Records Management

Your Information is one of your firm's most critical assets.  How it is managed, accessed and utilized is coming under more scrutiny now than it ever has.  Vendor Direct Solutions realized years ago that Records Management was becoming the critical component in any firm's Document Strategy and has been building world class resources and expertise to address Records and Information Management issues.

We have established a proven track record of helping both small and mid-sized law firms manage their Records Departments more intelligently and effectively. Our strategy is driven by a focus on:

• Increasing employee productivity by streamlining workflow processes
• Ensuring continuity and consistency across a firm's records through proactive management and monitoring of staff
• Driving down overhead while minimizing risk
• Providing opportunities for employee growth not readily available in a traditional in-house environment

VDS delivers the initiative and dedicated support necessary to produce visible and quantifiable results. We accomplish this by supplementing all of our on-site operations with a dedicated support team equipped with the experience and resources needed to directly manage operations, plan and assist with executing long term goals, such as retention policies and provide the firm with researched guidance on technology, off-site storage and space issues. A major difference between a VDS and an in-house records operation is that we not only manage the day to day operations but we also make available a community of records experts that can address and change core records policies and processes when appropriate.

Below are key ways a VDS Managed Records Operation can help your firm:

• Execution of records management projects outside the scope of day to day operations using reliable project management techniques, using all necessary resources and sticking to a practical schedule with minimal impact on daily workflow
• Design and implementation of new workflow processes as agreed on by the firm by balancing proven workflows with the firm culture, needs and processes
• Creation of training materials and delivery of end user training because we do it for a living and consider it one of our core competencies!
• Establishment of definitions related to what is considered an official record... with accepted methodologies that consider legal and industry regulations as well as identifying the information considered most valuable and resourceful to the firm
• Modification of naming conventions and taxonomies for ease of use and database integrity... by drawing from years of experience with firms practicing in the same areas of law to build or modify taxonomies that are logical and easy to work with, rigid yet allow for some flexibility
• Design and enforcement of retention and document life cycle rules and policies by providing validated planning materials and templates to clients, proposing relevant retention schedules and training employees on practical implementation of rules and polices