How to Choose a Records Management Consultant: Factors To Consider Before Hiring

Records Management Consultant

Records management consultancy has gained interest because of the need of organizations to comply with statutes and regulations. There’s an increased need to review updates when it comes to litigation preparedness, record compliance, and related matters concerning records management. Within an organization, the requirements include standardization of all records management practices. This helpful guide to choosing a records management consultant is an excellent resource to achieve the best results. Let’s get started!

  1. Choose a record management consultant who is an expert in document management.

Document management is a major aspect of records management because many documents are considered records. It involves daily activities such as storing, capturing, sharing, or modifying digital or physical files. If you choose a records management consultant or company, like Access Corp, who has in-depth knowledge and experience in document management, expect to get help with document organization, improved workflow, quick document search, and retrieval, and create strategies to reduce misfiled and lost documents.

  1. Check the records management education, training, and certifications of the prospective consultant.

Records management is comprehensive, and there’s certifications, degree programs, and organizations dedicated to information assets. In the digital age, ‘information assets’’ the newer term for ‘records management’ are equally important as financial and talent assets. A professional consultant should be able to show foolproof credentials of attended webinars, conferences, and certifications.

  1. Choose a consultant who’s knowledgeable in Electronic Records Management.

Record management systems should keep up with the latest trends and advanced technology of the digital world. The records management consultant should know how to use and maintain different records management software applications that help in managing records electronically. You’ll be given expert advice on how to secure the apps and how to choose a reliable, comprehensive, and permanent software to help your records management team. An expert records management consultant knows that each record should have a unique identifier.

  1. Choose a consultant who’s abreast with the latest updates about record management.

Formats change from time to time, so the records and documents saved in a particular format can vary. For instance, floppy discs were the best drive to store digital files in the mid-1990s, but now, cloud-based platforms are used. A major innovative solution today can be obsolete in the next 3 to 5 years, that’s why you should hire a records management consultant who is flexible and adaptive to constant change. Remember that records management should be perceived as a long-term journey, and your consultant should be aware of the latest trends and information concerning records management.  

  1. Choose a records management consultant who can handle issues well.

There’s a lot of possible conflicts that may occur between departments, most especially between IT and record managers. Also, issues arise in data protection, security, and privacy because data breaches and hackers have become more advanced. Record management requires accountability and transparency, so choose a consultant who’s aware of laws governing record management.

While not everyone views record management as a priority, a consultant should be able to convince you that proper record management should always be implemented at all times. For example, you may ask relevant questions about the roles of a record management consultant when it comes to merging of systems.

  1. Know the record management services the consultant can offer.

Record management services may include the following:

  • Development of proactive records retention.
  • Implementation of continuous records disposition strategies.
  • Monitoring and auditing record keeping practices in compliance with regulatory requirements
  • Inventory, cataloging, scanning, and records archiving.
  • File development planning.
  1. Know the specialization of the record management consultant.

While some consultants don’t know much about scanning processes, others are knowledgeable about electronic systems. It means that not all record management consultants are the same. They have their specialization, and you should choose one based on the needs of your company. Do you need help with workflow processes? Do you need someone who knows the general aspects of record management?

Conclusion

When choosing a records management consultant, it’s crucial to know the scope of the records management issue in your company at the very least. How many departments have issues (e.g., human resources, accounting)? What are the system and applications you’re currently using? Be ready to supply details to your prospective records management consultant for successful decision making. Now you’re more confident on how to choose a records management consultant. Good luck!