Jefferson City, MO

Records Management Jefferson City, MO

Records Management in Jefferson City, MO. Records management is essential for any Jefferson City, MO enterprise to do the best work it possibly can. If record management has become a problem for your Jefferson City, MO organization, HITS has the solution and knows how to get your document management back on track. 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 a "record" 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 billing info to hospital records, to client reviews and employee records, and records management is the efficient and successful use of those records.

The Life Cycle of a Record

The life cycle of a record from creation to destruction was developed 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 any MS office or Google Drive documents such as spreadsheets, word docs, or presentations, the recording of a meeting or any other information your organization needs. Where the record is held and in what format is paramount. 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 stored in a place that is both accessible and secure. Records retention, how an organization decides what should be stored, for how long, and where, is an essential part of the distribution and use part of the cycle.
  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 administrative, legal, or financial purposes. If you and your employees do not require regular access to the documents, it's best to keep them in a secure location so that you don't burden your records management system.
  4. Disposition — When a record has met your organization's retention policy, you will either have to permanently archive it or destroy it completely. If archived they can be maintained offsite or offline for future research. If you decided to permanently get rid of the records, paper can be destroyed through shredding services and digit documents can be permanently deleted.

Every stage of a life cycle is connected to the others, so it's important that your organization has clear policies and guidelines, as well as a clear view of the responsibilities and authorizations of various people or teams.

Records Management Jefferson City, MO | |Data Migration | Document Management Near Jefferson City

Records Management We Offer in Jefferson City, MO

HITS has been helping companies in Jefferson City, MO modernize their record keeping for over 25 years. Our record management services include:

  • STR8VIEW® We help Jefferson City, MO hospitals, physicians' offices, and other healthcare providers eliminate the nuisance of retrieving records from multiple systems with our innovative, secure, cloud-based document management system. We even offer scanning for monitor strips, which are infamous for fading and being hard to find in physical storage.
  • Scanning Services — We're able to scan a variety of physical documents, including:

    Once we've scanned the document, 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 deciding to move to a remote workforce. We can transfer everything your team needs to work together, ensuring nothing is jeopardized or gets lost, into the records management system you've chosen in Jefferson City, MO.
  • Data Migration Whether you're updating your storage systems from physical storage to electronic, from on-premises to cloud, or just from one electronic document management system 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 reduce liability and improve ROI time and time again.

We use our proprietary DocuMiner® application to sort through your physically stored documents, scan what you want retained, and shred the ones you don't. With our secure destruction services in Jefferson City, MO, getting rid of your records will be secure, compliant, and hassle-free.

Why Choose Digital Records Management in Jefferson City, MO

There are numerous 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.

Streamline Your Records Management

Looking for physical documents at work wastes your employees' time. Research indicates workers almost 10 per week, looking for documents. With an efficient and easy-to-access electronic 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 who needs to view a record will have the most recent version of it.

Safeguard Your Records and Be More Compliant

Information stored electronically is much safer than a phsycial document being stored in a closet. 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 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 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 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 Jefferson City, MO | Data Migration | Document Management Near Jefferson City

Call HITS for Your Records Management in Jefferson City, MO

We named ourselves after our values: Honor, Innovation, Teamwork, and Security. We offer industry leading, affordable solutions for Jefferson City, MO organizations that want to streamline their records management processes, improve efficiency, and boost their bottom line. Our innovative and patent-pending applications will ensure that all of your records are transferred efficiently and securely. For the best records management in Jefferson City, MO, call HITS today at 314-837-4000 or tell us about your project online.