Service Offerings
The RIC Blueprint to Success is designed to provide comprehensive records management solutions to help you succeed in managing your information in an efficient, cost effective and compliant manner.
Our Blueprint to Success services are most effective when combined, however, based upon your unique needs, each can be offered individually.
Our proven method is currently yielding an average savings of 39%
Core Services:
INFORMATION EVALUATION
RIC’s unbiased, evidence-based assessment and detailed analysis will transform all data into benchmarks and actionable metrics to inform the development of a Request for Proposal (RFP) strategy.
1. Contract Reviews
2. Historical Spend Review
3. Spend Patterns
4. Billing Analysis
5. Data Analytics
INFORMATION EVALUATION
RIC’s unbiased, evidence-based assessment and detailed analysis will transform all data into benchmarks and actionable metrics to inform the development of a Request for Proposal (RFP) strategy.
1. Contract Reviews
2. Historical Spend Review
3. Spend Patterns
4. Billing Analysis
5. Data Analytics
INVENTORY INVESTIGATION
RIC will do a deep-dive analysis of your Records Information Management (RIM) program to find opportunities for operational efficiencies and cost savings, ensuring 100% accountability for accuracy of your records inventory. By using RIC’s proprietary process, our team will identify deficiencies and shortcomings as well as solutions to achieve full accountability of all documents in storage
1. Department Ownership
How many records in storage do not have any department ownership or are improperly categorized
2. Inventory Descriptions
How many records in inventory do not have accurate descriptions of the contents of each box ?
3. Size
How many different box sizes are in storage and what are their cubic feet sizes?
4. Destruction Eligibility
How many records in storage do not have an eligible destruction date?
INVENTORY INVESTIGATION
RIC will do a deep-dive analysis of your Records Information Management (RIM) program to find opportunities for operational efficiencies and cost savings, ensuring 100% accountability for accuracy of your records inventory. By using RIC’s proprietary process, our team will identify deficiencies and shortcomings as well as solutions to achieve full accountability of all documents in storage
1. Department Ownership
How many records in storage do not have any department ownership or are improperly categorized
2. Inventory Descriptions
How many records in inventory do not have accurate descriptions of the contents of each box ?
3. Size
How many different box sizes are in storage and what are their cubic feet sizes?
4. Destruction Eligibility
How many records in storage do not have an eligible destruction date?
REQUEST FOR PROPOSAL
RIC will conduct a Request for Proposal (RFP) process on the client’s behalf to vet vendor proposals, ensuring that each RIM program is presented with the most favorable contract terms and pricing. Each RFP is tailored to your specific industry and culminates in a comprehensive 40-page document outlining your records management needs.
1. Develop and Finalize RIM Strategy for the RFP
2. Negotiate New Agreement with Current Vendor
3. Identify/Evaluate Alternative Vendors
4. Conduct Request for Proposal (RFP)
5. Analyze Results and Make Recommendations
6. Implementation
REQUEST FOR PROPOSAL
RIC will conduct a Request for Proposal (RFP) process on the client’s behalf to vet vendor proposals, ensuring that each RIM program is presented with the most favorable contract terms and pricing. Each RFP is tailored to your specific industry and culminates in a comprehensive 40-page document outlining your records management needs.
1. Develop and Finalize RIM Strategy for the RFP
2. Negotiate New Agreement with Current Vendor
3. Identify/Evaluate Alternative Vendors
4. Conduct Request for Proposal (RFP)
5. Analyze Results and Make Recommendations
6. Implementation
Ancillary Services:
CUSTOMIZED PROCEDURE DEVELOPMENT
RIC will establish uniform procedures, tailored to your organization, in order to mitigate risk while ensuring standardization, efficiency, and compliance. Continue with help to ensure 100% accountability and findability for your Records and Information Governance program.
1. Establish standard records management processes for all departments going forward.
2. Design a comprehensive records management procedure manual for file or box level end users.
3. Ensure that the procedure manual gives proper guidance throughout the complete records storage life-cycle so
that every department has ease-of-access to retrieve, re-file, and destroy records from secure storage.
