Document Management Rockville, MD
Document Management in Rockville, MD. Document management is a critical element of making any Rockville, MD company 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 guarantee the security, compliance, and organization of information pertaining to you or your clients. For document management services in Rockville, MD, give HITS a call today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Rockville, MD?
Document management is an automated software solution used to digitize, track, access, and maintain digital or physical documents, frequently in an effort to reduce paper. It is often seen as a part of Enterprise Content Management, which is how a company or enterprise manages the creation, collection, publication, and distribution of information.
Effective document management will make your organization more cost-effective and ensure your team is running efficiently and are not falling victim to many of the common snags of retaining information on paper.
How Document Management Can Help Your Rockville, MD Organization
Get Rid of Mountains of Paper
When you stop relying on physical storage, you won't have cabinets or boxes taking up any space. As the price of office space increases, you don't want to take up valuable space when you don't need to. Paper storage can also feed the flames of a fire if one happens.
In addition to reducing the spread of a fire, document management mitigates liability for somebody else's private information falling into the wrong hands.
Additionally, different industries operate under need to conform to different compliance standards. Paper storage can make compliance more difficult; a 2019 Cold Spring Harbor Laboratory study reported that over half of healthcare providers may not be HIPPA compliant. A database management system will ensure compliance by implementing automated organization. We have experience implementing compliance for Rockville, MD organizations with:
- ISO 9000
- The Privacy Act of 1974
- And more
Faster Access to Information
According to data from a Nintex survey, 49% of employees think it is too hard to find documents, and 43% encounter difficulties in sharing documents. By having information in a digital format, 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 working from home. Document management is vital if you are moving to a remote workforce.
Cut Down on Costs
PriceWaterhouseCoopers found that the cost of finding a single lost document averages out to $122, that most companies misplace 7.5% of their documents, and 3% are filed in the wrong place. If your organization collects 10,000 documents annually, the potential financial burden for your business could be as much as $128,100 a year.
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 buying the containers where the paper is stored.
If a paper document is lost, you will have to get the information again. Furthermore, a catastrophe such as a tornado could destroy them. In a computerized system the files can be recreated easily. The information will also be unavailable to people you do not want to have access.
Difficulty finding and sharing documents accounts for 21.3% of productivity loss in companies. Stated differently, for an organization in Rockville, MD that employs a hundred people, improving your document management 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 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 Rockville, MD
HITS uses our proprietary DocuMiner® application in a three-phase operation for implementing document management for Rockville, MD enterprises: Sort, scan, shred.
Once we receive your physical documents, we'll sort them into two categories: Scan, for the information you still need, and shred, for information that is best destroyed. As we evaluate the data, we'll compile a complete manifest list. Once we have your approval we'll make sure all information you need is scanned and what's left is securely destroyed.
After we scan the documents, we'll perform data migration to convert the documents into the digital medium of your choice: 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 a variety of different industries and document formats, including blueprint scanning for architectural firms, a variety of services for government entities, and our innovative 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 Rockville, MD:
- Federal Records Management
- Government Document Management
- Secure Destruction Services
- Medical Records Management
- Cloud Migration
- Go Paperless
- Records Management
- Digital Transformation
- Scanning Services
Rockville, MD Document Management | HITS
HITS has been helping Rockville, MD companies become more modern, more productive for more than 25 years. We have become an industry leader in Rockville, MD 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.