Document Management Richmond, VA
Document Management in Richmond, VA. Document management is a vital component of helping any Richmond, VA business or enterprise save money and complete more tasks in less time. Paper documents are too often lost, or employees waste valuable time searching through stacks of paper for something they're not sure is even there. A document management system will guarantee the security, compliance, and organization of information pertaining to you or your clients. For document management services in Richmond, VA, reach out to HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Richmond, VA?
Document management is an automated software solution used to digitize, track, retrieve, and maintain digital or paper-based documents, often when a company wants to move away from paper. It is often viewed as a part of Enterprise Content Management, which is how a company or organization administers information from its inception to deletion or storage.
Efficient document management will improve your bottom-line and make your team more productive and prevent it from succumbing to many of the typical pitfalls of storing information on paper.
How Document Management Can Help Your Richmond, VA Organization
Get Rid of Piles of Records
With a paperless, automated workflow, 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 be a fire hazard.
Reduce Liability
Beyond diminishing a potential fire risk, document management mitigates liability for your company's or clients' sensitive information falling into the wrong hands.
Furthermore, different fields have different oversight. Paper documents can impede compliance; a 2019 Cold Spring Harbor Laboratory study reported that as many as 56% of hospitals and doctor's offices are not currently HIPPA compliant. A database management system will ensure compliance by creating automated organization. We have experience implementing compliance for Richmond, VA companies with:
- FACTA
- SOX
- GLB
- ISO 9000
- The Privacy Act of 1974
- And more
Improved Access to Information
According to data from a Nintex survey, 49% of workers struggle to find documents, and 43% find that there are issues 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 a worker is not in the office. Document management is essential if you are moving to a remote workforce.
Lower Costs
PriceWaterhouseCoopers stated that the cost of replacing a single misplaced document averages out to $122, that most enterprises lose 7.5% of their documents, and 3% are misfiled. If your business creates 10,000 documents in a year, you could potentially be costing your organization up to $128,100 annually.
Furthermore, the average cost of office space in the United States is between $8 and $23/SQFT, and up to 15% of that could be physical storage of documents. You also can avoid spending money on cabinets, boxes, or storage bins.
Your Documents Will Be More Secure
If a paper document is missing, you will have to get the information again. Beyond that, a natural disaster like a flood could 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 wasted time in businesses. Stated differently, for an organization in Richmond, VA that employs a hundred people, improving your document management system would be the same as bringing in 21 new hires. With proper document management, 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 Richmond, VA
HITS uses our trademarked DocuMiner® application in a three-phase process for implementing document management for Richmond, VA enterprises: Sort, scan, shred.
We'll go through your paper documents and categorize them in two ways: Scan, for what you want to keep, and shred, for information that is best destroyed. As we evaluate the documents, we'll put together a full manifest list. Once we have your approval we'll make sure all data you need is digitized and the rest is securely destroyed.
After we scan the documents, we'll implement data migration to convert the documents into your preferred format: 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 types, for example blueprint scanning for contractors, various services for government entities, and our state-of-the-art STR8VIEW® system and monitoring strip scanning for healthcare providers.
Click on the links below to see what other services we offer in Richmond, 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
Richmond, VA Document Management | HITS
HITS has been helping Richmond, VA enterprises become more modern, more efficient for over two and a half decades. We have become an industry leader in Richmond, 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.