Tips for Changing Records Management Providers

American psychologist Abraham Maslow said, “In any given moment we have two options: to step forward into growth or step back into safety.” The need for change can come from a variety of things, including:

• Cost: You may realize the price you pay doesn’t equal the service you receive.
• Service: The current provider’s service is subpar or lacks some specific needs you have.
• Technology: You want to find a provider that is current with technology.

If you are sensing it’s time to move on and partner with a different records management provider, here are some steps that are worth working through to help make the search and transition smooth.

1. Assess Your Needs

Begin by evaluating what aspects of your current records management system are functioning well and which areas need improvement. This will help you understand what specific features or services you need from a new provider. Long-term goals may include accessibility, compliance, or cost efficiency.

2. Research and Compare Providers

Research potential records management providers and look for those offering the services and features that would benefit your business needs. These might include digital records management, secure storage, and effective data retrieval methods. Utilize customer reviews and recommendations from other companies familiar with their business. Research their history and any connections to other organizations that they might have.

3. Consider Security Measures

Find out what level of security the records management company provides. This includes access control, data encryption, audit trails, physical security, backup and recovery and regularly updating software and records management systems.

4. Consider Compliance Measures

Research the provider’s compliance with privacy laws. This includes legal and regulatory requirements, records retention policies, training, data classifications, incident response plan, third-party management and periodic reviews and audits. Ask for references from current or past clients.

5. Review Costs

Get a full picture of costs so you have a fair comparison of the services offered to the service you presently receive. What are the initial setup fees and ongoing fees? Are there volume-based charges? Inquire about any additional services such as expedited retrieval, special handling, or destruction of records. Review all contract terms including service level agreements and termination clauses. Consult a contract lawyer before signing on with a new records management provider.

6. Develop a Transition Plan

Create a detailed transition plan that outlines each step of the process, including specific timelines and assigned responsibilities. Address potential disruptions and outline strategies to minimize their impact. A good detailed plan will ensure a smooth transition and keep all stakeholders informed.

7. Ensure Data Security and Compliance

Verify that your new records management provider meets all your security and compliance requirements. Make sure that they have robust measures in place to protect sensitive information throughout the transition, including understanding how they handle data privacy and relevant regulations.

8. Train Your Team

Provide training for your staff on the new records management system and provider’s procedures. It’s vital that your staff understands how to effectively access, manage, and use records in the new system. Properly training your team will minimize disruptions and help your team smoothly adapt to the new system.

9. Monitor and Review

Following the transition, regularly monitor the performance of the new records management provider to ensure they are meeting your needs. Review the system frequently and gather feedback from users to identify any areas that require improvement. Ongoing assessment keeps the new system effective.

Pacific Records Management is Sacramento, Stockton, Modesto, Fresno and the Central Valley’s leading records management company. We manage your records at a safe and secure off-site records facility that minimizes theft, fire and water damage. If you’re in search of a new records management provider, give us a call at 800-685-9034 or complete the form on this page.