Problem

A mission-driven organization needed to modernize its records management program to improve operational efficiency and meet stringent federal compliance requirements. The existing system was outdated, disorganized, and lacked alignment with digital tools and retention policies, creating barriers to effective information governance.

Solution

The organization partnered with Cadence Group, leveraging their Compliance Help Desk (CHD) platform to execute much of the project virtually—minimizing disruption and reducing costs. Integrated with Microsoft 365, the CHD provided a familiar, user-friendly interface for collaboration. Cadence Group delivered a comprehensive suite of tailored solutions, including a records retention schedule, future-state taxonomy, standardized procedures, naming conventions, and file plans for shared repositories. They also provided onsite support to address physical records—removing outdated files, transferring long-term records to NARA, and digitizing remaining originals.

Outcome

The transformation was significant. Staff found the new file structure intuitive and efficient, with seamless alignment to the retention schedule and readiness for Microsoft 365 Purview retention labels. The physical records cleanup freed up valuable space and reinforced compliance. The organization emerged with a modern, sustainable records management program that not only met federal requirements but also empowered staff to manage information with clarity, confidence, and long-term efficiency.