Document Management Reston, VA
Document Management in Reston, VA. Document management is a vital element of helping any Reston, VA business or enterprise save money and get more done in less time. 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 ensure that all of your data is secure, can be accessed quickly, and that its storage conforms to regulatory oversight. For document management services in Reston, VA, give HITS a call today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Reston, VA?
Document management is a process used to digitize, track, retrieve, and maintain electronic or paper-based documents, frequently when a company wants to reduce dependency on paper. It is often seen as a part of Enterprise Content Management, which is how a business or organization administers information from its creation to deletion or maintenance.
Effective document management will make your company more cost-effective and make your team more productive and stop it from succumbing to many of the common perils of paper document storage.
How Document Management Can Help Your Reston, VA Organization
Get Rid of Piles of Records
When you move to digital systems, you won't have cabinets or boxes taking up any space. Office space is expensive, it's important to free up that space for something else. Paper storage can also feed the flames of a fire in the event that one happens.
Diminish Liability
Beyond mitigating a potential fire hazard, document management mitigates liability for somebody else's personal information being accessed by someone you don't want it to be accessed by.
Additionally, different industries have need to abide by different compliance standards. Paper documents can impede compliance; a 2019 Cold Spring Harbor Laboratory study found that over half of hospitals and doctor's offices are not currently HIPPA compliant. A database management system will ensure compliance by implementing automated operations. We have experience implementing compliance for Reston, VA businesses 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 find documents, and 43% find that there are problems when trying to share documents. By having information in a digital format, information can be accessed and shared with just a few clicks, even if a worker is not in the office. Document management is vital if you are allowing your employees to work from home.
Lower Costs
PriceWaterhouseCoopers reported that the price of replacing just one misplaced paper document averages out to $122, on average enterprises lose 7.5% of their documents, and 3% are filed in the wrong place. If your enterprise collects 10,000 documents annually, you could potentially be costing your organization as much as $128,100 annually.
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 won't have to spend money on cabinets, boxes, or storage bins.
Your Data Will Be Better Protected
If paper is missing, rediscover the information and recreate the document. Furthermore, a catastrophe like a earthquake could destroy them. By moving to digital document management the files can be retrieved easily. You can also more effectively impede unauthorized access.
Enhance Efficiency
Difficulty finding and sharing documents accounts for 21.3% of productivity loss in enterprises. Stated differently, for a company in Reston, VA with 100 employees, moving to a digital 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 find them with a simple search.
HITS Document Management Process in Reston, VA
HITS utilizes our proprietary DocuMiner® application in a three-step operation for implementing document management for Reston, VA enterprises: Sort, scan, shred.
Once we are in possession your paper documents, we'll put them into two categories: Scan, for what you want to keep, and shred, for documents that are now unnecessary. As we assess the documents, we'll assemble a complete manifest list. After, you'll review it and decide what documents you need to keep, and what needs to be securely destroyed.
After scanning, we'll carry out data migration to convert the documents into your preferred format: 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, such as blueprint scanning for contractors, various services for government entities, and our revolutionary STR8VIEW® system and monitoring strip scanning for healthcare providers.
Click on the links below to learn more about the services we offer in Reston, 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
Reston, VA Document Management | HITS
HITS has been helping Reston, VA organizations become more modern, more productive for over two and a half decades. We have turned ourselves into an industry leader in Reston, VA information technology services with our innovative technologies. 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.