In-House Vs. Outsourced Record Retrieval Department

Nov 29 2013 | posted by LORR Team

Record retrieval comprises a large part of any law firm’s day-to-day work; whether they’re medical, payroll, or personnel records, they are all needed in some manner for almost every type of case. But these records aren’t easy to come by, and they entail a great deal of complicated paperwork, authorizations, and other requirements in order to obtain them. Because of this, many firms struggle with the decision to either handle their record retrieval needs in-house or to outsource them to a professional record retrieval department. Whether you should choose an in-house or outsourced record retrieval department depends on your firm, its budget, and its overall needs. If you are currently debating about which option to choose, here are a few factors to consider before making a decision:

  • Overhead costs – An in-house record retrieval department has significantly higher overhead costs than an outsourced one. You are required to pay your staff members a salary, cover their medical benefits, contribute to their 401K, and pay for any other employee benefits they may receive. You also need to cover the costs of their office: electricity, furniture, computers, fax machines, and office supplies like paper, ink and toner. With an outsourced retrieval department you only have to pay a flat fee for your records, eliminating the costs of labor, office space and supplies, and any other outside expenses that are incurred when running an in-house department.
  • Your timeframe – An in-house record retrieval department is often much slower than an outsourced one. The employees have many tasks to tend to, forcing them to divide their attention between records retrieval and their other work projects, creating the potential for your record needs to be neglected. And because they are not trained specifically in records retrieval, your in-house employees may not be as skilled in the area as they need to be. Records retrieval is highly complicated, and each type of record requires a different process in order to obtain the correct documents. Many in-house records department consists of paralegals, assistants, or secretaries, all of whom aren’t experienced enough in records retrieval to do the job properly. With an outsourced department, this issue is avoided. Your records needs are placed it the hands of professionals who have years of experience and know the ins and outs of every process. Because of this, you’re able to get your records faster and with less hassle, and your employees are able to focus their attentions on the tasks they are based trained to perform.
  • Your firm’s needs – Using your current employees to run an in-house record retrieval department wastes their talents and takes them away from more productive tasks they could be devoting themselves to. Their time is better used to serve your clients, perform research, and help you build your case. If you outsource, your team is free to engage in any number of tasks you require of them, such as marketing and helping you build up your client base, or connecting with current customers and ensuring that their needs are being met. And while they’re working hard in your office, the outsourced department you choose is working in the background, processing your records requests and ensuring that you get the documents you need in a timely fashion.

The professional staff at LORR is trained and experienced in legal record retrieval of all manners, and their attention is dedicated solely to the processes involved in this area of the legal field. If you are ready to save on costs and time while freeing up your staff for other, more important tasks, consider using an outsourced record retrieval department like LORR. Contact us today to learn more.

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