Document Management Jefferson City, MO

Document Management in Jefferson City, MO. Document management is a crucial element of making any Jefferson City, MO business or organization more cost-effective and more productive. 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 guarantee that all of your data is secure, easy to access, and that its storage conforms to regulatory oversight. For document management services in Jefferson City, MO, get in touch with HITS today at 314-837-4000 or contact us online for a free quote.

What is Document Management in Jefferson City, MO?

Document management is a process used to capture, track, retrieve, and collect digital or physical documents, frequently when a company wants to reduce reliance on paper. It is often seen as a part of Enterprise Content Management, which is how a company or enterprise manages information from its creation to deletion or maintenance.

Successful document management will improve your bottom-line and make your team more productive and stop it from falling victim to many of the common perils of keeping information on paper.

How Document Management Can Help Your Jefferson City, MO Organization

Get Rid of Stacks of Paper

With a paperless, automated workflow, most of your employees won't even need drawers under their desks. 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.

Diminish Liability

Beyond mitigating a potential fire hazard, document management mitigates liability for your company's or clients' sensitive data being accessed by someone you don't want it to be accessed by.

Additionally, different industries operate under different oversight. Paper storage can make compliance harder; a 2019 Cold Spring Harbor Laboratory study found that over 50% of hospitals and doctor's offices are not currently HIPPA compliant. A database management system will ensure compliance by implementing automated checklists. We have experience implementing compliance for Jefferson City, MO businesses with:

Faster Access to Information

According to a Nintex survey, 49% of workers struggle to find documents, and 43% encounter difficulties in sharing documents. By using a computerized documentation system, information can be accessed and shared with just a few clicks, even if an employee is working from home. Document management is vital if you are incorporating remote work.

Cut Down on Costs

PriceWaterhouseCoopers found that the price of replacing just one missing paper document averages out to $122, on average organizations lose 7.5% of their documents, and 3% are misfiled. If your business produces 10,000 documents in a year, you could potentially be costing your business as much as $128,100 a year.

Furthermore, most office space nationwide costs between $8 and $23 per square foot, and up to 15% of that could be physical storage of documents. You also won't have to spend money on the containers where the paper is stored.

Your Information Will Be Better Protected

If the paper version of a document is missing, rediscover the information and recreate the document. Additionally, a natural disaster like a fire could destroy them. By moving to digital document management you'll have backups. You'll also be able to more effectively control who has access.

Enhance Efficiency

Difficulty finding and sharing documents accounts for 21.3% of wasted time in organizations. Stated differently, for an organization in Jefferson City, MO that employs a hundred people, moving to a digital system would be akin to bringing in 21 new hires. With proper document management, you won't have to physically go to a storage room or unit and search through mounds 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 Jefferson City, MO

HITS utilizes our proprietary DocuMiner® application in a three-step system for implementing document management for Jefferson City, MO enterprises: Sort, scan, shred.

We'll go through your physical documents and catalog them in two ways: Scan, for what you want to keep, and shred, for information that is best destroyed. As we analyze the data, we'll put together a full manifest list. Once we have your approval we'll make sure all data you need is processed and what's left is securely destroyed.

After sorting, shredding, and scanning, we'll perform data migration to convert the documents into the digital medium of your choice: Tiff, PDF, JPG, PNG, or more. We can also convert the documents to either on-premises storage, cloud, or hybrid systems.

HITS caters to a variety of different fields and document formats, including blueprint scanning for construction firms, numerous services for government entities, and our revolutionary 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 Jefferson City, MO: