Fairfax, VA

Records Management Fairfax, VA

Records Management in Fairfax, VA. Records management is vital for any Fairfax, VA enterprise to flourish. If record management has become a nuisance for your Fairfax, VA organization, 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." Essentially, records can be anything from client credit card info to contracts, to client reviews and HR data, and records management is the efficient and successful use of those records.

The Life Cycle of a Record

The definition of the life cycle of a record 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 the send or receipt of an email, 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 information your organization needs. Where the record is held and in what format is crucial. This is the phase where records become 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 stored 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 store it, 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 years or even decades for your own records or regulatory compliance. If your organization do not require regular access to the documents, it's best to keep them securely offline so as not to put unnecessary strain on 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 you decide to keep them, the records can be maintained offsite or offline for future research. If destroyed, physical documents can be shredded and digit documents can be scrubbed from clouds or mainframes.

All of these stages are interrelated, so it's important to have an understanding of how and where documents are kept, who is responsible for maintaining them, and who is allowed to have access.

Records Management Fairfax, VA | |Data Migration | Document Management Near Fairfax

Our Records Management Services in Fairfax, VA

HITS has been great document management systems for Fairfax, VA organizations for over 25 years. Our record management services include:

  • STR8VIEW® We help Fairfax, VA hospitals, doctors' offices, and other healthcare providers get rid of the stress of retrieving records from multiple systems with our innovative, secure, cloud-based document management application. 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 digitize a variety of physical documents, including:

    Once we've scanned the document, we'll put it into your preferred digital format, for example Tiff, PDF, JPG, PNG, etc...

  • Paperless to Go Increasingly more workers and employers are turning to remote work. We'll securely and accurately transfer all of your physical data into your preferred records management system in Fairfax, VA.
  • Data Migration Whether you're making an organizational change from physical storage to electronic, from on-premises to cloud or hybrid, or just from one electronic document management system to another, HITS has the tools and technology to create an efficient and stress-free data migration plan for you that has been proven to reduce risk and improve return on investment.

We implement our in-house DocuMiner® application to sort through your physically stored documents, scan the ones you need to keep, and shred the ones that have met your retention policy. With our secure destruction services in Fairfax, VA, getting rid of your records will be secure, compliant, and hassle-free.

Advantages to Digital Records Management in Fairfax, VA

Conducting a digital transformation and updating to an electronic or cloud based system enhances your organization in countless ways. It's better for the environment and makes your internal processes much more efficient.

Simplify Your Records Management

Document problems in the workplace waste a ridiculous amount of your knowledge workers' time. Research indicates employees almost 10 per week, looking for information. With a modernized and user-friendly digital records management system, knowledge workers will be able to use and distribute information both internally and externally much more easily. You can auto-create and organize new records, and you can receive notifications when when it's time for a record's disposition.

With an electronic records management, you won't have to worry about paper piling up or becoming increasingly difficult to find, and everyone who needs to view a record will be able to see the most recent version of it.

Safeguard Your Records and Increase Compliance

Information 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 at risk from 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 tragic circumstances like natural disasters or theft.

Reduced Storage Space

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 will also increase your employees' productivity.

Records Management Fairfax, VA | Data Migration | Document Management Near Fairfax

Trust HITS for Your Records Management in Fairfax, VA

Our values are in our name: Honor, Innovation, Teamwork, and Security. We offer best-in-business, affordable solutions for Fairfax, VA companies that want to streamline their records management processes, boost efficiency, and be more productive. With HITS, you'll receive the highest level of customer care and management. For the best records management in Fairfax, VA, call HITS today at 314-837-4000 or contact us online for a free quote.