McLean, VA

Records Management McLean, VA

Records Management in McLean, VA. Records management is essential for any McLean, VA enterprise to be at its best. At HITS, we offer innovative and budget friendly solutions in McLean, VA for organizations that want to modernize their records management, increase efficiency, and ultimately improve their bottom line. 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 include everything from client credit card info to medical records, to survey responses and personnel records, and records management is the efficient and successful use of those records.

The Life Cycle of a Record

The idea of a record having a "life cycle" was put into use 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 goes through four stages:

  1. Creation or Receipt — This can be an email sent or received internally or externally, the creation of a spreadsheet, the recording of a meeting or any other data created for use in your company. 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 kept in a system 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 to keep, for how long, and where, 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 you may be required to keep others for a longer period of time for administrative, legal, or financial purposes. If you and your employees do not require regular access to the documents, they can be kept securely offline so that you don't burden your records management system.
  4. Disposition — When a record is no longer required for your operations or for compliance 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 in case anyone wants to see them down the road. 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 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 McLean, VA | |Data Migration | Document Management Near McLean

Our Records Management Services in McLean, VA

HITS has been helping organizations in McLean, VA modernize their record keeping for over 25 years. Our record management services include:

  • STR8VIEW® We help McLean, VA healthcare providers get rid of the hassle of retrieving records from multiple systems with our innovative, secure, cloud-based document management software. We even offer scanning for monitor strips, which are notorious for fading and being hard to find in physical storage.
  • Scanning Services — We can digitize many different types of documents that many other scanning services companies in McLean, VA simply can't, 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 realizing the advantages to a remote workforce. We'll securely and accurately transfer all of your physical data into your preferred records management system in McLean, VA.
  • Data Migration Whether you're updating your storage systems from physical storage to electronic, from on-premises to cloud, or just from one digital document management software to a more modern one, HITS has the skills to create a custom data migration plan for you that has been proven to reduce risk and improve return on investment.

We use our proprietary DocuMiner® software to sort through your physically stored documents, scan the ones you need to keep, and shred the ones you no longer need. With our secure destruction services in McLean, VA, you can be confident that your records are destroyed in a way that aligns with industry standards without the hassle of doing it in-house.

Why Choose Electronic Records Management in McLean, VA

Conducting a digital transformation and updating to an electronic or cloud based system improves your organization in countless ways. It's easier on the environment and allows your team to be more productive.

Streamline Your Records Management

Searching for physical documents at work wastes time and money. Research indicates workers spend 1.8 hours per day, searching for data. With a streamlined and user-friendly 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, you won't have to worry about paper piling up or becoming increasingly difficult to find, and everyone who needs to view a document will be able to see the most up-to-date version of it.

Increase Security and Compliance

Information stored digitally is much more secure than paper being stored 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 view the information. We can help you remain compliant with a variety of overseeing 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.

Reduced Storage Space

Office space in the United States costs $35 on average. That's a lot of money and space that could be put to a better use than storage. An uncluttered office also creates a better work environment for your employees'.

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

Call HITS for Your Records Management in McLean, VA

We named ourselves after our values: Honor, Innovation, Teamwork, and Security. We offer industry leading, cost-effective solutions for McLean, VA companies that want to bring their operations out of the dark ages. With HITS, you'll receive the highest level of customer care and management. For the best records management in McLean, VA, call HITS today at 314-837-4000 or contact us online for a free quote.