Frequently Asked Questions
We have a records manager. Do we really need records consulting services?
We're a small company. Is records management really that important?
We know we need to manage records and information correctly, but can we really afford consulting services?
Won't this require a lot of our time?
How do you know our company would benefit from consulting services?
Why can't our legal counsel conduct records retention scheduling?
Does ACS consult only in certain industries?
We know we have to improve our RIM practices, but we aren't in a position to devote significant resources or dedicated staff to that task. Can ACS still help us?
SOX, HIPAA, FACTA, GLB - it's all so confusing. How do we know if we comply? What are our liabilities if we don't?
Q: We have a records manager. Do we really need records consulting services?
A: Maybe. Even the most skilled records managers can find themselves getting bogged down in day-to-day operations, and unable to plan and implement key components of RIM. We'll work closely with your records management personnel, employing our extensive knowledge, broad-based experience and sense of urgency. The result? We'll give your organization a big jump-start and the strategies and tools to stay focused and productive going forward.
Q: We're a small company. Is records management really that important?
A: Yes. Regardless of size, your information assets are critically important to your organization. Like the largest Fortune 500 companies, these assets are also subject to many of the same legal requirements. Without basic tools and systems in place, your ability to comply with the law will remain problematic and your RIM burden will continue to grow. You will be subject to a multitude of short-term solutions, while costs continue to escalate.
Q: We know we need to manage records and information correctly, but can we really afford consulting services?
A: In today's increasingly competitive, regulated and litigious business environment the question is really: can you afford NOT to manage your information resources efficiently, effectively and compliantly? And yes, RIM consulting services can be substantial; however, if your organization is like most, you should be able to recoup these costs fairly easily. Take, for example, the development of a sound records retention schedule. As soon as you implement your schedule, you can expect a significant reduction in your records storage volumes, often as much as 20-40%. Combined with tools and processes to ensure ongoing control, this basic "fix" can provide payback for years to come.
Q: Won't this require a lot of our time?
A: No. It will require some time on your part; however, we'll use any and all informational resources available to us before we start asking for your time. Then, when we need it, we'll be prepared to proceed efficiently, with minimal impact upon your already busy schedule. Also consider the longevity of much of what we do. Some components will need occasional revision or updating, while most will have enduring value. You won't need to make this initial investment of time on an ongoing or long-term basis.
Q: How do you know our company would benefit from consulting services?
A: Right now, we don't. We'll conduct a brief, free, no-obligation analysis. We'll share our findings and then you can decide.
Q: Why can't our legal counsel conduct records retention scheduling?
A: Your legal counsel can probably do part of the job (legal research), but won't likely have the understanding or time to assess operational or audit retention requirements. ACS consultants possess two important advantages: knowledge and experience. Together, this translates into efficiency and speed. Records and information management law is very specialized, and few lawyers have more than basic familiarity with it. Most are also not aware of the resources available to conduct this kind of research or how to assess the quality of the resources. They end up scouring original sources, which makes the task almost impossible. The "project" never ends.
Q: Does ACS consult only in certain industries?
A: ACS has broad experience in a variety of business and industrial sectors, including not-for-profits and government organizations. We may have to conduct a bit more research when working with an organization in a sector new to us, but this is an exercise we're familiar with as well. In actuality, it is not unusual for us to find more variations between companies in the same sector than between organizations in different sectors. Most importantly, our processes are designed to produce successful results regardless of organization/industry type.
Q: We know we have to improve our RIM practices, but we aren't in a position to devote significant resources or dedicated staff to that task. Can ACS still help us?
A. Absolutely. At ACS, we can do a bit or we can do it all. We realize that not every organization can tackle RIM immediately and comprehensively. We can help you identify what we call "core" RIM functions and assist in implementing these in phases over time. As your needs dictate, we can continue to build upon your RIM practices in subsequent measured steps. ACS can also provide a host of support services (e.g., RIM hotline for RIM-related questions, storage management, auditing) that will allow you to perform RIM proficiently on an ongoing basis without your ever having to hire internal RIM staff.
Q. SOX, HIPAA, FACTA, GLB - it's all so confusing. How do we know if we comply? What are our liabilities if we don't?
A. There are two things to remember here: 1) these are only four pieces of legislation. Legal compliance, depending on your industry, may involve adherence to scores or hundreds of other statutes, rules and regulations; 2) these are broad, sweeping pieces of legislation and only portions contain RIM-related provisions. ACS can't help you across the board, but we can certainly help you identify all RIM-related requirements that apply to your organization. If they apply, you need to pay attention since penalties for non-compliance in some instances entail significant fines/incarceration.