Chicago, IL

Records Management Chicago, IL

Records Management in Chicago, IL. Records management is crucial for any Chicago, IL enterprise to thrive. At HITS, we offer innovative and budget friendly solutions in Chicago, IL for organizations that want to modernize their records management, increase efficiency, and ultimately improve their bottom line. 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." Essentially, records include everything from client credit card info to contracts, to client reviews and employee records, and records management is making sure that data is safely and efficiently accessed, shared, and used.

The Life Cycle of a Record

The notion of a record having a "life cycle" was put into use by the United States National Archives in the 1930s, largely by Emmett J. Leahy, who was a pioneer in the discipline of records management. 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 entering of a transaction or any other data created for use in your company. The format the record is in must be accurate and dependable. 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 be company wide or between only two or three people. The record must be stored in a system that is both accessible and secure. Records retention, the methods and practices an organization uses to decide what to keep, for how long, and in what storage system, is an essential part of the distribution and use part of the cycle.
  3. Storage and Maintenance — Some records may be disposed of after their initial use, while others must be kept for a longer period of time for administrative, legal, or financial purposes. If you and your employees do not require regular access to the documents, it's best to keep them securely offline so that you don't burden your records management system.
  4. Disposition — When a record is no longer required for your operations or for compliance purposes, a decision must be made on whether it should be permanently archived or securely destroyed. If archived they can be stored offsite or offline for future research. If you decided to permanently get rid of the documents, paper can be destroyed through shredding services and digit documents can be scrubbed from clouds or mainframes.

All of these stages are interrelated, so it's important to have strict guidelines in place concerning how and where documents are stored, who is responsible for maintaining them, and who can access them.

Records Management Chicago, IL | |Data Migration | Document Management Near Chicago

Our Records Management Services in Chicago, IL

HITS has been great document management systems for Chicago, IL organizations for more than two and a half decades. Our record management services include:

  • STR8VIEW® We help Chicago, IL healthcare providers get rid of the stress of retrieving records from multiple systems with our innovative, secure, cloud-based document management 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 can digitize almost any type of physical document you have, including:

    After we've digitized the record, we can convert it to the digital format that works best for your organization, such as Tiff, PDF, JPG, PNG, etc...

  • Paperless to Go Increasingly 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 records management system you've selected in Chicago, IL.
  • Data Migration Whether you're making an organizational change from physical documents to electronic, from onsite databases to cloud or hybrid, or just from one digital document management application to another, HITS has the skills to create an efficient and painless data migration plan for you that has been proven to reduce risk and improve ROI.

We use our in-house DocuMiner® software to sort through your documents, scan the ones you need to keep, and shred the ones at the end of their life cycle. With our secure destruction services in Chicago, IL, getting rid of your records will be secure, compliant, and hassle-free.



Benefits of Electronic Records Management in Chicago, IL

Conducting a digital transformation and moving to digital record management improves your organization in countless ways. It produces greenhouse gases and allows your team to be more productive.

Streamline Your Records Management

Document problems in the office waste a ridiculous amount of your knowledge workers' time. One study found employees almost 10 per week, looking for documents. With a smooth-running and easy-to-access digital records management platform, knowledge workers will be able to use and distribute information both internally and externally much more easily. Newly created or received records are instantly organized, and you can receive notifications when the life cycle of a record has ended.

With an electronic 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

Data on either a cloud or on-premises server is much safer than paper being stored in a warehouse. Not only are external threats much less of a hazard, but you'll be able to control internally who has access to what much better. We work to a variety of overseeing security standards including:

  • CISPE
  • EU Model Clauses
  • FERPA
  • GLBA
  • HIPPA
  • 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

You will also never lose your documents to disasters like floods, fires, or theft.

Use Less Space for Storage

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 Chicago, IL | Data Migration | Document Management Near Chicago

Call HITS for Your Records Management in Chicago, IL

HITS isn't just a name, it's an acronym for our values: Honor, Innovation, Teamwork, and Security. We offer best-in-business, cost-effective solutions for Chicago, IL organizations that want to bring their operations into the modern age. With HITS, you'll receive the highest level of customer care and management. For the best records management in Chicago, IL, call HITS today at 314-837-4000 or tell us about your project online.