Document Management Silver Spring, MD
Document Management in Silver Spring, MD. Document management is an essential element of helping any Silver Spring, MD business or organization save money and complete more tasks in less time. Paper documents are easy to lose, or employees waste valuable time searching through boxes for something that might not be where it's supposed to be. A document management system will ensure the security, compliance, and organization of information relating to you or your clients. For document management services in Silver Spring, MD, call HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Silver Spring, MD?
Document management is a process used to capture, track, access, and maintain digital or physical documents, often when a company wants to move away from paper. It is often considered a branch of Enterprise Content Management, which is how a business or enterprise administers the creation, collection, publication, and distribution of information.
Effective document management will help your bottom-line and ensure your team is running efficiently and are not falling victim to many of the typical snags of paper document storage.
How Document Management Can Help Your Silver Spring, MD Organization
Get Rid of Stacks of Records
With a paperless, automated workflow, most of your employees 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 be a fire hazard.
Beyond reducing the spread of a fire, document management mitigates liability for somebody else's private data being accessed by someone you don't want it to be accessed by.
Furthermore, different industries have need to conform to different compliance standards. Paper storage can impede compliance; a 2019 Cold Spring Harbor Laboratory study stated that over half of healthcare providers may not be HIPPA compliant. A database management system will verify compliance by implementing automated operations. We have experience implementing compliance for Silver Spring, MD companies with:
Easier Access to Information
According to reporting from a Nintex survey, 49% of workers struggle to find documents, and 43% find that there are complications when trying to share documents. By using a digital documentation system, 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 remotely. Document management is essential if you are allowing your employees to work remotely.
Cut Down on Costs
PriceWaterhouseCoopers stated that the cost of locating just one missing paper document is $122, on average enterprises lose 7.5% of their paper documents, and 3% are misfiled. If your company creates 10,000 documents annually, the potential financial burden for your business could be up to $128,100 a year.
Furthermore, most office space nationwide costs between $8 and $23 per square foot, and up to 15% of that could be physical storage of documents. You also can avoid spending money on the containers where the paper is stored.
If the paper version of a document is lost, the information on it is likely gone. Furthermore, a catastrophe such as a fire could destroy them. With either on-premises or cloud storage 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 wasted time in businesses. In other words, for an organization in Silver Spring, MD with 100 employees, improving your document management system would see a production increase the same amount as bringing in 21 new hires. 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 Silver Spring, MD
Once we receive your physical documents, we'll classify them in two ways: Scan, for what you want to hold on to, and shred, for information that is best destroyed. As we evaluate 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 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 maintain and backup the information on either on-premises storage, cloud, or hybrid systems.
HITS provides document management to many different industries and document formats, for example blueprint scanning for contractors, 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 see what other services we offer in Silver Spring, MD:
- 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
- Cloud Migration
Silver Spring, MD Document Management | HITS
HITS has been helping Silver Spring, MD companies improve their internal operations and become more efficient for over 25 years. We have turned ourselves into an industry leader in Silver Spring, MD information management with our cutting-edge technologies. 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.