Lee’s Summit, MO

Records Management Lee’s Summit, MO

Records Management in Lee’s Summit, MO. Records management is vital for any Lee’s Summit, MO enterprise to thrive. If record management has become a nuisance for your Lee’s Summit, MO team, HITS has the answer and knows how to get your document management organized and efficient. 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 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." Basically, records include everything from customer credit card info to contracts, to survey responses 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, principally by Emmett J. Leahy. A record has four phases 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 resulting for your operations. 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 — 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 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 to keep, the amount of time it needs to retain 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 has met your organization's retention policy, 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 held offsite or offline in case anyone wants to see them down the road. If destroyed, paper can be destroyed through shredding services and digit documents can be scrubbed from clouds or mainframes.

All of these stages are interrelated, 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 entities.

Records Management Lee’s Summit, MO | |Data Migration | Document Management Near Lee’s Summit

Our Records Management Services in Lee’s Summit, MO

We've been helping organizations in Lee’s Summit, MO streamline their record keeping for more than two and a half decades. Our record management services include:

  • STR8VIEW® We help Lee’s Summit, MO healthcare providers get rid of the nuisance of retrieving records from multiple systems with our own state-of-the-art software. 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 the type of digital file that works best for you, such as Tiff, PDF, JPG, PNG, etc...

  • Paperless to Go Increasingly more employees and employers 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 Lee’s Summit, MO.
  • Data Migration Whether you're moving from physical storage to electronic, from onsite databases to cloud or hybrid, or just from one digital document management system to one that better suits your needs, HITS has the tools and technology to develop a custom data migration plan for you that has been demonstrated to eliminate risk and improve return on investment time and time again.

We utilize 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 Lee’s Summit, MO, you can be certain that your documents are shredded to industry standards without the hassle of having to do it yourself.

Advantages to Electronic Records Management in Lee’s Summit, MO

There are numerous advantages to undergoing a digital transformation and moving to an electronic or cloud based system. It's better for the environment and allows your team to be more productive.

Simplify Your Records Management

Document problems in the office waste a ridiculous amount of time and money. One study found employees 9.3 hours per week, looking for data. With an efficient and user-friendly electronic records management platform, 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, large quantities of new documents won't create a hassle, and everyone who needs to view a document will have the most up-to-date version of it.

Increase Security and Compliance

Data stored electronically is much safer than a phsycial document being stored on a shelf. Not only is the information less vulnerable to external threats, but you'll be able to control internally who has access to what much better. We work to a variety of overseeing 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 documents to unexpected events like natural disasters 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 Lee’s Summit, MO | Data Migration | Document Management Near Lee’s Summit

Call HITS for Your Records Management in Lee’s Summit, MO

HITS isn't just a name, it's an acronym for our values: Honor, Innovation, Teamwork, and Security. We offer best-in-business, cost-effective solutions for Lee’s Summit, 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 Lee’s Summit, MO, call HITS today at 314-837-4000 or tell us about your needs online.