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• Policy Development
• Retention Rules
• Technology
Evaluation and Deployment
• Program Assessment
• Program Implementation
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Sound
policies are the cornerstones of any compliant information
management program.
IMS consultants develop client-specific policies for: information
ownership, records retention, e-mail use, records disposition,
destruction suspension, Internet use, electronic records,
and trustworthy systems. Be assured that your program provides
the guidelines your
staff needs, the auditors want and litigators must have.
IMS
was asked to develop policies for the retention of e-mail
at a Fortune 500 multi-national
company. Using a functional
approach to retention, we were able to develop a set of
rules that were easy to use. These rules were embedded into
the e-mail system
and every e-mail in the company was saved with a retention
period. IMS is particularly proud to have been on the cutting
edge of the
e-mail retention problem in the mid-1990s.
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IMS develops legally compliant
retention rules. We know the records you should be
keeping and how long to keep them. We also know the risk
that records create
if they are not kept for the correct period of time
or are not disposed of when they are no longer useful.
Our clients are confident
about their retention rules after we have reviewed
the 15,000 legal requirements for records retention.
A
large private company had to spend millions producing
documents for an investigation. Realizing that much
of costs centered on having too many copies of the
same records,
IMS was brought in as the “architect and builder” for
a records management program. During program implementation,
over
40% of the company’s records could be disposed
of and ongoing maintenance for duplicate records was
eliminated. This led to a significant reduction in
the company’s
litigation costs.
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All
records are not created equal. We team with you to
select the most appropriate information management
technology,
then work
closely with you to deploy that technology. When it's
appropriate, we’re
not afraid to say that technology isn’t the answer.
Be secure in the knowledge that you are creating trustworthy
electronic
records and
that they are retrievable.
When
you have to track over 400,000 files across 10 offices
it is important to select the correct technology.
For a major law firm, IMS consultants developed functional
specifications for a new system, helped select the system
and worked
side-by-side with the client during the deployment
of the system. Considerable effort went into making changes
to the new system
that will enable the client to use document management
and imaging technology in the near future.
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IMS consultants
evaluate the components and resources of your current
records management program. Knowing what it will take
to achieve industry best
practices and having a roadmap to get there is one
of IMS’ services
that our clients value the most. Appropriate resources
are often secured based on these assessments.
A
financial services firm used IMS to assess their compliance
with stringent SEC regulations and industry best practices.
Not only did IMS address areas where the company’s technology
was out of compliance, but we also proposed options for reaching
compliance with numerous budget and timeframe constraints. With
IMS’ assistance, this company is now in full
compliance with government requirements and industry
best practices.
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We team with
you to evaluate priorities and to work with available
resources. Not only do we develop workable implementation
plans, but we
are also there to monitor progress and make adjustments
as priorities
shift. Our thirty years' experience helps
our clients to foresee potential problems before they
occur.
A
manufacturing client had over 30 databases for tracking
their records. After helping them select a new software
tool, IMS worked with them to convert these databases
into one seamless system. This effort took over a year and
involved a
significant amount of data cleanup. Not only did IMS
develop the implementation
plan, but we were able to train the client’s staff
to do a large amount of the data cleanup work. As a result
of this
effort, the client was able to substantially reduce head
count and at the
same time improve both the quality and quantity of their services.
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As in any company that does well,
a major factor in the IMS success story is Our
Staff.
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