Federal Records Management

Federal Records Management in St. Louis

Federal records management in St. Louis. In today's digital age, effective federal government document management is paramount for St. Louis organizations, especially within the realm of federal governmental agencies. With the vast amount of information generated and stored, it becomes crucial to have a streamlined system in place for managing federal records.

Recent government initiatives have required federal agencies in St. Louis and across the country to streamline and digitize their processes. In fact, NARA will no longer accept any paper records. At the forefront of federal records management solutions stands HITS, a reputable company based in St. Louis. With years of experience and a deep understanding of the unique challenges faced by federal agencies, HITS has established itself as a trusted partner in providing comprehensive records management services. By partnering with HITS, federal agencies can streamline their records management processes, ensure regulatory compliance, and harness the full potential of their valuable information assets. Call HITS today at 314-837-4000 or contact us online for a free quote.

HITS offers federal agencies in St. Louis and throughout the country:

Core Competencies

Differentiators

Past Performance

• USDA
• DOJ

Understanding Federal Records Management

Federal records management refers to the systematic control, organization, and preservation of records generated and received by federal governmental agencies in the course of their operations. It's governed by a comprehensive framework of laws, regulations, and guidelines established to ensure proper recordkeeping practices. These laws and regulations aim to promote transparency, accountability, and the preservation of valuable records for the benefit of future generations.

Challenges of Federal Records Management in St. Louis

Managing records poses several challenges for federal agencies in St. Louis:

• The sheer volume of records generated by federal agencies can be overwhelming. Federal agencies create and receive billions of records each year. From administrative documents to reports, emails, and multimedia files, the accumulation of records can quickly become unmanageable without a proper system in place.
• Federal records must be organized and classified in a consistent and logical manner to facilitate efficient retrieval. Without standardized practices, finding specific information within vast collections of records becomes time-consuming and hampers productivity.
• Ensuring the security and confidentiality of sensitive records is paramount. Federal agencies handle a wide range of classified and sensitive information, and any lapses in security can have serious consequences, including breaches of privacy and potential harm to national security. There were over 35,000 personal information breaches in federal agencies in 2017 alone.
• Technological advancements and the shift towards digital records have introduced new challenges in managing electronic records. Issues such as data migration, format obsolescence, and long-term preservation require specialized expertise to address effectively.

HITS understands these challenges after decades of working with federal agencies in St. Louis. To get the most out of your federal record keeping system in St. Louis, you need a partnet like HITS who possesses the expertise and resources to tackle these obstacles head-on.

Benefits of Effective Government Management in St. Louis

Federal records management is important for federal agencies in St. Louis because it helps them:

• Fulfill their legal obligations and responsibilities
• Support their mission planning and operations
• Provide evidence and information for decision making
• Protect the rights and interests of the public
• Document the history and heritage of the nation

HITS can help you achieve those goals in St. Louis by:

Maintaining Accurate and Organized Records

Maintaining accurate and organized federal records offers numerous benefits for governmental agencies:

• It enables agencies to retrieve information quickly and efficiently. With well-organized records, agency personnel can locate relevant documents, data, and historical information without wasting valuable time. This promotes productivity, informed decision-making, and streamlined operations.
• Accurate and organized records support transparency and accountability. By documenting agency activities and decisions in a systematic manner, federal agencies can demonstrate transparency in their operations. This fosters public trust and confidence in the agency's ability to fulfill its responsibilities.
• Organized records facilitate knowledge management within agencies. Historical records provide insights into past practices, lessons learned, and successes. By leveraging this knowledge, agencies can improve processes, avoid past mistakes, and drive innovation.

Ensuring Compliance and Legal Matters

Effective federal records management is essential for compliance with legal and regulatory requirements. By adhering to established records management practices, agencies can fulfill their legal obligations, including record retention, privacy, and data protection requirements. This mitigates the risk of non-compliance and potential legal consequences.

Moreover, well-maintained records are vital in responding to legal and audit inquiries. In the event of litigation, investigations, or Freedom of Information Act (FOIA) requests, agencies must provide accurate and complete records. Failure to do so can result in legal penalties, damage to reputation, and hindered operational efficiency.

Enacting Cost Savings and Efficiency Improvements

Effective federal records management can lead to significant cost savings and efficiency improvements. Paper forms cost the federal government $37.8 billion annually. By implementing streamlined processes for record creation, storage, retrieval, and disposition, agencies can reduce operational costs associated with manual recordkeeping, physical storage space, and document duplication.

Efficiency improvements arise from the ability to quickly access and retrieve information, enabling agencies to make timely and informed decisions. Additionally, organized records eliminate redundancy and duplication, reducing the time and effort spent recreating or searching for information.

Additionally, effective federal records management supports disaster recovery and business continuity. By maintaining backups and implementing appropriate data protection measures, agencies can mitigate the risk of data loss and ensure the continuity of operations in the face of unforeseen events.

HITS: Your Trusted Partner for Federal Records Management in St. Louis

For over two decades, HITS has been providing comprehensive government document solutions to federal governmental agencies, assisting them in optimizing their records management processes, ensuring compliance with regulations, and maximizing the value of their information assets. HITS' deep expertise and understanding of the specific requirements of federal records management make us an ideal partner for St. Louis agencies seeking reliable and tailored solutions.

Federal Records Management Services HITS Offers

HITS offers a range of services designed to meet the specific needs of federal agencies in St. Louis in managing their records. These services include:

• Document Scanning and Conversion — HITS specializes in transforming paper-based records into digital formats, allowing for easier storage, retrieval, and preservation. Our advanced scanning technologies ensure high-quality digitization while maintaining the integrity of the original records. We offer paper scanning, microfilm scanning, blueprint scanning, and more.
• Digital Archiving and Storage — HITS provides secure and scalable data migration, digital archiving solutions, ensuring long-term preservation and accessibility of electronic records. Our patent-pending DocuMiner® application is an innovative record storage solution that ensures records you need to keep are organized, and those that have met your retention policy have been securely destroyed.
• Data Management and Classification — HITS employs advanced data management techniques to organize and classify federal records, enabling efficient search and retrieval. Our expertise in metadata tagging and categorization ensures accurate and consistent indexing of records, facilitating quick and targeted access to relevant information.
• Compliance Consulting and Training — HITS offers comprehensive compliance consulting services to ensure federal agencies meet regulatory requirements. We provide guidance on records retention schedules, data privacy, information security, and legal compliance. We are experienced in compliance and security with:
  • CISPE
  • EU Model Clauses
  • FERPA
  • GLBA
  • HIPAA
  • HITECH
  • IRS 1075
  • ITAR

  • VPAT/Section 508
  • EU-Data Protection
  • Ethical Hack
  • Safe Harbor
  • Encryption in Transit
  • Encryption at Rest
  • Cloud Security Alliance
  • Binding Corporate Rules

Call HITS For Your Federal Records Management in St. Louis Today

If your federal governmental agency is seeking a reliable and experienced partner for records management, HITS is here to assist you. With our proven track record, expertise in compliance, and commitment to data security, HITS can help your St. Louis agency optimize its federal records management processes. Remember, effective federal records management is not only a regulatory requirement but also a strategic advantage. By investing in robust records management practices and partnering with trusted experts like HITS, your agency can enhance transparency, reduce costs, improve decision-making, and protect valuable information for years to come. Call HITS today at 314-837-4000 or contact us online for your federal records management in St. Louis.