Records & Information Management Services

Cadence Group will gather information from key stakeholders in each of your separate business units. Leveraging that knowledge, our team analyzes each of the operating units’ needs and delivers a Findings and Recommendations Report that identifies gaps in best practices, offers a roadmap for execution, and estimates a timeline for completion. Recommendations address areas such as: legal and regulatory requirements, information governance, and program sustainability, technology options, business process improvements, cost reduction and risk mitigation priorities.

We typically start with an assessment to understand current records and information management practices, then build a program foundation and take your team all the way through adoption. A RIM Program Foundation is critical to successful compliance and includes 1) Policy, 2) Records Retention Schedule (RRS) incorporating legal and business requirements, and 3) Guidelines and Procedures that outline physical and eRecords best practices.

Policies will address the latest technology and communication practices such as social media, chat, AI responses, and information in the cloud. We then build on this foundation to ensure a successful implementation of your records management program through communications and formal training (live and/or computer-based), taxonomy and file plans, records and electronic information cleanup, software evaluation (ECM, EDRMS, CSP, RMS, DAM, CMS), offsite storage vendor negotiation, and staffing and support.

Without a clear path, compliance by internal staffers is impossible. A current Records Retention Schedule is a critical component of any records management program. The primary objective of our Records Retention Schedule Development Methodology is to support simplified records retention practices, so that employees can easily use, and management can easily administer the schedule. Our experts can quickly assess and align your schedules to streamline business processes and improve compliance. Learn more about our Records Schedule tool in Compliance Help Desk, which allows you to visualize the related information repositories, custodians, legal citations, and relationships between old and new schedules,

Keeping a legal research team or hiring outside counsel is costly and largely unnecessary. Let our experienced team complete legal and regulatory research and provide legal citations for the U.S. and countries worldwide. Your Records Retention Schedule can then be updated based on best practices in risk mitigation, as well as recent legal and regulatory retention requirements.

Documents and email have a way of accumulating. You want to clean out the obsolete information but need to do it in a compliant manner. Cadence Group offers solutions to help identify and destroy as much eligible records and information as possible, based on risk and retention requirements. Whether you decide to leverage your existing tools or evaluate and purchase a new product, our team can help you manage the process to ensure compliance, a sound information architecture, and a sustainable program.

We utilize our triage methodology, proprietary tools, and understanding of legally defensible destruction strategies to quickly reduce the risk associated with your growing stockpile of physical “records”, electronic documents, and email. Learn more about Compliance Help Desk, one of the tools in our toolbelt.

Whether you need someone to provide customized eLearning modules for records and information management training, in-depth classroom learning opportunities, or one-on-one training, your information workers will gain a theoretical and practical understanding of physical and electronic records and information management. Training programs include: RIM Awareness and Policy, Electronic Records Management and Cleanup, and in-depth Records Coordinator Training will enable your organization to mitigate financial and legal risk, share data and knowledge across the enterprise, comply with laws specific to your industry, and increase employee productivity.

Strong programs are effective when they align with real-world business practices—great RIM programs do not operate in a vacuum but rather in each and every workstation. We understand that each department has their own business processes. We assure that each component of operations aligns with RIM policies. By carefully developing protocols that keep the end user in mind, we assure that they easily become a seamless part of daily operations, driving compliance and delivering increased efficiencies for the organization.

Need to support your staff through the cleanup and implementation of your RIM policies and procedures? Need ongoing records and information management support for your record coordinators and administrative staff? Learn more about Compliance Help Desk.

Whether you need records management leadership or administrative staffing support, Cadence Group can help. Throughout the operational year, you may need different types of RIM skills. We can put together a program that addresses your scalable skill needs so that you invest in the skills you need when you need them. We handle the recruitment of professional personnel to staff the RIM Program office or offer an outsourced RIM Program office that addresses all aspects of a record’s (electronic and physical) life cycle—saving you as much as 30% on the cost of running many business operations.

Keep your programs strong with review and audit programs. We offer annual Records Policy Reviews—a survey of existing business units conducted to solicit changes, additions, or deletions from the existing Records Retention Schedule and RIM policy. We’ll then input changes into the Records Retention Schedule and update the legal citations and retention based on any new legal or regulatory requirements. Additionally, an enterprise-wide RIM audit compliance review makes departments aware of the importance of following the RIM Policy and Procedures. Cadence Group will make comprehensive or random office inspections, analyze the results, summarize the findings, recommend steps toward compliance, develop future audit focus point areas, and support training and cleanup activities.

Cadence Group objectively consults on the selection of information management products, including content services platforms (CSP), enterprise content management (ECM), electronic document and records management systems (EDRMS), records management systems (RMS), digital asset management (DAM), and contract management software (CMS).

We do not sell these products. Instead, we offer an unbiased approach to software evaluation, partnering with you to select the best technology for your environment while fully leveraging your existing systems to control costs. Our consultants lead and facilitate every step of the selection process to help your organization choose the right solution with the greatest return on investment.

As part of our software evaluation process, we gather and prioritize business requirements, aligning them with industry standards and compliance needs. We build comprehensive requests for proposals (RFPs) and identify key vendors to respond. Our team guides both qualitative and quantitative evaluations, supports vendor selection, and oversees implementation, rollout, and training to ensure a smooth transition. We also focus on information lifecycle management, ensuring software supports long-term governance, retention, and compliance for both physical and electronic records.