Document Management Herndon, VA
Document Management in Herndon, VA. Document management is an important aspect of making any Herndon, VA business or enterprise more cost-effective and more productive. Paper documents are too often lost, or employees waste valuable time searching through cabinets for something they're not sure is even there. A document management system will ensure that all of your data is safe, easy to access, and that its storage conforms to regulatory oversight. For document management services in Herndon, VA, reach out to HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Herndon, VA?
Document management is a system used to capture, track, retrieve, and maintain digital or paper-based documents, typically when a company wants to move away from paper. It is often seen as a part of Enterprise Content Management, which is how a company or enterprise manages information from its inception to deletion or maintenance.
Successful 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 snags of paper document storage.
Advantages of Document Management in Herndon, VA
Get Rid of Mountains of Paper
When you stop relying on paper, you won't have cabinets or boxes taking up any space. Office space is costly, you don't want to take up valuable space unnecessarily. Paper storage can also be a fire hazard.
Reduce Liability
In addition to reducing the spread of a fire, document management mitigates liability for somebody else's sensitive data being accessed by someone you don't want it to be accessed by.
What's more, different fields have different oversight. Paper storage can impede compliance; a 2019 Cold Spring Harbor Laboratory study found that over half of healthcare providers are not currently HIPPA compliant. A database management system will verify compliance by implementing automated operations. We have helped Herndon, VA businesses become more compliant with:
- FACTA
- SOX
- GLB
- ISO 9000
- The Privacy Act of 1974
- And more
Faster Access to Information
According to a Nintex survey, 49% of workers think it is too hard to locate documents, and 43% encounter 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 from home. Document management is vital if you are allowing your employees to work remotely.
Reduce Costs
PriceWaterhouseCoopers found that the cost of finding just one lost paper document is $122, on average companies misplace 7.5% of their paper documents, and 3% are misfiled. If your business produces 10,000 documents annually, that means that using paper documentation could cost your business as much as $128,100 annually.
Additionally, 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 can avoid spending money on cabinets, boxes, or storage bins.
Your Documents Will Be More Secure
If paper is misplaced, the information on it is likely gone. Additionally, a catastrophe like a tornado might destroy them. In a computerized system you'll have backups. You'll also be able to more effectively dictate who has access.
Enhance Efficiency
Difficulty finding and sharing documents accounts for 21.3% of productivity loss in businesses. In other words, for a company in Herndon, VA that employs a hundred people, moving to a digital system would boost production the same amount as hiring 21 new employees. With all of your documents in one place and in a digital format, no one will have to waste time looking through hundreds of individual files. Instead, you'll be able to find them with a simple search.
HITS Document Management Process in Herndon, VA
HITS uses our trademarked DocuMiner® application in a three-phase system for executing document management for Herndon, VA organizations: Sort, scan, shred.
We'll go through your physical documents and classify them in two ways: Scan, for the information you still need, and shred, for information that is best destroyed. As we analyze the data, we'll put together a complete manifest list. Once we have your approval we'll make sure all information you need is processed and the rest is securely destroyed.
After sorting, shredding, and scanning, we'll implement 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 formats, such as blueprint scanning for construction firms, a variety of services for government entities, and our innovative STR8VIEW® system and monitoring strip scanning for hospitals and doctor's offices.
Take a look at the links below to learn more about the services we offer in Herndon, VA:
- 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
Herndon, VA Document Management | HITS
HITS has been helping Herndon, VA companies improve their internal operations and become more productive for over two and a half decades. We have become an industry leader in Herndon, VA information technology services 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.