Document Management San Diego, CA
Document Management in San Diego, CA. Document management is a vital aspect of helping any San Diego, CA 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 they're not sure is even there. A document management system will ensure that all of your data is safe, can be accessed quickly, and that its storage conforms to regulatory compliance. For document management services in San Diego, CA, get in touch with HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in San Diego, CA?
Document management is a system used to digitize, track, retrieve, and keep electronic or paper-based documents, typically in an effort to move away from paper. It is often considered a component of Enterprise Content Management, which is how a business or enterprise handles the creation, collection, publication, and distribution of information.
Effective document management will save you time and money and make your team more productive and prevent it from falling victim to many of the common stumbling blocks of paper document storage.
How Document Management Can Help Your San Diego, CA Organization
Get Rid of Piles of Records
When you stop relying on paper, most of your workers won't even need drawers under their desks. Office space is expensive, 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 risk, document management mitigates liability for your company's or clients' personal data falling into the wrong hands.
Furthermore, different industries operate under different oversight. Paper storage can impede compliance; a 2019 Cold Spring Harbor Laboratory study found that over 50% of hospitals and doctor's offices may not be HIPPA compliant. A database management system will ensure compliance by implementing automated checklists. We have helped San Diego, CA businesses become more compliant with:
Easier Access to Information
According to a Nintex survey, 49% of workers think it is too hard to find documents, and 43% find that there are issues 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 working from home. Document management is vital if you are allowing your employees to work remotely.
PriceWaterhouseCoopers found that the cost of locating a single misplaced paper document is $122, on average enterprises lose 7.5% of their documents, and 3% are misfiled. If your company collects 10,000 documents annually, that means that using paper documentation could cost your company as much as $128,100 annually.
Additionally, most office space nationwide costs between $8 and $23/SQFT, and paper storage can take up as much as 15% of office space. You also can avoid buying cabinets, boxes, or storage bins.
If the paper version of a document is lost, rediscover the information and recreate the document. Furthermore, a natural disaster such as a tornado might destroy them. With either on-premises or cloud storage you'll have backups. The information will also be unavailable to people you do not want to have access.
Ineffective document storage accounts for 21.3% of wasted time in enterprises. In other words, for an organization in San Diego, CA with 100 employees, improving your document management system would be the same as bringing in 21 new hires. 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'll be able to find them with a simple search.
HITS Document Management Process in San Diego, CA
Once we are in possession your paper documents, we'll sort them into two categories: Scan, for what you want to keep, and shred, for documents that are now unnecessary. As we evaluate the documents, we'll compile 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 provides document management to a variety of different industries and document types, including blueprint scanning for architectural companies, 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 San Diego, CA:
- Go Paperless
- Records Management
- Digital Transformation
- Scanning Services
- Data Migration
- Shredding Services
San Diego, CA Document Management | HITS
HITS has been helping San Diego, CA companies catch up to the modern world and become more productive for more than two and a half decades. We have become an industry leader in San Diego, CA information technology services 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.