Atlanta, GA

Records Management Atlanta, GA

Records Management in Atlanta, GA. Records management is vital for any Atlanta, GA organization to flourish. If record management has become a nuisance for your Atlanta, GA workers, HITS has the answer and knows how to get your document management organized and efficient. Reach out to HITS today at 314-837-4000 or contact us online for a free quote.

In ISO 15489-1:2016, the International Organization for Standardization defines records as "information created, received, and maintained as evidence and as an asset by an organization or person, in pursuit of legal obligations or in the transaction of business." ISO defines records management as the " field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records." Essentially, records include everything from billing info to contracts, to survey responses and HR data, and records management is making sure that data is safely and efficiently accessed, shared, and used.

The Life Cycle of a Record

The life cycle of a record from creation to destruction was put into use by the United States National Archives in the 1930s, principally by Emmett J. Leahy. A record has four stages in its life cycle:

  1. Creation or Receipt — This can be an email sent or received internally or externally, the creation of a spreadsheet, the entering of a transaction or any other data your organization needs. Where the record is held and in what format is paramount. This is the phase where records become active.
  2. Distribution and Use — Distribution of a record can be both internal and external and can impact either a small part of or the entire organization. The record must be kept in a place that is easy to access for those who need to use it, and secure against those who should not see it. Records retention, how an organization decides what should be stored, the amount of time it needs to retain it, and in what storage system, is critical to effectively distributing and using the records.
  3. Storage and Maintenance — Some records only need to be kept for a few days or even hours, while others must be kept for years or even decades for your own records or regulatory compliance. If they do not need to be accessed regularly, it's best to keep them in a secure location so as not to burden your records management system.
  4. Disposition — When a record has exceeded its usefulness and is no longer required for any legal or administrative purposes, a decision must be made on whether it should be permanently archived or securely destroyed. If you decide to keep them, the records can be held offsite or offline for future research. If destroyed, physical documents can be shredded and digit documents can be permanently deleted.

Every part of a life cycle is connected to the others, so it's important to have an understanding of how and where documents are stored, who is responsible for maintaining them, and who can have access.

Records Management Atlanta, GA | |Data Migration | Document Management Near Atlanta

Records Management We Offer in Atlanta, GA

HITS has been helping organizations in Atlanta, GA streamline their record keeping for over two and a half decades. Our record management services include:

  • STR8VIEW® We help Atlanta, GA healthcare providers get rid of the hassle of dealing with numerous legacy systems with our innovative, secure, cloud-based document management software. We even offer scanning for monitor strips, which are infamous for fading and being easy to lose in physical storage.
  • Scanning Services — We're able to scan a variety of physical documents, including:

    After we've digitized the paper, film, blueprint, or monitoring strip, we'll put it into your preferred digital format, for example Tiff, PDF, JPG, PNG, etc...

  • Paperless to Go More and more employees and employers are deciding to move to a remote workforce. We'll securely and accurately transfer all of your physical data into the document management system you've chosen in Atlanta, GA.
  • Data Migration Whether you're changing your records management from physical documents to digital, from on-premises to cloud or hybrid, or just from one electronic document management application to one that better suits your needs, HITS has the skills to create a custom data migration plan for you that has been demonstrated to eliminate liability and improve ROI time and time again.

We use our proprietary DocuMiner® software to sort through your records, scan what you want retained, and shred the ones at the end of their life cycle. With our secure destruction services in Atlanta, GA, you can be confident that your records are destroyed in a way that aligns with industry standards without the hassle of having to do it yourself.

Advantages to Digital Records Management in Atlanta, GA

There are myriad benefits to investing in a digital transformation and moving to digital record management. It's better for the environment and allows your team to be more productive.

Simplify Your Records Management

Searching for paper documents at work wastes your workers' time. Research indicates workers spend 1.8 hours per day, searching for information. With a modernized and user-friendly digital records management platform, knowledge workers will be able to use and distribute information both internally and externally much more easily. New records can be automatically created and organized, and you can receive notifications when when it's time for a record's disposition.

With digital records management, large quantities of new documents won't create a hassle, and everyone with access to a document will be able to see the most up-to-date version of it.

Increase Security and Compliance

A Record on either a cloud or on-premises server is much safer than paper sitting in a closet. Not only is the information less vulnerable to external threats, but you'll be able to control internally who has access to what much better. We can help you remain compliant with a variety of governing security standards including:

  • EU Model Clauses
  • GLBA
  • 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

You will also never lose your information to disasters like natural disasters or theft.

Reduced Storage Space

The average price of a square foot of office space is $35. That's a lot to spend on unnecessary bins, shelves, or cabinets. An uncluttered office will also increase your employees' productivity.

Records Management Atlanta, GA | Data Migration | Document Management Near Atlanta

Trust HITS for Your Records Management in Atlanta, GA

HITS isn't just a name, it's an acronym for our values: Honor, Innovation, Teamwork, and Security. We offer best-in-business, affordable solutions for Atlanta, GA companies that want to bring their operations out of the dark ages. Our innovative and patent-pending applications will ensure that all of your records are transferred efficiently and securely. For the best records management in Atlanta, GA, call HITS today at 314-837-4000 or tell us about your needs online.