Document Management Annapolis, MD
Document Management in Annapolis, MD. Document management is a critical part of making any Annapolis, MD company or enterprise more cost-effective and more productive. Paper documents are easy to lose, or employees waste valuable time searching through stacks of paper for something they're not sure is even there. A document management system will guarantee the security, compliance, and organization of information relating to you or your clients. For document management services in Annapolis, MD, reach out to HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Annapolis, MD?
Document management is an automated software solution used to record, track, access, and keep digital or physical documents, typically when a company wants to move away from paper. It is often considered a branch of Enterprise Content Management, which is how a business or organization manages the creation, collection, publication, and distribution of information.
Successful document management will make your company more cost-effective and make your team more productive and stop it from succumbing to many of the typical snags of paper document storage.
Advantages of Document Management in Annapolis, MD
Get Rid of Piles of Records
When you stop relying on paper, most of your employees won't even need cabinets at their workstations. As the price of office space rises, you don't want to take up valuable space when you don't need to. Paper storage can also feed the flames of a fire if one happens.
Reduce Liability
In addition to diminishing a potential fire hazard, document management mitigates liability for your company's or clients' personal information being accessed by someone you don't want it to be accessed by.
Additionally, different fields have different oversight. Paper storage can impede compliance; a 2019 Cold Spring Harbor Laboratory study found that as many as 56% of healthcare providers may not be HIPPA compliant. A database management system will verify compliance by implementing automated organization. We have helped Annapolis, MD organizations become more compliant with:
- FACTA
- SOX
- GLB
- ISO 9000
- The Privacy Act of 1974
- And more
Improved Access to Information
According to a Nintex survey, 49% of workers think it is too hard to find documents, and 43% have difficulties in sharing documents. By using a computerized documentation system, information will be at the tips of your employees' fingers, literally, even if an employee is working from home. Document management is imperative if you are allowing your employees to work from home.
Reduce Costs
PriceWaterhouseCoopers reported that the cost of locating a single missing paper document is $122, on average enterprises misplace 7.5% of their documents, and 3% are misfiled. If your company collects 10,000 documents in a year, the potential financial burden for your organization could be as much as $128,100 a year.
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 the containers where the paper is stored.
Better Security
If a piece of paper is misplaced, the information on it is likely gone. Beyond that, a natural disaster such as a fire might destroy them. With either on-premises or cloud storage you'll have backups. You'll also be able to more easily dictate who has access.
Boost Efficiency
Difficulty finding and sharing documents accounts for 21.3% of productivity loss in enterprises. To paint a better picture, for a company in Annapolis, MD that employs a hundred people, improving your document management 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 search through mounds of paper. Instead, you can simply go to your digital database and easily click through files until you find the document you're looking for.
HITS Document Management Process in Annapolis, MD
HITS uses our trademarked DocuMiner® application in a three-stage operation for implementing document management for Annapolis, MD companies: Sort, scan, shred.
Once we are in possession your paper documents, we'll categorize them in two ways: Scan, for the information you still need, and shred, for information that is best destroyed. As we assess the data, we'll compile a full manifest list. After, you'll review it and determine what documents you need to keep, and what needs to be securely destroyed.
After sorting, shredding, and scanning, we'll perform data migration to convert the documents into the digital medium 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 caters to numerous different sectors and document types, for example blueprint scanning for construction firms, a variety of services for government entities, and our innovative STR8VIEW® system and monitoring strip scanning for healthcare providers.
Click on the links below to learn more about the services we offer in Annapolis, MD:
- 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
Annapolis, MD Document Management | HITS
HITS has been helping Annapolis, MD businesses improve their internal operations and become more productive for over two and a half decades. We have become an industry leader in Annapolis, MD information management with our cutting-edge technologies. 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.