Document Management Columbia, MO
Document Management in Columbia, MO. Document management is a critical element of making any Columbia, 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 guarantee that all of your data is secure, easy to access, and that its storage conforms to regulatory oversight. For document management services in Columbia, MO, reach out to HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Columbia, MO?
Document management is a system used to capture, track, access, and keep digital or paper-based documents, often when a company wants to move away from paper. It is often considered a part of Enterprise Content Management, which is how a company or organization administers information from its creation to deletion or storage.
Effective document management will improve your bottom-line and ensure your team is running efficiently and are not falling victim to many of the typical problems of paper document storage.
How Document Management Can Help Your Columbia, MO Organization
Get Rid of Piles of Paper
With a paperless, automated workflow, most of your workers won't even need drawers at their workstations. As the price of office space goes up, it's important to free up that space for something else. Paper storage can also spread a fire if one happens.
Reduce Liability
In addition to reducing the spread of a fire, document management mitigates liability for somebody else's sensitive information falling into the wrong hands.
Furthermore, different fields operate under need to adhere to different compliance standards. Paper storage can make compliance more difficult; a 2019 Cold Spring Harbor Laboratory study stated that over half of hospitals and doctor's offices are not currently HIPPA compliant. A database management system will ensure compliance by implementing automated checklists. We have helped Columbia, MO businesses 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 workers think it is too hard to locate documents, and 43% find that there are complications when trying to share documents. By using a digital documentation system, information can be accessed and shared with just a few clicks, even if a worker is not in the office. Document management is vital if you are moving to a remote workforce.
Reduce Costs
PriceWaterhouseCoopers stated that the price of locating a single lost paper document averages out to $122, that the majority of enterprises misplace 7.5% of their paper documents, and 3% are filed in the wrong place. If your company produces 10,000 documents annually, that means that using paper documentation could cost your organization up to $128,100 a year.
Furthermore, most office space nationwide costs between $8 and $23/SQFT, and up to 15% of that could be physical storage of documents. You also can avoid buying cabinets, boxes, or storage bins.
Enhanced Security
If the paper version of a document is missing, you will have to get the information again. Beyond that, a natural disaster like a earthquake might destroy them. By moving to digital document management the files can be retrieved easily. The information will also be unavailable to people you do not want to have access.
Improve Efficiency
Ineffective document storage accounts for 21.3% of productivity loss in companies. In other words, for a company in Columbia, MO that employs a hundred people, improving your document management system would be akin to hiring 21 new employees. With proper document management, you won't have to physically go to a storage room or unit and sift through mounds of paper. Instead, you'll be able to located them just by typing a few words and making a few clicks.
HITS Document Management Process in Columbia, MO
HITS uses our proprietary DocuMiner® application in a three-phase operation for implementing document management for Columbia, MO organizations: Sort, scan, shred.
We'll go through your physical documents and sort them into two categories: Scan, for the information you still need, and shred, for information that is best destroyed. As we assess the data, we'll put together a complete manifest list. Once we have your approval we'll make sure all information you need is processed and the rest is 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 store and backup the information on either on-premises storage, cloud, or hybrid systems.
HITS provides document management to numerous different sectors 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 learn more about the services we offer in Columbia, 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
Columbia, MO Document Management | HITS
HITS has been helping Columbia, MO organizations become more modern, more efficient for over two and a half decades. We have become an industry leader in Columbia, MO information management with our cutting-edge 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.