Document Management McLean, VA
Document Management in McLean, VA. Document management is a vital facet of helping any McLean, VA company or enterprise save money and get more done in less time. 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 guarantee that all of your data is safe, easy to access, and that its storage conforms to regulatory oversight. For document management services in McLean, VA, call HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in McLean, VA?
Document management is an automated software solution used to capture, track, retrieve, and keep digital or physical documents, typically in an effort to move away from paper. It is often seen as a part of Enterprise Content Management, which is how a business or enterprise manages information from its inception to deletion or storage.
Effective document management will make your enterprise more cost-effective and ensure your team is running efficiently and are not falling victim to many of the common stumbling blocks of paper document storage.
Advantages of Document Management in McLean, VA
Get Rid of Mountains of Records
With a paperless, automated workflow, most of your workers won't even need cabinets at their workstations. As the price of office space goes up, it's important to free up that space for something else. Paper storage can also spread a fire in the event that one happens.
Reduce Liability
Beyond reducing the spread of a fire, document management mitigates liability for somebody else's personal data being accessed by someone you don't want it to be accessed by.
What's more, different industries operate under different oversight. Paper documents can impede compliance; a 2019 Cold Spring Harbor Laboratory study stated that as many as 56% of healthcare providers are not currently HIPPA compliant. A database management system will guarantee compliance by implementing automated checklists. We have experience implementing compliance for McLean, VA enterprises with:
- FACTA
- SOX
- GLB
- ISO 9000
- The Privacy Act of 1974
- And more
Faster Access to Information
According to data from a Nintex survey, 49% of workers think it is too hard to find documents, and 43% find that there are complications when trying to share documents. By digitizing your systems, 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 working from home. Document management is vital if you are incorporating remote work.
Cut Down on Costs
PriceWaterhouseCoopers found that the cost of replacing a single lost paper document averages out to $122, on average companies lose 7.5% of their documents, and 3% are misfiled. If your business produces 10,000 documents in a year, the potential financial burden for your organization could be up to $128,100 annually.
Furthermore, office space in the U.S. costs on average of $8 and $23 per square foot, and paper storage can take up as much as 15% of office space. You also won't have to buy cabinets, boxes, or storage bins.
Improved Security
If a paper document is lost, rediscover the information and recreate the document. Beyond that, a catastrophe like a flood could destroy them. In a computerized system the files can be recreated easily. You'll also be able to more easily control who has access.
Enhance Efficiency
Difficulty finding and sharing documents accounts for 21.3% of productivity loss in enterprises. To paint a better picture, for an organization in McLean, VA that employs a hundred people, improving your document management system would see a production increase 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 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 McLean, VA
HITS utilizes our copyrighted DocuMiner® application in a three-step system for implementing document management for McLean, VA companies: Sort, scan, shred.
We'll go through your paper documents and catalog them in two ways: Scan, for the information you still need, and shred, for documents that are now unnecessary. 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 scanning, we'll perform data migration to convert the documents into your preferred digital medium: Tiff, PDF, JPG, PNG, or more. We can then help you store and backup the information on either on-premises storage, cloud, or hybrid systems.
HITS caters to many different fields and document formats, for example 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.
Click on the links below to learn more about the services we offer in McLean, 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
McLean, VA Document Management | HITS
HITS has been helping McLean, VA organizations improve their internal operations and become more efficient for over two and a half decades. We have become an industry leader in McLean, VA information technology services with our cutting-edge 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.