Integrated
Document Management
Transform the Way Information is Managed and Shared
Converting paper-based files into searchable digital documents eliminates manual search time, reduces costs, and streamlines operations. Effective electronic document management also ensures adherence to legal and regulatory standards.
Digital Conversion involves digitizing physical paper files, microfiche, and microfilm by scanning the files and then applying business rules to organize them into digital folders. MPS can build on this foundation by also providing our Electronic Content Management (ECM) solution, which creates a secure repository for your newly digitized and existing electronic files. This digital library will provide controlled access that protects sensitive information through customizable user permissions and access controls.
Digital Management with MPS
MPS has digitized thousands of images and records converted from paper and/or microfiche. Our seasoned team provides total turnkey digital conversion solutions that include project management, design, supervision, and consultant services.
The digital conversion project can be completed at the client's site or our secure location ensuring absolute confidentiality. Depending upon the clients' requirements, MPS can provide all hardware (document imaging scanners & computers) and the human resources necessary to execute the digital project.
Benefits of Document Management
Accessibility and Efficiency
Digital systems offer instant access worldwide, replacing cumbersome file searches with quick digital retrieval. This facilitates quicker decision-making and streamlines workflows.
Space and Resource Optimization
Physical storage demands space that could be better used elsewhere. Digital conversion frees up real estate for revenue-generating activities.
Enhanced Security and Compliance
Digital systems feature encryption, access controls, and audit trails, ensuring compliance with data protection regulations and enhancing security that is not available with paper-based alternatives.
Improved Collaboration
Teams can collaborate seamlessly, editing and reviewing documents concurrently. Version control minimizes errors and duplicated efforts.
Streamlined Workflow
Operational efficiency is achieved by significantly reducing the time spent physically searching, retrieving, and returning files.
Disaster Recovery and Business Continuity
Digital conversion is inherently more resilient to disasters such as fires, floods, or theft compared to physical documents. Cloud-based solutions offer off-site backups that can provide business continuity even in the face of unexpected disruptions.
Cost Savings
The financial benefits of digital conversion are substantial. While initial setup costs will be incurred, the long-term savings outweigh these expenses. Reduced paper and storage costs, fewer operational inefficiencies, and minimized administrative overhead related to document handling translates into significant cost savings over time.
Is Document Management right for your company?
Every organization that manages paper records is carrying a cost it can actually measure - it just rarely does. Staff time spent searching for files, floor space consumed by filing cabinets, fees paid to off-site storage vendors, and the ongoing risk of a lost or misfiled record all add up. Our Investment Analysis Calculator is designed to make those costs visible, and to show you what a digital solution would look like by comparison.
Before you use the calculator, take a few minutes to watch the short walkthrough video below. It will show you exactly how the tool works and what each field is asking for. Then click through to run your own numbers - the calculator opens ready for your data.
How to use the
Investment Analysis Calculator
To run your own analysis, you will want to have a few figures available before you begin:
- Number of document searches per week
- Average time per search
- Fully loaded labor cost per hour
- On-site storage costs
- Off-site storage and service fees