CUSTOMIZED PROCEDURE DEVELOPMENT
RIC will establish uniform procedures, tailored to your organization, in order to mitigate risk while ensuring standardization, efficiency, and compliance. Continue with help to ensure 100% accountability and findability for your Records and Information Governance program.
1. Establish standard records management processes for all departments going forward.
2. Design a comprehensive records management procedure manual for file or box level end users.
3. Ensure that the procedure manual gives proper guidance throughout the complete records storage life-cycle so
that every department has ease-of-access to retrieve, re-file, and destroy records from secure storage.
SITE ASSESSMENT
RIC will perform an on-site assessment of your organization’s current practices
and identify opportunities for improvement. The Site Assessment is laserfocused
on your industry’s requirements as to how the following is handled.
1. How are records currently stored?
On-site // Off-site // Both on- and off-site // Other
2. Is record information stored for ease-of-reference and findability?
Review how records are cataloged and indexed or Review the metadata capture to ensure consistency throughout the entire records inventory
3. Ease of secure access to records
Evaluate tools or applications used to retrieve records
4. Locate current contracts and invoices
5. In-depth analysis of the intricacies and inefficiencies of your current RIM program
SITE ASSESSMENT
RIC will perform an on-site assessment of your organization’s current practices
and identify opportunities for improvement. The Site Assessment is laserfocused
on your industry’s requirements as to how the following is handled.
1. How are records currently stored?
On-site // Off-site // Both on- and off-site // Other
2. Is record information stored for ease-of-reference and findability?
Review how records are cataloged and indexed or Review the metadata capture to ensure consistency throughout the entire records inventory
3. Ease of secure access to records
Evaluate tools or applications used to retrieve records
4. Locate current contracts and invoices
5. In-depth analysis of the intricacies and inefficiencies of your current RIM program
TRANSITION SUPPORT
If you choose to switch vendors, RIC will work to transition your Records Information Management (RIM) program to the most favorable vendor option, ensuring 100% accountability and increasing your team’s bandwidth - leaving you to focus on dayto-
day responsibilities.
1. Managment
Overall project management
2. Review of Metadata
Complete review of existing metadata for all records in storage, inclusive of multiple databases
3. Plan
Develop plan so a precision transition all records are 100% accounted-for and compliant
4. Manage Vendor
Manage vendors to ensure the work is done correctly and is compliant according to new contract
5. Database Building
Use critical information to inform the database-build and creation of a metadata schema for all records
TRANSITION SUPPORT
If you choose to switch vendors, RIC will work to transition your Records Information Management (RIM) program to the most favorable vendor option, ensuring 100% accountability and increasing your team’s bandwidth - leaving you to focus on dayto-
day responsibilities.
1. Managment
Overall project management
2. Review of Metadata
Complete review of existing metadata for all records in storage, inclusive of multiple databases
3. Plan
Develop plan so a precision transition all records are 100% accounted-for and compliant
4. Manage Vendor
Manage vendors to ensure the work is done correctly and is compliant according to new contract
5. Database Building
Use critical information to inform the database-build and creation of a metadata schema for all records
ONGOING MANAGEMENT & ADVISORY
Ensure that your RIM program is continually functioning at optimum efficiency, compliance, and cost effectiveness with
RIC’s ongoing management services.
1. Continuous monitoring of vendor and compliance to
requirements and contract
2. Issue new and/or updated instructions and operating
procedures as needed
3. Monthly, quarterly, or semi-annually - analyze invoices to contract pricing for all locations
4. When errors occur, we will submit our findings and work to
resolve discrepancies
ONGOING MANAGEMENT & ADVISORY
Ensure that your RIM program is continually functioning at optimum efficiency, compliance, and cost effectiveness with
RIC’s ongoing management services.
1. Continuous monitoring of vendor and compliance to
requirements and contract
2. Issue new and/or updated instructions and operating
procedures as needed
3. Monthly, quarterly, or semi-annually - analyze invoices to contract pricing for all locations
4. When errors occur, we will submit our findings and work to
resolve discrepancies
