Document Management Independence, MO
Document Management in Independence, MO. Document management is a crucial element of helping any Independence, MO business or organization save money and get more done in less time. Paper documents are can get lost, or employees waste valuable time searching through boxes for something that might not be where it's supposed to be. A document management system will guarantee the security, compliance, and organization of information pertaining to you or your clients. For document management services in Independence, MO, call HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Independence, MO?
Document management is an automated software solution used to capture, track, retrieve, and collect digital or physical documents, frequently 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 manages the creation, collection, publication, and distribution of information.
Effective document management will save you time and money and make your team more productive and stop it from succumbing to many of the common problems of retaining information on paper.
Advantages of Document Management in Independence, MO
Get Rid of Stacks of Records
When you move to digital systems, most of your employees won't even need cabinets 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 be a fire hazard.
In addition to reducing a potential fire hazard, document management mitigates liability for somebody else's sensitive data being accessed by someone you don't want it to be accessed by.
What's more, different fields have different oversight. Paper storage can impede compliance; a 2019 Cold Spring Harbor Laboratory study found that as many as 56% of healthcare providers are not currently HIPPA compliant. A database management system will verify compliance by creating automated organization. We have helped Independence, MO companies become more compliant with:
Improved Access to Information
According to data from a Nintex survey, 49% of employees have difficulties locating documents, and 43% find that there are problems when trying to share documents. By using a digital documentation system, information can be accessed and shared with just a few clicks, even if an employee is not in the office. Document management is imperative if you are incorporating remote work.
PriceWaterhouseCoopers stated that the cost of locating just one lost paper document averages out to $122, that the majority of companies lose 7.5% of their documents, and 3% are filed in the wrong place. If your organization collects 10,000 documents annually, the potential financial burden for your organization could be as much as $128,100 a year.
Furthermore, 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 won't have to buy the containers where the paper is stored.
If the paper version of a document is misplaced, rediscover the information and recreate the document. Furthermore, a natural disaster like a earthquake might destroy them. With either on-premises or cloud storage the files can be retrieved easily. The information will also be unavailable to people you do not want to have access.
Document challenges account for 21.3% of wasted time in companies. Stated differently, for a company in Independence, MO that employs a hundred people, moving to a digital system would see a production increase the same amount as hiring 21 new employees. With all of your documents in one place and in a digital format, no one will have to waste time looking through hundreds of individual files. 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 Independence, MO
We'll go through your paper documents and catalog them in two ways: Scan, for the information you still need, and shred, for documents that are now unnecessary. As we evaluate the documents, we'll assemble a full manifest list. Once we have your approval we'll make sure all data you need is digitized and what's left is securely destroyed.
After we scan the documents, we'll carry out data migration to convert the documents into the digital medium of your choice: 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 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 see what other services we offer in Independence, MO:
- 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
- Cloud Migration
- Go Paperless
Independence, MO Document Management | HITS
HITS has been helping Independence, MO enterprises improve their internal operations and become more efficient for more than 25 years. We have become an industry leader in Independence, MO information technology services with our cutting-edge 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.