Falls Church, VA

Records Management Falls Church, VA

Records Management in Falls Church, VA. Records management is crucial for any Falls Church, VA enterprise to thrive. If record management has become a problem for your Falls Church, VA employees, HITS has the solution 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 what a record is 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 customer reviews and internal audits, and records management is the efficient and successful use of those records.

The Life Cycle of a Record

The notion of a record having a "life cycle" was developed 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 stages in its life cycle:

  1. Creation or Receipt — This can be the send or receipt of an email, the creation of a spreadsheet, a proposal sent to a potential client 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 storage system that is easy to access for those who need to use it, and secure against those who should not see it. Records retention, the methods and practices an organization uses to decide what to keep, for how long, and where, is critical to effectively distributing and using the documents.
  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 administrative, legal, or financial purposes. 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, you will either have to permanently archive it or destroy it completely. If archived they can be stored offsite or offline for future research. If destroyed, paper can be shredded and digit documents can be permanently deleted.

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

Records Management Falls Church, VA | |Data Migration | Document Management Near Falls Church

Our Records Management Services in Falls Church, VA

We've been helping companies in Falls Church, VA modernize their record keeping for over 25 years. Our record management services include:

  • STR8VIEW® We help Falls Church, VA healthcare providers get rid of the hassle of dealing with numerous legacy systems with our own state-of-the-art software. We even offer scanning for monitor strips, which are infamous for fading and being hard to find in physical storage.
  • Scanning Services — We can digitize a variety of physical documents, including:

    After we've digitized the document, we can convert it to your preferred digital format, for example Tiff, PDF, JPG, PNG, etc...

  • Paperless to Go Increasingly more workers and organizations are realizing the advantages to a remote workforce. We can transfer everything your team needs to work together, ensuring nothing is jeopardized or gets lost, into the document management system you've selected in Falls Church, VA.
  • Data Migration Whether you're updating your storage systems from paper documentation to electronic, from on-premises to cloud, or just from one digital document management system to one that better suits your needs, HITS has the skills to develop an efficient and stress-free data migration plan for you that has been proven to reduce risk and improve return on investment.

We use our in-house DocuMiner® software to sort through your physically stored documents, scan what you want retained, and shred the ones you no longer need. With our secure destruction services in Falls Church, VA, getting rid of your records will be secure, compliant, and hassle-free.

Why You Need Electronic Records Management in Falls Church, VA

There are countless advantages to investing in a digital transformation and updating to digital record management. It's easier on the environment and makes your internal processes much more efficient.

Simplify Your Records Management

Document problems in the office waste a lot of your workers' time. Research indicates employees spend 1.8 hours per day, looking for data. With a streamlined 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. You can auto-create and organize new records, 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 be a problem, and everyone who needs to view a record will be able to see the most up-to-date version of it.

Increase Security and Compliance

Data on either a cloud or on-premises server is much more secure than a phsycial document sitting on a shelf. Not only are external threats much less of a hazard, but you'll have complete control over which of your employees can access the information. We can help you remain compliant with a variety of regulatory 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

Your records will also be safe from any unexpected events 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 will also increase your employees' productivity.

Records Management Falls Church, VA | Data Migration | Document Management Near Falls Church

Trust HITS for Your Records Management in Falls Church, VA

Our values are in our name: Honor, Innovation, Teamwork, and Security. We offer best-in-business, cost-effective solutions for Falls Church, VA organizations that want to bring their operations into the modern age. Our innovative and patent-pending applications will ensure that all of your records are transferred efficiently and securely. For the best records management in Falls Church, VA, call HITS today at 314-837-4000 or contact us online for a free quote.