Document Management Langley, VA
Document Management in Langley, VA. Document management is an essential aspect of making any Langley, VA business or enterprise more cost-effective and more productive. Paper documents are can get lost, or employees waste precious time searching through stacks of paper 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 Langley, VA, call HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Langley, VA?
Document management is a process used to digitize, track, recover, and maintain digital or paper-based documents, often in order to move away from paper. It is often seen as a branch of Enterprise Content Management, which is how a business or organization handles information from its inception to deletion or maintenance.
Efficient document management will save you time and money and ensure your team is running efficiently and are not succumbing to many of the typical snags of paper document storage.
How Document Management Can Help Your Langley, VA Organization
Get Rid of Piles of Paper
When you stop relying on physical storage, most of your workers won't even need cabinets under their desks. Office space is expensive, it's important to free up that space for something else. Paper storage can also spread a fire in the event that one happens.
Mitigate Liability
In addition to reducing a potential fire hazard, document management mitigates liability for somebody else's personal data falling into the wrong hands.
Furthermore, different fields operate under need to abide by different compliance standards. Paper documents can make compliance harder; a 2019 Cold Spring Harbor Laboratory study stated that as many as 56% of hospitals and doctor's offices may not be HIPPA compliant. A database management system will verify compliance by creating automated operations. We have helped Langley, VA organizations become more compliant with:
- FACTA
- SOX
- GLB
- ISO 9000
- The Privacy Act of 1974
- And more
Easier Access to Information
According to data from a Nintex survey, 49% of employees think it is too hard to locate documents, and 43% find that there are complications when trying to share 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 key if you are moving to a remote workforce.
Reduce Costs
PriceWaterhouseCoopers stated that the price of replacing a single misplaced paper document is $122, on average companies lose 7.5% of their documents, and 3% are filed in the wrong place. If your organization collects 10,000 documents in a year, the potential financial burden for your organization could be up to $128,100 a year.
Additionally, 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 can avoid buying cabinets, boxes, or storage bins.
Enhanced Security
If paper is misplaced, the information on it is likely gone. Additionally, a natural disaster like a tornado might destroy them. With either on-premises or cloud storage you'll have backups. You can also more effectively impede unauthorized access.
Enhance Efficiency
Ineffective document storage accounts for 21.3% of wasted time in organizations. In other words, for a company in Langley, VA that employs a hundred people, moving to a digital system would see a production increase the same amount as 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 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 Langley, VA
HITS uses our proprietary DocuMiner® application in a three-phase process for implementing document management for Langley, VA companies: Sort, scan, shred.
We'll go through your paper documents and categorize them in two ways: Scan, for the information you still need, and shred, for documents that are now unnecessary. As we analyze the documents, we'll assemble 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 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 also convert the documents to either on-premises storage, cloud, or hybrid systems.
HITS caters to numerous different industries and document formats, including blueprint scanning for construction companies, 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 learn more about the services we offer in Langley, 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
Langley, VA Document Management | HITS
HITS has been helping Langley, VA enterprises catch up to the modern world and become more productive for more than 25 years. We have turned ourselves into an industry leader in Langley, 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.