Need a Records Consultant?

Constricting access to organized information is limiting to your people’s potential to perform.

What happens when finding information takes too long?

Or when valuable information can’t be found?

People work best with good information. *

* Read examples of other projects (Education)

Lost Time is Lost Production

Global productivity studies (IDC 2001, McKinsey 2012) show loss of productivity when information is ‘hard to find’.

Work is information. Information is Time. Time is money.

Payroll. Legal fees. Relationships. Credibility.

We spend time looking for information.

Wondering if the information is the right version can cause hesitation to make a decision.

We may question our organization, our job, ourselves.

A trusted system of records changes that.

FreeDoc^® Consulting is the difference maker.

We focus on results.

We turn ‘search‘ into ‘find‘.

Get more done in less time.^®

What is Records Management?

Information is tool to be managed just like a Chef manages a kitchen. Finding information can be intuitive. Filing new records can be automated, but first let’s optimize your access to your current records.

FreeDoc ® applies 3-step strategy to organize and empower your enterprise:

Disposition or archive old, outdated information
Intuitively organize what remains
Aerodynamically file new information*

*For example, e-forms and workflow effectively increase productivity, boost morale and reduce risk.

Below are examples of some services FreeDoc^® can provide.

We are interested in hearing more about your project.

Let’s get started.

Records Management

Public Records Requests (PRR)

RCW 42.56

Records Management Consulting, Business Assessments and Reporting

FreeDoc ® Records Management Consulting conducts a detailed analysis of how an enterprise acquires and manages its information. This provides a valuable assessment and can provide management with a ‘blueprint’ to improve agency operations. The Business Assessment and Records Analysis (BARA) is performed primarily through interviews with knowledgeable people as subject matter experts. Upon of the assessment, customers receive a 30-50 page report of the legal risks and violations observed, as well as the opportunities that are available. Finally, the report outlines 10-20 recommendations to make immediate improvements.

Mid-level Inventory

An itemized inventory of all agency records can be performed at the records series level. FreeDoc ® Records Management Consulting begins with an onsite tour, followed by web video interviews with staff. This mid-level inventory report lists each type of record by department, and volume, with storage locations and time frames to support creation of a crosswalk for records retention.

Retention Schedule and Records Management Crosswalk

FreeDoc ® Records Management Consulting recommends every organization maintain an enterprise retention schedule and update the schedule regularly. A records ‘crosswalk’ identifies enterprise records by 1) common name, 2) legal name and 3) term of retention. Having a crosswalk allows individuals within a department to view, reference, and apply retention to each record. This allows an organization to improve the quality of information being retained by empowering individuals to understand and perform the necessary tasks as needed. Agencies without a retention schedule would benefit from professional Records Management Consulting services to create one. Contact FreeDoc ® for a discussion of your needs.

Vision and Roadmap – Gap Analysis

A gap analysis measures the status of a records management program as it is currently, with well known standards and best practices. These sources will include recommendations from the Association of Records Managers and Administrators (ARMA), National Association of Government Archives and Records Administrators (NAGARA), the National Archives and Records Administration (NARA), and the International Organization for Standardization (ISO) 15489 standard for records and information governance best practices.

Vision and Roadmap – File Plan

A file plan acts as a guideline with recommendations and best practices for designing a system to organize all agency records systematically. It is based on International Organization for Standardization (ISO) 15489 and follows guidance from the Association of Records Managers and Administrators (ARMA) and the National Archives and Records Administration (NARA).

Policies and Procedures

An analysis of current agency records and information management policies and procedures including recommendations for alignment and compliance with the Revised Codes of Washington (RCW), Washington Administrative Codes (WAC), Code of Federal Regulations (CFR), and industry best practices.

Note for customers Laserfiche Cloud records management system based on the DoD 5015.2 on-premise version:

FreeDoc workflow will accumulate reporting metrics of public records requests (PRR) required for the Joint Legislative Audit & Review Committee (JLARC).

“Clean Up” Projects

“Clean up” Projects: FreeDoc staff come on-site to identify and document paper record destruction. Included in the process is a destruction log containing all relevant information to legally destroy eligible public records, lowering risk and opening up invaluable space for your agency

Custom Services

Need an RFP, or help with your records management procedures? We can develop a plan to satisfy your needs.

Related Info

FreeDoc® is one of just 17-companies recognized nationally as a Laserfiche Premier Partner.

As the only US Premier Partner to combine Records Consulting, with system migration, cloud ECM software and document scanning, FreeDoc® can manage nearly any enterprise records project.

Get more done in less time.™

For public agency contracting options, see our Master Public Contracting page.

Either we will help you, or tell you who might.

Growing together since 1999.