Document Management Springfield, MO
Document Management in Springfield, MO. Document management is a vital aspect of making any Springfield, MO business or enterprise more cost-effective and more productive. Paper documents are too often 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 safe, easy to access, and that its storage conforms to regulatory oversight. For document management services in Springfield, MO, reach out to HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Springfield, MO?
Document management is a system used to capture, track, recover, and store digital or paper-based documents, often in order to move away from paper. It is often considered a branch of Enterprise Content Management, which is how a company or organization manages information from its creation to deletion or storage.
Effective document management will make your enterprise more cost-effective and ensure your team is running efficiently and are not succumbing to many of the common snags of paper document storage.
How Document Management Can Help Your Springfield, MO Organization
Get Rid of Stacks of Records
When you stop relying on physical storage, you won't have cabinets or boxes taking up any space. As the price of office space goes up, it's important to free up that space for something else. Paper storage can also feed the flames of a fire in the event that one happens.
Diminish Liability
In addition to reducing a potential fire hazard, document management mitigates liability for somebody else's personal information being accessed by someone you don't want it to be accessed by.
What's more, different industries operate under need to adhere to different regulatory standards. Paper documents can make compliance harder; 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 Springfield, MO companies with:
- FACTA
- SOX
- GLB
- ISO 9000
- The Privacy Act of 1974
- And more
Easier Access to Information
According to reporting from a Nintex survey, 49% of employees struggle to find documents, and 43% encounter difficulties in sharing documents. By using a digital documentation system, information can be accessed and shared with just a few clicks, even if an employee is working remotely. Document management is imperative if you are moving to a remote workforce.
Lower Costs
PriceWaterhouseCoopers stated that the price of finding just one missing document averages out to $122, that the majority of enterprises lose 7.5% of their documents, and 3% are filed in the wrong place. If your company collects 10,000 documents in a year, the potential financial burden for your company could be as much as $128,100 annually.
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 can avoid spending money on cabinets, boxes, or storage bins.
Better Security
If the paper version of a document is misplaced, the information on it is likely gone. Additionally, a natural disaster such as a earthquake could destroy them. In a computerized system the files can be retrieved easily. The information will also be unavailable to people you do not want to have access.
Improve Efficiency
Document challenges account for 21.3% of wasted time in enterprises. In other words, for an organization in Springfield, MO with 100 employees, 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 sift through mountains of paper. Instead, you'll be able to located them just by typing a few words and making a few clicks.
HITS Document Management Process in Springfield, MO
HITS utilizes our patent-pending DocuMiner® application in a three-stage system for executing document management for Springfield, MO companies: Sort, scan, shred.
We'll go through your paper documents and catalog them in two ways: Scan, for what you want to hold on to, and shred, for information that is best destroyed. As we assess 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 implement data migration to convert the documents into the format 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 caters to many different sectors and document types, for example blueprint scanning for construction firms, numerous services for government entities, and our innovative STR8VIEW® system and monitoring strip scanning for hospitals and doctor's offices.
Take a look at the links below to see what other services we offer in Springfield, 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
Springfield, MO Document Management | HITS
HITS has been helping Springfield, MO enterprises catch up to the modern world and become more productive for more than 25 years. We have turned ourselves into an industry leader in Springfield, MO information management with our cutting-edge technologies. 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.