Records retrieval is one of the most critical components of the discovery process. When you outsource your legal records retrieval, you can spend more time focusing and working on case strategy for your clients. Choosing the right records retrieval provider for your firm can be a challenge. It is important to find a reputable provider that you can trust because choosing the wrong provider can result in lost time, overspending and a damaged client relationship. What questions should you ask when looking for your records retrieval provider?
- Is the staff experienced and knowledgeable? When researching a vendor, ask what their training program entails and what experience level does their staff have? You should partner with a firm that has been in the legal industry for at least 5 years or more. You also want to make sure that the individuals handling your requests have a thorough understanding of the state and federal regulations regarding all types of legal records. For example, the staff should be 100% HIPAA compliant.
- Is the provider reliable and timely? In order to be of use to your legal practice, the records retrieval team must actively work to avoid any issues that may delay the record request. If a problem does arise, the staff should be able to promptly resolve the issue so that you do not miss a deadline. You do not want to have to put a case on hold because you are waiting for legal records. Ask the company what their average turnaround is. You want to work with a team with an average turnaround of less than 30 days. Also, check if they provide expedited delivery upon request.
- What is their capacity? While the business world often deems bigger to be better, that is not always the case for records retrieval. You need to be confident that the vendor can handle your firm’s volume of requests; however, you shouldn’t judge their ability by the company’s size. Size doesn’t determine the company’s capacity, their workflow does. For example, one experienced staff member can successfully handle many more requests than an entire team of untrained, inexperienced workers. When researching vendors, ask about their retrieval process and how they handle the volume of requests. Don’t simply choose a company based on their number of offices, employees or requests.
- What do they charge? Typically, records retrieval providers charge similar rates. Research rates from a variety of companies to ensure that you are receiving a fair deal. In the records retrieval industry, many firms offer clients a discount for large volumes of requests. However, be cautious of any companies that offer a “too good to be true” price cut. You could be sacrificing the quality of the service for the lower cost. Don’t be afraid to be upfront with your questions about pricing, and the right firm should be upfront with its answers.
Records retrieval is a detailed task that should only be done by experienced, dedicated professionals. Hiring a provider that can deliver results is essential to the success of your cases. Don’t just look for a provider, look for a partner. At O’Brien and Bails, our records retrieval team has the experience to get our clients the records they need when they need them. If you are interested in our records retrieval services, contact us today at https://www.obrienandbails.com/contact-michigan-court-reporting-service/.