Springfield, MO

Records Management Springfield, MO

Records Management in Springfield, MO. Records management is crucial for any Springfield, MO enterprise to do the best work it possibly can. At HITS, we offer innovative and cost-effect solutions in Springfield, MO for organizations that want to streamline their records management, boost efficiency, and ultimately increase their bottom line. Speak to a HITS representative today at 314-837-4000 or tell us about your project online.

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 billing info to hospital records, to survey responses and internal audits, and records management is making sure those records is safely and efficiently accessed, distributed, and used.

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, largely by Emmett J. Leahy, who was a central figure in the discipline of records management. A record has four phases in its life cycle:

  1. Creation or Receipt — This can be the send or receipt of an email, the creation of any MS office or Google Drive documents such as spreadsheets, word docs, or presentations, the onboarding of a new project or any other data resulting for your operations. The format the record is in must be accurate and dependable. 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 be company wide or between only two or three people. The record must be maintained 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 you may be required to keep others for years or even decades for your own records or regulatory compliance. If they do not need to be accessed regularly, they can be kept 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 maintained offsite or offline for future research. If you decided to permanently get rid of the documents, physical documents can be shredded and digit documents can be scrubbed from clouds or mainframes.

Every phase of a life cycle is connected to the others, so it's important that your organization has clearly understood policies and standards, in addition to a clear view of the responsibilities and authorizations of various entities.

Records Management Springfield, MO | |Data Migration | Document Management Near Springfield

Records Management We Offer in Springfield, MO

HITS has been great records management plans for Springfield, MO organizations for over two and a half decades. Our record management services include:

  • STR8VIEW® We help Springfield, MO healthcare providers get rid of the nuisance of dealing with numerous legacy systems with our best-in-class software. 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 many different types of documents that many other scanning services companies in Springfield, MO simply can't, including:

    Once we've scanned the record, we can convert it to the type of digital file that works best for your operations, such as Tiff, PDF, JPG, PNG, etc...

  • Paperless to Go More and more employees and organizations are turning to remote work. 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 Springfield, MO.
  • Data Migration Whether you're changing your records management from physical documents to electronic, from on-premises to cloud or hybrid, or just from one digital document management system to a more modern one, HITS has the tools and technology to develop an efficient and stress-free data migration plan for you that has been proven to reduce liability and improve ROI.

We implement our in-house DocuMiner® software to sort through your records, scan what you want retained, and shred the ones you no longer need. With our secure destruction services in Springfield, MO, you can be sure that your records are shredded to industry standards without the hassle of doing it in-house.

Why Choose Electronic Records Management in Springfield, MO

There are countless advantages to undergoing a digital transformation and moving to digital record management. It's better for the environment and allows your team to be more productive.

Streamline Your Records Management

Looking for paper documents at work wastes time and money. One study found employees 9.3 hours per week, searching for data. With an efficient and user-friendly digital records management system, 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 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 recent version of it.

Safeguard Your Records and Increase Compliance

Information stored digitally is much safer than a phsycial document sitting in a closet. Not only is the information less at risk from external threats, but you'll be able to control internally who has access to what much better. 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 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 also creates a better work environment for your employees'.

Records Management Springfield, MO | Data Migration | Document Management Near Springfield

Call HITS for Your Records Management in Springfield, MO

We named ourselves after our values: Honor, Innovation, Teamwork, and Security. We offer industry leading, affordable solutions for Springfield, MO organizations that want to bring their operations into the modern age. With HITS, you'll receive the highest level of customer care and management. For the best records management in Springfield, MO, call HITS today at 314-837-4000 or tell us about your needs online.