How to Employ a Firm to Assist with a Record Management System

Records management is the efficient and systematic management of tangible and digital records produced by a company. Companies employ records management firms to maintain corporate records. Employing a records management firm reduces document storage space, thereby reducing a need for more square footage. Records management firms facilitate retrieval of archived documents and document production for the discovery process in litigation. These firms can also assist in the development of a record management system for use on the company location.

• 1

  Determine whether your company needs management services for digital or tangible records or both. Tangible records are any physical record that must be preserved in hard copy. If your company does need tangible records service, select only firms that also provide offsite storage facilities for archives.

• 2

  Identify any unique record-keeping needs for your organization.

• 3

  Calculate the current volume of physical records in need of storage. Consider adding an extra amount to your total that accounts for continued company growth or expected increases in revenue as a result of marketing activities. These calculations will be beneficial to you later in evaluating whether a records-management firm has the capacity to manage your record volume.

• 4

  Confirm the current version and type of computer operating system (such as Windows) that your company uses. Confirm the amount of storage space currently available on your company servers. Any company you evaluate will be curious to know your current digital data capacity and whether an additional server housed on-site or off-site will be necessary.

• 5

  Identify firms that can handle your current and projected volume of records. Check with the Better Business Bureau to verify each potential firm's reputation.

• 6

  Ask about each company's security practices. Each company should confirm the type of security for digital servers and off-site facilities. Digital servers should have adequate protection against hacking. Off-site facilities should be constructed to prevent storm, fire and flood damage. Consider only companies whose off-site facility is wholly owned by the record-management company to prevent sudden rate increases or relocations of documents resulting from changes to the contracted company's leasing arrangements.

• 7

  Assess whether the firms offer a document pick-up and retrieval schedule (for tangible records only) that works well with your company's workflow practices. Many companies will assign each box of documents a number and have specific protocol to describe what is in each box to make it easier to retrieve a record from the archives..

• 8

  Select the best firm and prepare a contract.