Kirkwood, MO

Records Management Kirkwood, MO

Records Management in Kirkwood, MO. Records management is essential for any Kirkwood, MO organization to be at its best. If record management has become a nuisance for your Kirkwood, MO workers, 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 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 include everything from customer credit card info to contracts, to survey responses and HR data, and records management is making sure that data is securely and efficiently accessed, distributed, and used.

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 goes through four phases:

  1. Creation or Receipt — This can be the send or receipt of an email, the creation of a spreadsheet, the recording of a meeting or any other data resulting for your operations. 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 — 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 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, for how long, and where, 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 a longer period of time for administrative, legal, or financial purposes. If they do not need to be accessed regularly, they can be kept securely offline so as not to put unnecessary strain on 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 you decide to keep them, the records can be held offsite or offline for future research. If destroyed, paper can be destroyed through shredding services and digit documents can be permanently deleted.

Every phase of a life cycle is interrelated with the others, 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 is allowed to have access.

Records Management Kirkwood, MO | |Data Migration | Document Management Near Kirkwood

Our Records Management Services in Kirkwood, MO

We've been helping organizations in Kirkwood, MO modernize their record keeping for more than 25 years. Our record management services include:

  • STR8VIEW® We help Kirkwood, MO healthcare providers get rid of the nuisance of retrieving records from multiple systems with our innovative, secure, cloud-based document management software. We even offer scanning for monitor strips, which are infamous for fading and being easy to lose in physical storage.
  • Scanning Services — We're able to digitize a variety of physical documents, including:

    Once we've scanned the record, we'll put it into your preferred digital format, such as Tiff, PDF, JPG, PNG, etc...

  • Paperless to Go More and more workers and organizations are turning to remote work. We'll securely and accurately transfer all of your physical data into the document management system you've chosen in Kirkwood, MO.
  • Data Migration Whether you're updating your storage systems from paper documentation to digital, from on-premises to cloud, or just from one electronic document management software to one that better suits your needs, HITS has the skills to develop a custom data migration plan for you that has been demonstrated to eliminate risk and improve ROI time and time again.

We use our patent-pending DocuMiner® application to sort through your records, scan the ones you need to keep, and shred the ones that have met your retention policy. With our secure destruction services in Kirkwood, MO, you can be certain that your documents are shredded to industry standards without the hassle of having to do it yourself.

Why Choose Electronic Records Management in Kirkwood, MO

There are numerous benefits to undergoing a digital transformation and moving to an electronic or cloud based system. It produces less pollution and allows your team to be more productive.

Streamline Your Records Management

Document problems in the workplace waste a lot of your workers' time. Research indicates knowledge workers almost two hours per day, searching for information. With a streamlined and user-friendly electronic records management system, 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 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 file will be able to see 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 can help you remain compliant with 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

Your records will also not be prone to any disasters like natural disasters or theft.

Reduced Storage Space

Office space in the United States costs $35 on average. That's a lot to spend on unnecessary bins, shelves, or cabinets. An uncluttered office will also increase your employees' productivity.

Records Management Kirkwood, MO | Data Migration | Document Management Near Kirkwood

Call HITS for Your Records Management in Kirkwood, MO

Our values are in our name: Honor, Innovation, Teamwork, and Security. We offer industry leading, budget-friendly solutions for Kirkwood, MO organizations 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 Kirkwood, MO, call HITS today at 314-837-4000 or tell us about your project online.