Government Document Management in Kansas City, MO
Government document management in Kansas City, MO. In the modern world, government agencies are dealing with an exponential increase in documents and data that they need to keep track of. Affectively sorting, storing, retrieving, and destroying these documents is paramount to maintaining compliance, protecting personal information, and enhancing efficiency and productivity. Essentially, government document management is about organizing, storing, and accessing the vast amounts of information that government agencies are in control of. It involves a range of activities, from setting up procedures for document handling to implementing a records management system and ensuring proper storage and retrieval of documents. HITS provides government solutions for Kansas City, MO agencies both big and small for more than two and a half decades. We can help you simplify your current document management policies and bring your agency into the modern world. Speak to a team member today at 314-837-4000 or tell us about your needs through our website for a free estimate.
Why Government Document Management in Kansas City, MO Is Crucial
Whether your Kansas City, MO agency is at the local, state, or federal level, the public the public has to trust that things are being done the right way. Successful document management is essential for government agencies for myriad reasons. First, it assures you adhere to regulations and laws, for example the Freedom of Information Act and data protection laws. Failure to abide by these regulations can lead to penalties, reputational damage, and loss of public trust.
Second, document management safeguards confidential information. Government bodies often deal with highly sensitive information, such as personal information, national security information, and private business information. Proper document management ensures this data can be retrieved effortlessly, but only by those who are allowed access.
Third, document management makes your agency more productive and efficient. With an orderly and easily accessible document management system, government employees can have everything they need just one click away, work together more effectively, and avoid duplicating efforts.
Fourth, government documents must be easily accessible to authorized personnel. Government agencies are reliant upon up-to-date data to make informed decisions. A poorly designed document management system can slow down workflow and decision-making, causing delays in service delivery.
Lastly, document management boosts accountability. By providing a clear record of activities and decisions, document management helps ensure that government agencies are accountable to the public, and don't suffer from false allegations.
Challenges of Government Document Management in Kansas City, MO
While every office does what they can, many Kansas City, MO government agencies are not as efficient as they'd like to be in government management due to the unique challenges they have to deal with. Some of what they have to deal with include:
- The amount of documents — Government agencies create and receive a wide range of documents, including reports, emails, applications, memos, and more. Properly categorizing and maintaining all of these documents can be overwhelming, particularly for smaller agencies who are dealing with a limited budget.
- Complexity of regulations and laws — Government agencies are required to adhere to numerous different regulations and laws related to how documents are received, maintained, and destroyed, including data protection laws, records retention laws, and Freedom of Information Act requirements. Adhering to these laws while dealing with the massive influx of new documents is difficult.
- Limited resources and budget — Government agencies frequently do not have enough resources to develop and maintain an efficient document management system. What is truly needed to be at your best may often take a back seat to what are seen as more important things.
- Outdated technology — Many government agencies still rely on legacy systems, which can make it difficult to manage documents effectively. Paper documents are liable to be destroyed, stolen, or misplaced, while legacy on-premises systems may be at risk of hacking or overrun.
By trusting a reputable government document management agency in Kansas City, MO, you can relieve these challenges by migrating your information into a cloud or hybrid system, where the information will be easily maintained and retrieved.
How a Government Document Management Company in Kansas City, MO Can Help
Kansas City, MO document management companies can help bring government agencies into the modern era. The following is a brief list of what we can do for you:
- Assess current document management practices — A document management company can carry out an assessment of current document management practices to identify areas where you could improve and offer advice for a more effective system.
- Develop a new document management system — They should also be able to help government agencies decide which type of system is best for their needs.
- Carry out data migration — We can oversee the movement of data from legacy systems to your new, more effective system, ensuring no data is lost on the way. If you still use paper storage, we can help your agency go paperless and modernize your processes.
- Provide training and support — A document management company can also provide training and support to ensure that staff understand how to use the new document management system to become more efficient.
- Ensure compliance with regulations — A document management company can also help ensure that your Kansas City, MO agency is following document management laws in their industry, such as data protection laws and Freedom of Information Act requirements.
- Offer ongoing maintenance and support — A document management company can provide ongoing maintenance and support for the document management system, ensuring that it continues to help you in the ways you expected.
By hiring a document management company in Kansas City, MO like HITS, government agencies can ensure that they have the tools and expertise required to manage data efficiently, while freeing up resources to focus on what they do best. With HITS, you get:
- 24/7 Robust Security
- 8-Step Audit Trail Production Process
- Document Storage Removal Solutions
- HITS Kits Secure Shipping Platform
- Proven Cutting-Edge Software
- Industry Leader
- Highly Trained Diverse Staff
- 25 Years Industry Experience
- Search and Find Application
- Project Cost Containment
Best Practices for Government Document Management in Kansas City, MO
It takes more than brand new technology and successfully migrating your data to achieve government document management best practices. Your Kansas City, MO agency's procedures and employees need to be purposefully integrated and trained to receive, generate, and access data to your advantage. To effectively manage government documents, agencies should implement the following best practices in Kansas City, MO:
- Maintain a document management policy — A document management policy should contain formal rules for the agency's procedures for creating, maintaining, and securely destroying documents. The policy should also set up guidelines for how long documents should be stored and ensure compliance with regulatory oversight. It's essential that all of your employees all of your employees are well-educated on the policy.
- Develop an electronic document management system (EDMS) — An EDMS allows government agencies to store, manage, and retrieve documents through a software. This decreases the dependency on paper documents, streamlines workflow, and allows employees to work together more easily.
- Establish document security protocols — Document security protocols should be implemented to prevent unauthorized access, data breaches, and other security risks. This may include investing in password protection, encryption, and restricting access to certain documents - both in terms of employees and the public.
- Consistently review and update document management procedures — Document management procedures should be evaluated and updated regularly to ensure they get the results you are expecting and remain compliant with changing legal and regulatory requirements, and are up-to-date with industry best practices.
- Provide staff training — Staff training is required to ensure that employees understand and act in accordance with document management processes. This includes training on all of the above.
Other services we offer in Kansas City, MO:
- Government Records Management
- Electronic Health Records
- HIPAA Compliant Document Shredding
- STR8VIEW Document Scanning
- Federal Records Management
- Secure Destruction Services
- Medical Records Management
- Cloud Migration
- Go Paperless
Call HITS For Your Government Document Management in Kansas City, MO
Efficient document management is crucial for Kansas City, MO government agencies to ensure compliance with regulations, protect sensitive information, and enhance efficiency and productivity. Nonetheless, it can be a daunting task to establish and maintain a document management system, especially for agencies with limited resources and budget. Kansas City, MO government document management companies can help government agencies overcome these difficulties by providing the resources and expertise needed to collect, generate, access, and securely destroy documents efficiently. By implementing best practices for document management, government agencies can ensure that they are operating efficiently and securely, and are accountable to the public. Call HITS at 314-837-4000 or contact us online to discuss your government document management needs in Kansas City, MO today.