Document Management Washington, DC
Document Management in Washington, DC. Document management is an important aspect of helping any Washington, DC company or organization save money and get more done in less time. Paper documents are can get lost, or employees waste valuable time searching through cabinets for something that might not be where it's supposed to be. A document management system will guarantee the security, compliance, and organization of information pertaining to you or your clients. For document management services in Washington, DC, give HITS a call today at 314-837-4000 or contact us online for a free quote.
What is Document Management in Washington, DC?
Document management is a system used to record, track, recover, and keep digital or paper-based documents, frequently in an effort to reduce paper. It is often viewed as a component of Enterprise Content Management, which is how a business or organization manages information from its inception to deletion or storage.
Successful document management will improve your bottom-line and ensure your team is running efficiently and are not succumbing to many of the typical perils of paper document storage.
Advantages of Document Management in Washington, DC
Get Rid of Stacks of Paper
With a paperless, automated workflow, most of your workers won't even need drawers under their desks. Office space is costly, it's important to free up that space for something else. Paper storage can also be a fire hazard.
Diminish Liability
In addition to reducing the spread of a fire, document management mitigates liability for your company's or clients' sensitive information being accessed by someone you don't want it to be accessed by.
Furthermore, different industries operate under need to obey 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 may not be HIPPA compliant. A database management system will ensure compliance by implementing automated checklists. We have helped Washington, DC businesses become more compliant with:
- FACTA
- SOX
- GLB
- 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, information can be accessed and shared with just a few clicks, even if a worker is working remotely. Document management is key if you are incorporating remote work.
Cut Down on Costs
PriceWaterhouseCoopers reported that the cost of finding a single misplaced paper document averages out to $122, that most companies misplace 7.5% of their paper documents, and 3% are misfiled. If your business collects 10,000 documents annually, the potential financial burden for your business could be as much as $128,100 annually.
Additionally, the average cost of office space in the United States is between $8 and $23 per square foot, and paper storage can take up as much as 15% of office space. You also can avoid buying the containers where the paper is stored.
Your Data Will Be Better Protected
If a piece of paper is missing, you will have to get the information again. Additionally, a catastrophe like a tornado could destroy them. With either on-premises or cloud storage you'll have backups. You can also more effectively impede unauthorized access.
Boost Efficiency
Difficulty finding and sharing documents accounts for 21.3% of wasted time in businesses. To paint a better picture, for an organization in Washington, DC that employs a hundred people, improving your document management system would see a production increase the same amount as hiring 21 new employees. 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 Washington, DC
HITS uses our copyrighted DocuMiner® application in a three-step system for implementing document management for Washington, DC companies: 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 documents that are now unnecessary. As we evaluate the documents, we'll compile a complete manifest list. Once we have your approval we'll make sure all information you need is scanned and the rest is securely destroyed.
After scanning, we'll perform data migration to convert the documents into the format 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 caters to a variety of different sectors and document types, such as blueprint scanning for architectural companies, numerous services for government entities, and our innovative STR8VIEW® system and monitoring strip scanning for hospitals and doctor's offices.
Check out the links below to learn more about the services we offer in Washington, DC:
- 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
Washington, DC Document Management | HITS
HITS has been helping Washington, DC businesses improve their internal operations and become more efficient for over 25 years. We have become an industry leader in Washington, DC 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.