Experience and Dedication Matter When Selecting a Records Retrieval Provider

Record retrieval may seem like a small part of the litigation process, but because many records carry crucial evidence, choosing the right provider could mean the difference between winning and losing a case.

Ensuring that you are choosing a professional who can not only get you the records you need, but one who can go through the process successfully will make a difference in the quality and quantity of records you are able to acquire.

So, what makes a good records retrieval provider? It can depend on a lot of factors, but here are four of the main qualities to keep in mind:

Experience and Reputation

How long have they been in business and what types of records do they have experience with? A great way to do some quick research on their experience level and reputation is to look for testimonials or online ratings. You can also reach out to your contacts at other law firms to receive feedback on their current provider. What is the tenure of their employees? A long-term employee will have the knowledge base to more effectively navigate the retrieval process.

Reliability and Timeliness

Are they transparent about the process and how long it will take to collect records? What is their turnaround time from ordering to the delivery of your records? Knowledge of the timeframe you will be working with can help you plan the rest of your case evidence. Additionally, it’s nice to know exactly what steps they will go through in the retrieval process for your records.


It is incredibly important to ensure that whoever is collecting, storing and handling your records take confidentiality seriously – and that comes by way of compliance certifications (like HIPAA), confidentiality agreements, controlled storage and access, and data encryption. When researching firms, check their website or ask what kinds of safety processes they have in place.


How many people will be working on your records and how many records do they collect in a month? Don’t be fooled by thinking that a large firm with multiple offices will be able to turn your records around faster than a small one. Size doesn’t always matter for record retrieval – for instance, one knowledgeable person will be more successful with multiple requests than an entire team of untrained, inexperienced individuals. Seek out a firm that will provide you with the right amount of information and communication that you demand, so that you can feel comfortable and trust the process.

Learn more about Gulfstream Legal’s Records Retrieval services here.