Reston, VA

Records Management Reston, VA

Records Management in Reston, VA. Records management is essential for any Reston, VA enterprise to flourish. At HITS, we offer innovative and cost-effect solutions in Reston, VA for organizations that want to modernize their records management, increase efficiency, and ultimately improve their bottom line. Call HITS today at 314-837-4000 or tell us about your needs online.

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 contracts, to survey responses and internal audits, and records management is making sure those documents is safely and efficiently accessed, shared, and used.

The Life Cycle of a Record

The life cycle of a record from creation to destruction 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 any MS office or Google Drive documents such as spreadsheets, word docs, or presentations, a proposal sent to a potential client or any other data created for use in your company. The format the record is in must be accurate and dependable. This is the phase where records become active.
  2. Distribution and Use — You can distribute a record 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 maintained 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 to keep, for how long, and in what storage system, 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 years or even decades for administrative, legal, or financial purposes. If your organization do not require regular access to the records, they can be kept in a secure location 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 for future research. If destroyed, physical documents can be shredded 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 standards, in addition to a clear view of the responsibilities and authorizations of various entities.

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

Records Management We Offer in Reston, VA

We've been great document management plans for Reston, VA organizations for more than two and a half decades. Our record management services include:

  • STR8VIEW® We help Reston, VA healthcare providers get rid of the hassle of dealing with numerous legacy 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 digitize almost any type of physical document you have, including:

    Once we've scanned the document, we'll put it into your preferred digital format, for example Tiff, PDF, JPG, PNG, etc...

  • Paperless to Go More and more employees and organizations are turning to remote work. We'll securely and accurately transfer all of your physical data into the records management system you've selected in Reston, VA.
  • Data Migration Whether you're updating your storage systems from paper documentation to electronic, from on-premises to cloud, or just from one digital document management application to a more modern one, HITS has the skills to create a custom data migration plan for you that has been demonstrated to eliminate risk and improve return on investment time and time again.

We implement our in-house DocuMiner® application to sort through your documents, scan the ones you need to keep, and shred the ones that have met your retention policy. With our secure destruction services in Reston, VA, you can be sure that your documents are shredded to industry standards without the hassle of having to do it yourself.

Why You Need Digital Records Management in Reston, VA

There are numerous advantages to investing in a digital transformation and updating to digital record management. It produces less pollution and allows your team to be more productive.

Simplify Your Records Management

Looking for paper documents at work wastes time and money. Research indicates employees almost two hours per day, looking for documents. With a modernized 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 an electronic records management, large quantities of new documents won't create a hassle, and everyone with access to a document will have the most up-to-date version of it.

Increase Security and Compliance

A Record stored electronically is much more secure than paper sitting in a box. 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 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

You will also never lose your records to disasters like floods, fires, or theft.

Use Less Space for Storage

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 will also increase your employees' productivity.

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

Trust HITS for Your Records Management in Reston, VA

HITS isn't just a name, it's an acronym for what we believe in: Honor, Innovation, Teamwork, and Security. We offer industry leading, cost-effective solutions for Reston, VA organizations that want to streamline their records management processes, boost efficiency, and be more productive. Our innovative and patent-pending applications will ensure that all of your records are transferred efficiently and securely. For the best records management in Reston, VA, call HITS today at 314-837-4000 or tell us about your needs online.