Document Management Takoma Park, MD
Document Management in Takoma Park, MD. Document management is a critical part of helping any Takoma Park, MD business or organization save money and complete more tasks in less time. Paper documents are can get lost, or employees waste precious time searching through cabinets for something that might not be where it's supposed to be. A document management system will ensure that all of your data is safe, easy to access, and that its storage conforms to regulatory oversight. For document management services in Takoma Park, MD, get in touch with HITS today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Takoma Park, MD?
Document management is an automated software solution used to record, track, recover, and store electronic or physical documents, frequently in an effort to move away from paper. It is often seen as a component of Enterprise Content Management, which is how a company or organization administers information from its inception to deletion or storage.
Successful document management will improve your bottom-line and make your team more productive and prevent it from falling victim to many of the common perils of keeping information on paper.
Advantages of Document Management in Takoma Park, MD
Get Rid of Mountains of Records
When you move to digital systems, most of your employees won't even need drawers 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.
Diminish Liability
Beyond reducing the spread of a fire, document management mitigates liability for somebody else's private data falling into the wrong hands.
Additionally, different industries operate under need to obey different compliance standards. Paper documents can impede compliance; a 2019 Cold Spring Harbor Laboratory study stated that as many as 56% of hospitals and doctor's offices are not currently HIPPA compliant. A database management system will verify compliance by creating automated checklists. We have helped Takoma Park, MD companies become more compliant with:
- FACTA
- SOX
- GLB
- ISO 9000
- The Privacy Act of 1974
- And more
Faster Access to Information
According to a Nintex survey, 49% of employees think it is too hard to locate documents, and 43% find that there are issues 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 an employee is not in the office. Document management is essential if you are moving to a remote workforce.
Cut Down on Costs
PriceWaterhouseCoopers found that the cost of replacing just one misplaced paper document averages out to $122, that the majority of businesses 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 business as much as $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 buying cabinets, boxes, or storage bins.
Enhanced Security
If a piece of paper is lost, the information on it is likely gone. Beyond that, a natural disaster like a fire might destroy them. By moving to digital document management you'll have backups. You can also more effectively prevent unauthorized access.
Enhance Efficiency
Document challenges account for 21.3% of wasted time in enterprises. To paint a better picture, for an organization in Takoma Park, 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, you won't have to physically go to a storage room or unit and search through mounds of paper. Instead, you'll be able to located them just by typing a few words and making a few clicks.
HITS Document Management Process in Takoma Park, MD
HITS utilizes our copyrighted DocuMiner® application in a three-stage system for implementing document management for Takoma Park, MD organizations: Sort, scan, shred.
We'll go through your paper documents and sort them into two categories: Scan, for the information you still need, and shred, for documents that are now unnecessary. As we evaluate the data, we'll assemble a complete 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 implement data migration to convert the documents into your preferred digital medium: 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 fields and document types, such as blueprint scanning for architectural companies, 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.
Take a look at the links below to see what other services we offer in Takoma Park, MD:
- 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
Takoma Park, MD Document Management | HITS
HITS has been helping Takoma Park, MD companies become more modern, more productive for over 25 years. We have turned ourselves into an industry leader in Takoma Park, MD information management with our innovative 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.