Correct Past Document Management Mistakes

Legacy records management faces many challenges. Save time, space, money, and headaches with document management services that can help, index, digitize, and archive paper records. You don’t even have to touch every file.

Why change? Here are some common problems resulting from poor basic records and information management (RIM) practices:

  • Box listings that are unidentifiable
  • Physical files with little to no identifying information, including no flagged retention expiration
  • Electronic files on share drives, often a commingled mess, where large portions of the files are either poorly identified or have no useful identification
  • Inaccurate or missing metadata—making it difficult to identify the record type, owner or other key trigger information
A woman filing a outdated legacy document in a sea of unlabeled boxes.

Your Business is Unique. Your Records Management Program Should Be, Too.

There are unique and challenging factors that often prevent companies from addressing their legacy records issues as part of RIM program implementation or improvement projects.

The ideal solution—flipping every box top, indexing each paper document, and then re-boxing them in an effective organization system—is typically prohibitively expensive. However, ignoring the problem can be risky… and costly! Rest assured, there are other ways of solving these problems.

An exhausted woman being handed more documents and paperwork to properly archive.

The right strategy for you will depend on your answers to questions like:

  • What industry regulations do we face? To what degree?
  • Is enforcement trending up? If so, in what areas?
  • Is my business in a market impacted by class-action lawsuits or in a highly litigious domain?
  • What is the history of risk impact events, and how should I perceive similar risks in the future?

A Full Range of Information Governance Solutions

Document digitization of legacy documents is just one piece of a strong records management system. Our full-service information governance process begins with a comprehensive audit and assessment of existing records management policies, processes, and documentation. We then create and implement a unique information governance program to address gaps, shore up weaknesses, address change management, and create a roadmap for successful execution.

Records Retention Schedules

The backbone of a defensible records and information management program is a sound retention schedule. We’ll help you create a comprehensive, state-of-the-art schedule that meets all regulatory and operational requirements.

Information Governance Policy

A consistent set of IG policies in support of a retention schedule is crucial to effectively control, protect, and manage your company’s information. Feel daunting? It’s easy to get started with the right people in the room.

Program Implementation

To best implement and manage a great RIM program you need a strong information governance foundation. Program implementation starts with understanding the state of existing IG policies, and the degree of compliance across your organization.

IG Technology Assessments

With sound information governance plans, policies, and procedures in place, it’s time to make sure you have the right systems in place to manage it. We’ll assess your tech stack to ensure that retention schedules and other key compliance needs are supported.

Regulatory Compliance

The regulatory environment continues to evolve quickly as privacy concerns amplify. We’ll help you create a centralized document management program that ensures compliance with your IG policies, and with regulations like PIPEDA, GDPR, CCPA, SOX, and more.

 

 

Your Complete Information Management Solution

In April 2019 we acquired Montaña & Associates, a leader in information governance (IG) consulting. For more than 20 years Montaña have specialized in retention policy and schedule creation, and holistic IG support including compliance and data privacy. With Access’ expertise in records and information management, this strategic partnership creates a full-service approach to the entire information lifecycle.

Bridging Records Management Software and Retention Scheduling Software


LexiTrac is a revolutionary retention schedule development and management tool. Powered by AI, this software makes the crushing volume of complex data manageable, secure, and legally compliant.

LexiTrac provides:

  • Intuitive and user-friendly retention schedule development
  • Retention schedule management, including ongoing legal and regulatory updates
  • Access to tens of thousands of functionally organized U.S. and global information compliance rules, laws, regulations, standards, and guidelines
  • Coverage in more than 110 countries
  • Information governance reports to show privacy concerns, data location restrictions, media requirements and ethics guidance
  • Electronic systems data mapping
  • Workflow functionality to support internal management processes


FileBRIDGE Records, a cloud-based records management solution, enables organizations to access, protect, and defensibly control both physical and digital documents.

With FileBRIDGE Records, record managers gain access to:

  • Physical and digital document management
  • Comprehensive file security
  • Real-time reports and metrics
  • Project and schedule management
  • Destruction management
  • Intelligent retention and data governance
  • Onsite and offsite inventory management
  • Enhanced inventory search and ordering capabilities
  • Broad range of reporting options at your fingertips
  • Chain-of-custody and governance adherence
  • Capability on any device

Additional Resources on Information Governance

6 Reasons to Consider a Records Management and Information Governance Consultant

Webcast: Total Information Governance

Information Governance in a Digital World

We solve records and information governance problems

See how Access can correct your legacy records management errors and create a strong information governance program to keep you on track.