Document Management New York City, NY
Document Management in New York City, NY. Document management is an important component of helping any New York City, NY 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 storage bins for something they're not sure is even there. A document management system will guarantee that all of your data is secure, can be accessed quickly, and that its storage conforms to regulatory oversight. For document management services in New York City, NY, reach out to HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in New York City, NY?
Document management is a system used to capture, track, retrieve, and collect digital or paper-based documents, typically in order to reduce paper. It is often considered a branch of Enterprise Content Management, which is how a business or enterprise handles the creation, collection, publication, and distribution of information.
Efficient document management will make your company more cost-effective and ensure your team is running efficiently and are not falling victim to many of the typical snags of paper document storage.
Benefits of Document Management in New York City, NY
Get Rid of Mountains of Paper
When you stop relying on paper, most of your workers won't even need cabinets 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.
Reduce Liability
Beyond reducing the spread of a fire, document management mitigates liability for your company's or clients' personal data being accessed by someone you don't want it to be accessed by.
Furthermore, different fields have different oversight. Paper documents can make compliance more difficult; a 2019 Cold Spring Harbor Laboratory study reported that over 50% of healthcare providers are not currently HIPPA compliant. A database management system will verify compliance by creating automated organization. We have experience implementing compliance for New York City, NY organizations 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 think it is too hard to locate documents, and 43% find that there are problems when trying to share documents. By using a computerized documentation system, information can be accessed and shared with just a few clicks, even if a worker is working from home. Document management is vital if you are incorporating remote work.
Cut Down on Costs
PriceWaterhouseCoopers found that the cost of locating just one missing paper document is $122, on average enterprises misplace 7.5% of their paper documents, and 3% are misfiled. If your organization creates 10,000 documents in a year, the potential financial burden for your company could be as much as $128,100 a year.
Additionally, the average cost of office space in the United States is between $8 and $23 per square foot, and paper storage can take up as much as 15% of office space. You also can avoid spending money on cabinets, boxes, or storage bins.
Improved Security
If a piece of paper 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. The information will also be unavailable to people you do not want to have access.
Enhance Efficiency
Document challenges account for 21.3% of wasted time in companies. To paint a better picture, for a company in New York City, NY that employs a hundred people, improving your document management 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 spend 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 New York City, NY
HITS uses our patent-pending DocuMiner® application in a three-step process for executing document management for New York City, NY organizations: Sort, scan, shred.
Once we are in possession your paper documents, we'll classify them in two ways: Scan, for what you want to keep, and shred, for documents that are now unnecessary. As we evaluate the data, we'll assemble a complete manifest list. After, you'll review it and decide what documents you need to keep, and what needs to be securely destroyed.
After sorting, shredding, and scanning, we'll carry out data migration to convert the documents into the format 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 many different industries and document formats, for example blueprint scanning for contractors, a variety of services for government entities, and our innovative 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 New York City, NY:
- 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
New York City, NY Document Management | HITS
HITS has been helping New York City, NY businesses improve their internal operations and become more efficient for over 25 years. We have turned ourselves into an industry leader in New York City, NY information technology services with our innovative proprietary software. 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.