10,000 documents in a year, you could potentially be costing your enterprise up to $128,100 annually.
Additionally, the average cost of office space in the United States is between $8 and $23/SQFT, and up to 15% of that could be physical storage of documents. You also can avoid spending money on cabinets, boxes, or storage bins.
Better Security
If a paper document is lost, the information on it is likely gone. Beyond that, a natural disaster like a earthquake might destroy them. In a computerized system the files can be retrieved easily. You can also more effectively impede unauthorized access.
Boost Efficiency
Ineffective document storage accounts for 21.3% of productivity loss in businesses. To paint a better picture, for a company in Clayton, MO with 100 employees, improving your document management system would see a production increase the same amount as hiring 21 new employees. With an efficient and easy to use document management system, you won't have to physically go to a storage room or unit and search through piles of paper. Instead, you'll be able to find them with a simple search.
HITS Document Management Process in Clayton, MO
HITS utilizes our copyrighted DocuMiner® application in a three-stage system for executing document management for Clayton, MO businesses: Sort, scan, shred.
We'll go through your physical documents and categorize them in two ways: Scan, for the information you still need, and shred, for what you no longer need. As we assess 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 perform data migration to convert the documents into your preferred digital medium: Tiff, PDF, JPG, PNG, or more. We can then help you maintain and backup the information on either on-premises storage, cloud, or hybrid systems.
HITS caters to many different industries and document types, including blueprint scanning for architectural firms, a variety of services for government entities, and our revolutionary STR8VIEW® system and monitoring strip scanning for healthcare providers.
Click on the links below to learn more about the services we offer in Clayton, 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
Clayton, MO Document Management | HITS
HITS has been helping Clayton, MO businesses improve their internal operations and become more productive for more than two and a half decades. We have become an industry leader in Clayton, MO information technology services with our innovative 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.