Document Management Alexandria, VA
Document Management in Alexandria, VA. Document management is a crucial element of helping any Alexandria, VA company or enterprise save money and get more done in less time. Paper documents are easy to lose, 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 protected, can be accessed quickly, and that its storage conforms to regulatory oversight. For document management services in Alexandria, VA, get in touch with HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Alexandria, VA?
Document management is an automated software solution used to digitize, track, recover, and collect electronic or paper-based documents, frequently when a company wants to reduce dependency on paper. It is often considered a component of Enterprise Content Management, which is how a business or organization handles the creation, collection, publication, and distribution of information.
Efficient document management will improve your bottom-line and make your team more productive and stop it from succumbing to many of the common stumbling blocks of storing information on paper.
Benefits of Document Management in Alexandria, VA
Get Rid of Mountains of Paper
When you move to digital systems, most of your workers 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.
In addition to reducing the spread of a fire, document management mitigates liability for somebody else's personal data being accessed by someone you don't want it to be accessed by.
Additionally, different industries operate under different oversight. Paper documents can make compliance harder; a 2019 Cold Spring Harbor Laboratory study reported that over 50% of hospitals and doctor's offices are not currently HIPPA compliant. A database management system will ensure compliance by creating automated checklists. We have experience implementing compliance for Alexandria, VA organizations with:
- ISO 9000
- The Privacy Act of 1974
- And more
Easier Access to Information
According to data from a Nintex survey, 49% of employees have difficulties locating documents, and 43% have difficulties in sharing documents. By digitizing your systems, information can be accessed and shared with just a few clicks, even if a worker is working remotely. Document management is essential if you are allowing your employees to work remotely.
PriceWaterhouseCoopers found that the cost of locating just one lost document averages out to $122, on average businesses misplace 7.5% of their documents, and 3% are misfiled. If your business collects 10,000 documents annually, that means that using paper documentation could cost your organization as much as $128,100 annually.
Furthermore, the average cost of office space in the United States is between $8 and $23/SQFT, and paper storage can take up as much as 15% of office space. You also won't have to spend money on cabinets, boxes, or storage bins.
If a piece of paper is misplaced, you will have to get the information again. Additionally, a catastrophe such as a earthquake could destroy them. In a computerized system the files can be retrieved easily. You can also more easily impede unauthorized access.
Ineffective document storage accounts for 21.3% of productivity loss in enterprises. To paint a better picture, for a company in Alexandria, VA with 100 employees, moving to a digital system would see a production increase the same amount as hiring 21 new employees. With proper document management, you won't have to physically go to a storage room or unit and sift through mounds of paper. Instead, you'll be able to find them with a simple search.
HITS Document Management Process in Alexandria, VA
HITS uses our copyrighted DocuMiner® application in a three-step system for carrying out document management for Alexandria, VA enterprises: Sort, scan, shred.
Once we receive your paper documents, we'll put them into two categories: Scan, for the information you still need, and shred, for information that is best destroyed. As we evaluate the data, we'll put together a complete manifest list. Once we have your approval we'll make sure all information you need is scanned and the rest is securely destroyed.
After we scan the documents, we'll carry out data migration to convert the documents into your preferred digital medium: 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 caters to numerous different fields and document formats, for example blueprint scanning for contractors, various services for government entities, and our state-of-the-art 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 Alexandria, VA:
- Federal Records Management
- Government Document Management
- Secure Destruction Services
- Medical Records Management
- Cloud Migration
- Go Paperless
- Records Management
- Digital Transformation
- Scanning Services
Alexandria, VA Document Management | HITS
HITS has been helping Alexandria, VA companies catch up to the modern world and become more productive for over 25 years. We have become an industry leader in Alexandria, VA information management with our innovative proprietary software. 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.