Document Management Bethesda, MD
Document Management in Bethesda, MD. Document management is a key element of making any Bethesda, MD company or enterprise more cost-effective and more productive. Paper documents are easy to lose, or employees waste valuable time searching through cabinets for something they're not sure is even there. A document management system will guarantee the security, compliance, and organization of information pertaining to you or your clients. For document management services in Bethesda, MD, get in touch with HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Bethesda, MD?
Document management is a system used to digitize, track, retrieve, and maintain digital or paper-based documents, frequently when a company wants to reduce reliance on paper. It is often considered a branch of Enterprise Content Management, which is how a company or enterprise handles information from its creation to deletion or maintenance.
Effective document management will make your company more cost-effective and ensure your team is running efficiently and are not succumbing to many of the typical pitfalls of retaining information on paper.
How Document Management Can Help Your Bethesda, MD Organization
Get Rid of Stacks of Paper
When you move to digital systems, you won't have cabinets or boxes taking up any space. Office space is expensive, you don't want to take up valuable space when you don't need to. Paper storage can also spread a fire in the event that one happens.
Reduce Liability
In addition to reducing a potential fire hazard, document management mitigates liability for somebody else's sensitive information being accessed by someone you don't want it to be accessed by.
Additionally, different industries have need to obey different regulatory standards. Paper storage can make compliance harder; a 2019 Cold Spring Harbor Laboratory study found that as many as 56% of hospitals and doctor's offices may not be HIPPA compliant. A database management system will ensure compliance by creating automated checklists. We have experience implementing compliance for Bethesda, MD enterprises with:
- FACTA
- SOX
- GLB
- ISO 9000
- The Privacy Act of 1974
- And more
Improved Access to Information
According to reporting from a Nintex survey, 49% of workers think it is too hard to locate documents, and 43% encounter difficulties in sharing documents. By using a computerized documentation system, information will be at the tips of your employees' fingers, literally, even if a worker is not in the office. Document management is imperative if you are moving to a remote workforce.
Lower Costs
PriceWaterhouseCoopers reported that the price of finding a single misplaced paper document averages out to $122, on average companies lose 7.5% of their paper documents, and 3% are misfiled. 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, office space in the U.S. costs on average of $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.
Your Data Will Be More Secure
If the paper version of a document is misplaced, you will have to get the information again. Furthermore, a catastrophe such as a tornado might destroy them. By moving to digital document management the files can be retrieved easily. You'll also be able to more easily dictate who has access.
Enhance Efficiency
Difficulty finding and sharing documents accounts for 21.3% of wasted time in organizations. In other words, for an organization in Bethesda, MD that employs a hundred people, moving to a digital system would be akin to hiring 21 new employees. With an efficient and easy to use document management system, no one will have to spend time looking through hundreds of individual files. Instead, you'll be able to located them just by typing a few words and making a few clicks.
HITS Document Management Process in Bethesda, MD
HITS uses our trademarked DocuMiner® application in a three-phase operation for carrying out document management for Bethesda, MD organizations: Sort, scan, shred.
Once we are in possession your physical documents, we'll sort them into two categories: Scan, for what you want to hold on to, and shred, for documents that are now unnecessary. As we assess the data, we'll assemble a complete 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 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 many different fields and document types, such as blueprint scanning for contractors, a variety of services for government entities, and our state-of-the-art STR8VIEW® system and monitoring strip scanning for hospitals and doctor's offices.
Check out the links below to learn more about the services we offer in Bethesda, 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
Bethesda, MD Document Management | HITS
HITS has been helping Bethesda, MD companies become more modern, more efficient for over two and a half decades. We have become an industry leader in Bethesda, MD 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.