Document Management Fairfax, VA
Document Management in Fairfax, VA. Document management is an essential element of making any Fairfax, VA company or organization more efficient and more productive. Paper documents are too often lost, or employees waste valuable time searching through boxes for something they're not sure is even there. A document management system will ensure the security, compliance, and organization of information relating to you or your clients. For document management services in Fairfax, VA, call HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Fairfax, VA?
Document management is an automated software solution used to capture, track, access, and keep electronic or paper-based documents, typically in an effort to reduce reliance on paper. It is often viewed as a part of Enterprise Content Management, which is how a company or enterprise manages information from its creation to deletion or storage.
Efficient document management will save you time and money and make your team more productive and prevent it from falling victim to many of the typical problems of retaining information on paper.
Benefits of Document Management in Fairfax, VA
Get Rid of Stacks of Paper
When you stop relying on paper, most of your workers won't even need drawers under their desks. As the price of office space goes up, it's important to free up that space for something else. Paper storage can also be a fire hazard.
Reduce Liability
Beyond diminishing a potential fire hazard, document management mitigates liability for somebody else's private information falling into the wrong hands.
Additionally, different fields operate under different oversight. Paper documents can impede compliance; a 2019 Cold Spring Harbor Laboratory study stated that over half 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 Fairfax, VA companies 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 employees struggle to find documents, and 43% encounter difficulties in sharing documents. By using a computerized documentation system, your employees will be able to search for information on a keyboard and will be able to easily share it, even if an employee is not in the office. Document management is essential if you are incorporating remote work.
Reduce Costs
PriceWaterhouseCoopers found that the price of locating just one missing paper document is $122, on average companies misplace 7.5% of their paper documents, and 3% are filed in the wrong place. If your business collects 10,000 documents annually, the potential financial burden for your company could be up to $128,100 annually.
Additionally, most office space nationwide costs 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.
Your Information Will Be More Secure
If paper is missing, you will have to get the information again. Beyond that, a natural disaster like a flood could destroy them. With either on-premises or cloud storage the files can be recreated easily. You can also more effectively prevent unauthorized access.
Enhance Efficiency
Difficulty finding and sharing documents accounts for 21.3% of wasted time in companies. To paint a better picture, for a company in Fairfax, VA with 100 employees, moving to a digital system would be the same as hiring 21 new employees. With all of your documents in one place and in a digital format, you won't have to physically go to a storage room or unit and search through piles 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 Fairfax, VA
HITS uses our patent-pending DocuMiner® application in a three-step process for carrying out document management for Fairfax, VA companies: Sort, scan, shred.
We'll go through your paper documents and classify them in two ways: Scan, for the information you still need, and shred, for information that is best destroyed. As we assess the documents, we'll compile a complete manifest list. Once we have your approval we'll make sure all data you need is processed and the rest is securely destroyed.
After we scan the documents, we'll perform data migration to convert the documents into your preferred digital medium: 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 formats, such as blueprint scanning for contractors, various services for government entities, and our innovative STR8VIEW® system and monitoring strip scanning for healthcare providers.
Check out the links below to learn more about the services we offer in Fairfax, VA:
- Large Format Scanning
- 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
Fairfax, VA Document Management | HITS
HITS has been helping Fairfax, VA companies improve their internal operations and become more productive for over 25 years. We have become an industry leader in Fairfax, VA information technology services with our innovative proprietary software. 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.