Document Management O’Fallon, MO
Document Management in O’Fallon, MO. Document management is a critical facet of helping any O’Fallon, MO business or enterprise save money and get more done in less time. 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 the security, compliance, and organization of information relating to you or your clients. For document management services in O’Fallon, MO, get in touch with HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in O’Fallon, MO?
Document management is a process used to record, track, recover, and store electronic or physical documents, frequently in order to reduce dependency on paper. It is often seen as a branch of Enterprise Content Management, which is how a business or organization manages information from its creation to deletion or maintenance.
Efficient document management will help your bottom-line and make your team more productive and stop it from falling victim to many of the typical perils of paper document storage.
How Document Management Can Help Your O’Fallon, MO Organization
Get Rid of Piles of Records
When you stop relying on physical storage, most of your employees won't even need drawers at their workstations. Office space is costly, 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 information falling into the wrong hands.
Furthermore, different industries have need to abide by different regulatory standards. Paper storage can impede compliance; a 2019 Cold Spring Harbor Laboratory study stated that over half of healthcare providers may not be HIPPA compliant. A database management system will ensure compliance by creating automated checklists. We have experience implementing compliance for O’Fallon, MO organizations with:
- FACTA
- SOX
- GLB
- ISO 9000
- The Privacy Act of 1974
- And more
Improved Access to Information
According to data 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 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 key if you are moving to a remote workforce.
Reduce Costs
PriceWaterhouseCoopers stated that the cost of locating a single missing paper document averages out to $122, that the majority of organizations lose 7.5% of their documents, and 3% are filed in the wrong place. If your organization produces 10,000 documents in a year, you could potentially be costing your company as much as $128,100 annually.
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 won't have to buy the containers where the paper is stored.
Better Security
If paper is missing, the information on it is likely gone. Additionally, a natural disaster like a flood could destroy them. In a computerized system the files can be recreated easily. You'll also be able to more easily dictate who has access.
Enhance Efficiency
Document challenges account for 21.3% of wasted time in companies. In other words, for a company in O’Fallon, MO with 100 employees, moving to a digital system would see a production increase the same amount as bringing in 21 new hires. 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'll be able to find them with a simple search.
HITS Document Management Process in O’Fallon, MO
HITS utilizes our proprietary DocuMiner® application in a three-step operation for carrying out document management for O’Fallon, MO enterprises: Sort, scan, shred.
We'll go through your physical documents and categorize them in two ways: Scan, for what you want to hold on to, and shred, for what you no longer need. As we analyze the data, we'll compile a full manifest list. Once we have your approval we'll make sure all information you need is processed and what's left is securely destroyed.
After scanning, we'll implement data migration to convert the documents into the format of your choice: 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 types, such as blueprint scanning for architectural firms, numerous services for government entities, and our state-of-the-art STR8VIEW® system and monitoring strip scanning for healthcare providers.
Check out the links below to learn more about the services we offer in O’Fallon, 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
O’Fallon, MO Document Management | HITS
HITS has been helping O’Fallon, MO businesses become more modern, more efficient for more than 25 years. We have turned ourselves into an industry leader in O’Fallon, MO information technology services with our innovative 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.