Bethesda, MD

Records Management Bethesda, MD

Records Management in Bethesda, MD. Records management is essential for any Bethesda, MD enterprise to flourish. If record management has become a problem for your Bethesda, MD workers, HITS has the answer and knows how to get your document management organized and efficient. Speak to a HITS representative 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." Basically, records can be anything from client credit card info to hospital records, to customer reviews and internal audits, and records management is the efficient and successful use of those records.

The Life Cycle of a Record

The concept of a record having a "life cycle" was put into use by the United States National Archives in the 1930s, principally by Emmett J. Leahy. A record has four phases in its life cycle:

  1. Creation or Receipt — This can be an email sent or received internally or externally, the creation of any MS office or Google Drive documents such as spreadsheets, word docs, or presentations, the onboarding of a new project or any other data your organization needs. Where the record is held and in what format is essential. Once a record is created or received, it becomes active.
  2. Distribution and Use — You can distribute information within teams, across teams, or to clients or other external parties. The distribution can impact either a small part of or the entire organization. The record must be kept in a system that is both accessible and secure. Records retention, the methods and practices an organization uses to decide what should be stored, for how long, and in what storage system, is critical to effectively distributing and using the records.
  3. Storage and Maintenance — Some records may be disposed of after their initial use, while you may be required to keep others for years or even decades for your own records or regulatory compliance. If they do not need to be accessed regularly, they can be kept securely offline so that you don't 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 archived they can be held offsite or offline in case anyone wants to see them in the future. If destroyed, physical documents can be shredded and digit documents can be scrubbed from clouds or mainframes.

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

Records Management Bethesda, MD | |Data Migration | Document Management Near Bethesda

Our Records Management Services in Bethesda, MD

HITS has been helping companies in Bethesda, MD streamline their record keeping for over two and a half decades. Our record management services include:

  • STR8VIEW® We help Bethesda, MD hospitals, physicians' offices, and other healthcare providers eliminate the hassle of dealing with numerous legacy systems with our best-in-class software. We even offer monitor strip scanning so fetal heart strips will not be at risk of being lost or damaged over the 28 years you're required to keep them.
  • 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, such as Tiff, PDF, JPG, PNG, etc...

  • Paperless to Go More and more employees and organizations are turning to remote work. We'll securely and accurately transfer all of your physical data into your preferred document management system in Bethesda, MD.
  • Data Migration Whether you're moving from paper documentation to electronic, from onsite databases to cloud or hybrid, or just from one electronic document management application to a more modern one, HITS has the skills to create a custom data migration plan for you that has been demonstrated to reduce risk and improve ROI time and time again.

We implement our patent-pending 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 Bethesda, MD, getting rid of your records will be secure, compliant, and hassle-free.

Benefits of Digital Records Management in Bethesda, MD

There are countless benefits to investing in a digital transformation and updating to an electronic or cloud based system. It's easier on the environment and makes your internal processes much more efficient.

Simplify Your Records Management

Looking for paper documents at work wastes time and money. One study found workers almost two hours per day, looking for information. With a modernized and easy-to-access digital records management system, 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, you won't have to worry about paper piling up or becoming increasingly difficult to find, and everyone with access to a record will have the most recent version of it.

Increase Security and Compliance

A Record on either a cloud or on-premises server is much more secure than a phsycial document being stored in a warehouse. Not only is the information less vulnerable to external threats, but you'll have complete control over which of your employees can access the information. We work to numerous governing security standards, such as:

  • 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 records to disasters like natural disasters or theft.

Use Less Space for Storage

The average price of a square foot of office space is $35. That's a lot of money and space that could be put to a better use than storage. An uncluttered office also creates a better office space for your employees'.

Records Management Bethesda, MD | Data Migration | Document Management Near Bethesda

Call HITS for Your Records Management in Bethesda, MD

Our values are in our name: Honor, Innovation, Teamwork, and Security. We offer industry leading, budget-friendly solutions for Bethesda, MD companies that want to streamline their records management processes, enhance efficiency, and boost their bottom line. With HITS, you'll receive the highest level of customer care and management. For the best records management in Bethesda, MD, call HITS today at 314-837-4000 or contact us online for a free quote.