Seven Steps to Frustration-Free Records Retrieval

When your case involves the retrieval of necessary records to support claims, fast and accurate Records Retrieval should be the norm, not the exception. Your Records Retrieval expert should offer a frustration-free experience for you so you can focus on your day-to-day tasks that support your firm’s clients and improve their satisfaction.

Thorough, accurate and timely communication with your Records Retrieval expert should be their first priority. Because litigation moves fast, quick turnaround time is important.  A company that has adapted their processes and procedures to ensure efficiency, accuracy, and cost effectiveness without sacrificing quality will make your job easier.

Your Records Retrieval expert should be able to provide you with:

  1. Timely processing of requests after they’ve received your order. You shouldn’t accept anything less than within 48 hours.
  2. Research before issuing the requests. This helps eliminate requests that won’t produce records and most cancellation fees. We maintain an accurate database of facilities to expedite this process.
  3. Consistent follow-up with custodians and updates on status. We sometimes have to make four or five follow-up attempts with the custodian before receiving the records. Your records partner should understand the applicable custodial fee guidelines to help you manage costs.
  4. Records in your preferred format that have been checked for accuracy against strict quality standards. Whether in paper, searchable PDFs in an online repository, or CDs – quality control once the record is received for production is vital.  Validating the documents for completeness and accuracy and ensuring their legibility will save you time and money.
  5. Billing that is easy to understand. It should be streamlined and without an excessive number of add-on line items. The cost of the record should fall within the cost constraints of your cases. Your partner should let you know about large custodial fees and voluminous records before you are billed. These simple courtesies allow you to make informed decisions about your case.
  6. A turnaround time for obtaining records that is 23 days or less.
  7. A cross-trained team of experts. Having an experienced team working on your requests will expedite the processing of your requests.

With 30+ years of experience in the retrieval of records, we’ve achieved these standards to help you improve the Records Retrieval step in your cases. Litigation is complicated and challenging, but we have strived to ease the burden that comes with the Records Retrieval process. Is your current partner able to say the same thing? If not, it’s time to consider making a change. Contact us to get started.