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Whether you are managing your records operation in-house or outsourcing it, Mattern & Associates will provide recommendations and solutions that are always unbiased and solely in your best interest. Records consulting and off-site records storage Request for Proposals (RFPs) typically include the following Mattern Method™ processes:

Proposals (RFPs) typically include the following Mattern Method™ processes:

  • Develop surveys and conduct interviews to determine end-user satisfaction

  • Provide a Best Practice Personnel and Workflow Analysis to determine the operational efficiency of your in-house operation or current outsourcing vendor

  • Establish and benchmark current in-house or outsourced costs and off-site records storage costs

  • Prepare projected costs comparing both the in-house and outsourcing options

  • Provide RFP Process Management to procure services or software, if required

  • Review technology to determine placement and utilization

  • Provide operational and cost-efficiency recommendations
BENEFITS
  • Develop records policies:

    -Retention schedules and guidelines for all records media

    -Centralized file layouts and systems

  • Develop vendor evaluations for records
    management software such as LegalKey,
    MDY, Trim, Accutrac, etc.

  • Develop vital records and disaster recovery programs

  • Develop records manuals and destruction procedures

  • Provide project management for acquisitions, conversions, etc.
  • Cost savings

  • Time savings in
    vendor selection and contract negotiations

  • More flexible terms and conditions

  • Standardized pricing

Off-site Records Storage:

  • Establish and benchmark current off-site records storage costs

  • Develop strategies: Renegotiate, Closed RFP process (RFP only sent to current vendor), or Open RFP process (RFP sent to multiple vendors)

  • Prepare and distribute RFP and evaluate and summarize responses

  • Develop a scorecard to quantify decision-making process

  • Assist with vendor selection and contract negotiation

  • Assist with the implementation of client and vendor-approved recommendations

  • Conduct invoice reconciliation and approval, performance standard and scorecard monitoring and compliance