Technology Solutions

Vendor Direct Solutions has extensive experience analyzing current records databases and mapping data into new databases. Effective data mapping and data conversion requires a thorough understanding of workflow coupled with data manipulation tools in order to execute the process effectively. In situations where there is a records management system implementation, the integrity of the data in the legacy system must be analyzed and almost always cleaned up. The end result of our joint efforts is a records management solution that makes sense for the Firm and aligns with your business model from a technology, productivity, efficiency and cost standpoint.

VDS professionals are uniquely qualified to examine data in legacy records systems and to work with your organization to convert and map data into a new records system so that it is well documented, methodical and is intuitive to the staff. Whether we lead the implementation process or facilitate it, we understand that technology without defined policy, results in a faulty implementation. Modern retention plans must address the intricacies of Electronically Stored Information (ESI) if they intend to be relevant and thorough. However, in almost every legal environment, retention of electronic documents, images and related materials is often neglected if ever enforced, even when a firm has established a clear written policy governing this data. The reasons for this may stem from a lack of communication between IT staff and the traditional records management and/or risk management employees of a firm.

Most firms that have invested in robust records, document and information management products are equipped with sufficient tools to support the retention schedules of physical files that are tracked electronically as well as ESI. Unfortunately, few firms utilize these resources. Therefore, a firm's retention plan must take into consideration not only it's electronic inventory, but also establish the necessary steps to ensure that technology is actually being used to follow retention policies precisely as dictated. It must provide that in the event rules are not being followed, that non compliance is brought to the attention of the individual(s) responsible for enforcing firm-wide retention policy in a timely manner.

ESI has quickly become the most common target of discovery efforts and court orders today and is often the most vulnerable aspect of a firm's information management program precisely because it is the most complex. Conversely, this type of data is also the most manageable when properly monitored and governed by a solid retention policy. Nevertheless, simply keeping ESI until it reaches capacity is often the path chosen by most IT departments, and one that causes more aggravation than the benefits of a keep everything strategy affords the firm. E-Discovery efforts are often complicated by this approach and can be mitigated and in some cases eliminated by concentrated retention policies which address this complex issue.

This complexity is naturally tied to the nature of electronic documents, which can reside not only on a company's server, but also within the personal folders and in-boxes of users throughout the firm or enterprise.The challenge here is establishing retention rules which not only address the main repositories of ESI but also the numerous areas in which this data can exist outside the control of IT, areas which must also be addressed in the retention policy. Although creating a data map may alleviate this issue to some degree, IT and the firm cannot rely on it entirely to identify all the records which must be governed by the retention policy.