Richmond, VA

Records Management Richmond, VA

Records Management in Richmond, VA. Records management is vital for any Richmond, VA enterprise to be at its best. At HITS, we offer innovative and cost-effect solutions in Richmond, VA for organizations that want to modernize their records management, increase efficiency, and ultimately increase profits. Reach out to HITS today at 314-837-4000 or tell us about your project online.

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 billing info to hospital records, to customer reviews and internal audits, and records management is making sure those records is securely 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, the entering of a transaction or any other data resulting for your operations. The format the record is in must be accurate and dependable. This is the stage where records become active.
  2. Distribution and Use — Distribution of a record can be both internal and external and can be company wide or between only two or three people. The record must be stored in a system that is both accessible and secure. Records retention, the methods and practices an organization uses to decide what to keep, the amount of time it needs to store it, and where, is an essential part of the distribution and use part of the cycle.
  3. Storage and Maintenance — Some records only need to be kept for a few days or even hours, while you may be required to keep others for a longer period of time for your own records or regulatory compliance. If you and your employees do not require regular access to the documents, it's best to keep them 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, 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 you decided to permanently get rid of the records, physical documents can be shredded and digit documents can be scrubbed from clouds or mainframes.

All of these stages are connected, so it's important that your organization has clearly understood policies and standards, as well as a clear view of the responsibilities and authorizations of various entities.

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

Our Records Management Services in Richmond, VA

HITS has been helping companies in Richmond, VA streamline their record keeping for over 25 years. Our record management services include:

  • STR8VIEW® We help Richmond, VA healthcare providers eliminate the nuisance of retrieving records from multiple systems with our innovative, secure, cloud-based document management system. We even offer scanning for monitor strips, which are notorious for fading and being easy to lose when kept in boxes and closets.
  • Scanning Services — We can digitize almost any type of physical document you have, including:

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

  • Paperless to Go Increasingly more workers and employers are realizing the benefits of a remote workforce. We can transfer everything your team needs to work together, ensuring nothing is jeopardized or gets lost, into the document management system you've chosen in Richmond, VA.
  • Data Migration Whether you're moving from physical documents to digital, from on-premises to cloud, or just from one electronic document management system to another, HITS has the skills to develop an efficient and painless data migration plan for you that has been demonstrated to eliminate liability and improve ROI time and time again.

We utilize our in-house DocuMiner® software 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 Richmond, VA, getting rid of your records will be secure, compliant, and hassle-free.

Why You Need Digital Records Management in Richmond, VA

Conducting a digital transformation and updating to digital record management enhances your organization in countless ways. It's more eco-friendly and makes your internal processes much more efficient.

Simplify Your Records Management

Searching for physical documents at work wastes your knowledge workers' time. Research indicates employees almost 10 per week, looking for data. 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. 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, 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 more secure than paper sitting in a box. Not only is the information less at risk from external threats, but you'll have complete control over which of your employees can access the information. We can help you remain compliant with numerous 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 disasters like natural disasters or theft.

Use Less Space for Storage

The average price of a square foot of office space is $35. 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 Richmond, VA | Data Migration | Document Management Near Richmond

Trust HITS for Your Records Management in Richmond, VA

Our values are in our name: Honor, Innovation, Teamwork, and Security. We offer industry leading, affordable solutions for Richmond, VA companies that want to streamline their records management processes, improve 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 Richmond, VA, call HITS today at 314-837-4000 or contact us online for a free quote.