These are undertaken for clients who wish to obtain a complete picture of what information they currently hold within their working environment.

Both hard copy and electronic information is recorded and a baseline of the records/information held is established. This enables the client to identify the current “footprint” of their electronic and hardcopy documentation and allows them to make informed decisions as to their future plans and strategies.

To deliver a successful project our experienced teams collaborate with the client to establish the rules and protocols for the way forward, the teams are then deployed to our client’s locations to undertake a site-by-site audit of the records held within the client’s locations.

From the audit a report is issued containing as a minimum:

Current Situation

This identifies the documents/information held by type quantity and location

Document Action Matrix

This matrix forms the start point for moving forward, it identifies all of the documentation found and details document related data and information such as document and file types, current locations, age, status and condition, current access rates, legal requirements, retention rules and future recommendations.

Conclusions and Recommendations

This is produced after analysis of the findings of the audit and usually contains immediate and future recommendations along with the benefits and costs savings associated with their implementation.

As well as performing the above and if required we also can undertake a health check of the current records management processes and practices that
are in place. Working with the client’s teams this service provides a complete review of existing strategies, policies, plans and processes related to information and records management. 

After this review we compare current practice against industry best practice using ISO 15489 and the Generally Accepted Recordkeeping Principles (GARP™) and provide recommendations for corrective actions.