Methodology

In servicing clients and developing, for each of them, that complete and customized, end-to-end Information Management solution, the Solutions Group employs its own unique 6-Step Methodology, found nowhere else in the industry. Yielding proven, positive results time and again, this method is a combination of assessment, data collection/analysis, regulatory research, the development of best practices, retention scheduling and then implementation, training and monitoring.   

Step 1: Assessment & Roadmap—The Solutions Group assesses, through a full discovery audit, the current state of your information Management System. This includes a Gap Analysis to identify information gaps and other vulnerabilities. Based on these findings, the Solutions Group submits a proposal that includes a long-term strategy and roadmap for implementing a full information lifecycle solution. 

Timeline: Typically takes about 2 weeks, depending on client’s organization and information complexity.

Step 2: Data Collection—Includes conducting interviews and surveys and taking inventories. This critical phase requires client collaboration and commitment.

Timeline: Could take 1 to 6 months, depending on the size of the client organization.

Step 3: Regulatory Research— Depends on the client organization and its products/services.

Timeline: Domestic research for Federal and State Citations requires up to 1 month to complete; global research can take 3 to 6 months.

Step 4: Business Rules/Governance Package—During this phase, top standards and best business rules are developed for the information lifecycle. Policies can be numerous based on the scope of change involved.

Timeline: Development, review and approval takes 1 to 3 months.

Step 5: Enterprise Retention Schedule—Information is consolidated and codified into an Enterprise Retention Schedule. It lists such critical information as  Classification Standards, Media and Record Designation, Copy and Official Retention Period, Applicable Regulatory Citation and Records Custodians. Upon completion, tThe schedule is formatted for mapping to ECM Tables. A summary of the schedule is then published and local schedules are established and linked to the main schedule.

Step 6: Implementation, Training & Monitoring—With client approval, plans for Implementation and Training proceed. Once the program is in place, it is continually monitored, maintained and updated regarding policy and compliance.

Timeline: This can be a phased in, multi-year effort combining Day Forward and Back-file conversion efforts with Annual Audits.