Langley, VA

Records Management Langley, VA

Records Management in Langley, VA. Records management is essential for any Langley, VA enterprise to flourish. If record management has become a problem for your Langley, VA organization, HITS has the answer and knows how to get your document management back on track. 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 client credit card info to contracts, to survey responses and employee records, 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, principally by Emmett J. Leahy. A record goes through four phases:

  1. Creation or Receipt — This can be an email sent or received internally or externally, the creation of a spreadsheet, the entering of a transaction or any other data your organization needs. Where the record is held and in what format is essential. This is the stage 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 be company wide or between only two or three people. The record must be kept in a place that is able to be accessed efficiently while secure from people who should not have access. Records retention, the methods and practices an organization uses to decide what should be stored, the amount of time it needs to store it, and where, is critical to effectively distributing and using the documents.
  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 your own records or regulatory compliance. If they do not need to be accessed regularly, it's best to keep them securely offline so that you don't 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 archived they can be maintained offsite or offline for future research. If destroyed, physical documents can be destroyed through shredding services and digit documents can be scrubbed from clouds or mainframes.

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

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

Records Management We Offer in Langley, VA

HITS has been great records management plans for Langley, VA organizations for more than two and a half decades. Our record management services include:

  • STR8VIEW® We help Langley, VA hospitals, physicians' offices, and other medical professionals get rid of the stress of dealing with numerous legacy systems with our own state-of-the-art system. 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 scan almost any type of physical document you have, including:

    After we've digitized 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 organizations are deciding to move to a remote workforce. We'll securely and accurately transfer all of your physical data into your preferred records management system in Langley, VA.
  • Data Migration Whether you're making an organizational change from physical documents to electronic, from on-premises to cloud, or just from one digital document management system to another, HITS has the tools and technology to develop an efficient and stress-free data migration plan for you that has been proven to eliminate liability and improve return on investment.

We utilize our patent-pending DocuMiner® application to sort through your documents, scan the ones you need to keep, and shred the ones you no longer need. With our secure destruction services in Langley, VA, getting rid of your records will be secure, compliant, and hassle-free.

Advantages to Digital Records Management in Langley, VA

Conducting a digital transformation and moving to digital record management improves your organization in countless ways. It's better for the environment and makes your internal processes much more efficient.

Simplify Your Records Management

Searching for physical documents at work wastes your workers' time. One study found workers spend 1.8 hours per day, looking for data. With an efficient 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 who needs to view a file will be able to see the most recent version of it.

Increase Security and Compliance

Data stored digitally is much more secure than a phsycial document sitting in a warehouse. 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 work to a variety of regulatory 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 tragic circumstances like floods, fires, or theft.

Reduced Storage Space

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 Langley, VA | Data Migration | Document Management Near Langley

Trust HITS for Your Records Management in Langley, VA

We named ourselves after our values: Honor, Innovation, Teamwork, and Security. We offer industry leading, budget-friendly solutions for Langley, VA 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 Langley, VA, call HITS today at 314-837-4000 or contact us online for a free quote.