FREE Records Management Assessment

Our audits are not a command that you “go paperless” but rather an introduction to a smarter, more effective method to organize your business documents.

Why Should You Get a Free Records Assessment?

1. Stay Ahead of Regulatory Compliance Requirements
   Regulations like the Sarbanes-Oxley Act (SOX), SEC/FINRA, HIPAA, employment eligibility verification, and various tax codes mandate that businesses retain and secure records for specific periods. Non-compliance can result in severe penalties, loss of funding, or legal challenges. For example:
• SOX requires companies to store audit and financial records for at least 7 years to avoid fines reaching millions of dollars.
• SEC/FINRA regulations require Financial Advisors to keep all client communications.
• HIPAA mandates strict protections for health information, with non-compliance exposing businesses to hefty penalties.
2. Reduce Waste and Minimize Errors
   Misplaced or poorly managed records lead to duplicated efforts, costly errors, and wasted time. Research shows that employees spend up to 20% of their day searching for documents, decreasing productivity and increasing frustration.
3. Be Prepared for Internal and External Audits
   Whether you’re undergoing a routine audit or responding to regulatory demands, disorganized records can cause delays and credibility issues. Failure to pass government audits can result in heavy fines.  A centralized, secure, and easily searchable records system ensures your organization is always audit-ready.
4. Future-Proof Your Organization
   As your business grows, your records management needs will become more complex. A solid foundation today can save you from costly overhauls later.

What to Expect During the Assessment

Our comprehensive records assessment is designed to uncover inefficiencies and set you on the path to effective records management:

1. Initial Consultation
   We’ll meet with key stakeholders to understand your current records management challenges, goals, and compliance needs.
• Why this matters: It ensures the solution aligns with your specific industry, regulatory requirements, and organizational structure.
2. Current Records Analysis
   We examine your existing systems, workflows, and storage methods to identify gaps, redundancies, and compliance risks.
• Why this matters: Identifying inefficiencies helps prioritize areas where you can save the most time and money.
3. Compliance Review
   Our team reviews your records policies and retention schedules to ensure alignment with relevant regulations (e.g., SOX, HIPAA, GDPR).
• Why this matters: Proactively addressing compliance minimizes risks and safeguards your organization against penalties.
4. Search and Retrieval Testing
   We assess how long it takes to locate critical records and evaluate your search tools and indexing capabilities.
• Why this matters: Faster access to documents reduces employee downtime and enhances decision-making.
5. Customized Recommendations
   Receive a detailed report outlining steps to optimize your records management. Recommendations may include:
• Centralizing storage in a secure, cloud-based platform.
• Automating workflows for better retention enforcement.
• Improving search functionality with advanced indexing

Why InfoPreserve?

 With years of expertise in cloud-based records management, InfoPreserve helps businesses transform chaos into clarity. Our solutions ensure compliance, enhance productivity, and provide peace of mind by safeguarding your vital records against loss or misuse.

Take the first step toward efficiency and compliance. Schedule your Free Records Management Assessment today!