Records Management and Retention Consulting Service

Yajur Solutions provides an effective records management service that will have an enormous impact on the efficiency of an organization’s broader business processes, as well as electronic discovery readiness. We extend our services to Doctors, Lawyers and Accountants.

Savings may be realized through reduced records management and legal costs as well as enhanced access to vital business information. While many organizations have retention schedules and long-established policies related to boxes and warehouses full of paper records, many of those same organizations are struggling to keep up with geometrical increases in the volume of electronically stored information ESI.

Litigation And Regulatory Proceedings Require Timely Access To Records

Coordinated control over records management, involving legal, Accounting, medicine and other critical business, can mitigate the risks and costs associated with e-discovery obligations in litigation and government regulatory proceedings. The courts are regularly imposing sanctions on organizations that cannot produce ESI, particularly those that do not have documented, updated retention protocols. Cogent, defensible protocols for records management can reduce this risk.


Maximizing Efficiency By Records Management And Retention Services

Our Records Management and Retention Consulting Service addresses how ESI is created, received, captured, organized, replicated, managed and ultimately destroyed as part of a routine course of business. Out highly efficient team of experts help organizations understand and implement policies and practices that allow for more rational, cost-effective data management. Through this process, organizations are better able to:

  • Control or minimize multiple copies of the same document stored in multiple locations
  • Establish effective metadata to aid in data classification and retrieval
  • Properly manage the accessibility and security of data management systems

Record-keeping costs become predictable and manageable, and data can be accessed quickly when required by the exigencies of business or in response to government subpoenas or litigation.

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Assessment of Current Records Retention Practices

Our team of experts guides clients through a formal assessment, analysis and recommendation process by conducting a detailed review of the organization’s current records retention practices through interviews with those who create, store and manage ESI. Using proven methodologies, our team of experts assess the ability of an organization’s people, processes and technologies to effectively manage critical business records stored electronically. By fully analyzing the “as is” state of records management practices, we provides appropriate solutions, including specific recommendations for updates to infrastructure and the detailed rationale to ensure executive buy-in.


Gap Analysis

Actual records retention practices don’t always have a 1:1 correlation with existing policies and schedules. An important part of Analysis is to identify gaps between policy and actual practice. We identify business-critical records that are not currently subject to any records retention schedule. Upon completion of the Assessment and Gap Analysis, We provide specific policy and procedure recommendations to improve compliance with existing and future records retention policies and schedules.

“Organizations should approach the selection of a records management solution strategically as it has a long-term impact on the enterprise. Consider business objectives for policy management, legal discovery and retention management, as well as integration with your content management infrastructure.”

Gartner, Inc., “MarketScope for Records Management,” by Kenneth Chin. May 20, 2008


Content Mapping For Business Records

A thorough review of a company’s records management structure requires a complete understanding of what data is created and retained, and where it is located. Our Records Management and Retention Consulting Service provides clients with the ability to better understand the vast number of data types and repositories that relate to the categories of records applicable to various retention requirements. This process includes:

  • Identification of business records that should be managed pursuant to business and legally driven retention requirements
  • Preparation of a Business Records Content Map categorizing and detailing the ESI subject to retention
  • Detailed recommendations for the implementation and updating of the Content Map to improve the corporation’s ability to manage records subject to retention guidelines
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Collaborative Preparation Of Records Management And Retention Protocols

Since protocols are useless unless they are practicable, these policies and procedures are prepared in collaboration with work groups, organized by our consultants, comprising representatives from legal, IT, records management and other pertinent business units. The Business Records Content Map provides a framework for the work groups to evaluate the business-driven and legally required retention and management requirements of the identified records and to draft policies and procedures consistent with the culture of the organization. In addition to reviewing the existing records management and retention policies and procedures, the work group draws upon the content mapping interview process to complete identification of ESI used by business units and departments subject to the appropriate protocols.

“Everyone from the boardroom to the mailroom has a role in the proper governance of information assets. Defined accountabilities will ensure that information is accurate, secure and transparent.” Gartner, Inc., “Governance Is an Essential Building Block for Enterprise Information Management,” by David Newman, Ted Friedman and Debra Logan. October 14, 2008


Prioritize Action Plan

Our project deliverables include:

  • A prioritized list of recommendations based upon the results of the Records Retention Assessment and Gap Analysis
  • Detailed next steps to ensure both short-term improvement and long-term sustainability
  • Preparation, in collaboration with the in-house work group, of suggested protocols for data and records management and retention
  • Preparation of materials with which employees can be trained on the new policies and procedures
  • Presentation of classroom-style training sessions, online training sessions or classroom training of the client’s in-house trainers

Implementation: Training Materials And Presentation Of Training Sessions

Successful implementation of new records and data management policies and procedures requires employee training. Our experts, drawing on their extensive experience in records management education, prepare training materials that best fit the nature of the organization. Options for training include classroom training by our expert team, online training sessions or customized training of the organization’s in-house trainers. our training curricula are designed to be part of an ongoing, iterative process in which records and information management practices are constantly reassessed and revised to meet changing business needs and legal requirements.


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