Records Oversight Program

Reduce costs, shrink risk, and enforce retention with governance-led precision.

Why Pay Rent on Risk?

Unneeded records cost you twice—once in rising storage fees, and again when they create liability in litigation or regulatory reviews. Our governance-led oversight aligns your archives with retention rules, reduces discovery exposure, and cuts costs without touching a single document.

Year after year, storage costs quietly grow—thousands spent to keep boxes you’ll never need. The bigger hidden cost comes when outdated records are pulled into litigation or exams, forcing you to pay for discovery and defend files that should have been destroyed years ago.

Our Records Disposition Oversight Program applies a structured, policy-driven review of your archived inventories—remotely, without accessing document content—to decide what to retain and what to defensibly destroy. The result: lower annual storage bills, reduced long-term liability, and audit-ready documentation that proves compliance.

Records Oversight Program

Why It Matters Now

Every year you delay a structured records review, two things happen: costs rise and risks grow. Our program reduces both—cutting annual storage fees by up to 70% while strengthening your compliance position.

Cost Creep – Storage, retrieval, and destruction fees quietly add up, often costing far more over time than the records are worth.
Compliance Drift – Retention policies may exist on paper, but without enforcement at the box level, gaps emerge between policy and reality.
Litigation Risk – Over-retained records expand the scope of discovery and can introduce damaging, unnecessary evidence.
Avoidable Disruption – You don’t need to digitize or review every document to make progress. Our process delivers results without costly, time-consuming content reviews.

Records Oversight Program

What This Program Does

Our Records Disposition Oversight Program delivers a governance-led review of your offsite, box-level inventories—without scanning a single page—to ensure archived records match what your retention policies and regulatory requirements actually demand.

Every box is mapped to clear, defensible decisions: destroy now or retain with a documented destruction date. All work is performed remotely, with zero document-level access.

Important: This is Not a Storage Service

We don’t store your boxes, and we don’t handle their contents. We bring governance discipline to what’s already in storage—making sure every box in your vendor’s inventory has a defensible reason to be there, and a plan for when it will be destroyed.

While storage vendors rent you space, we reduce the space you need—and the risks you carry—by:

Mapping inventories to your retention rules and regulatory requirements
Providing documented, audit-ready disposition decisions
Cutting ongoing storage fees by eliminating what’s no longer needed
Reducing litigation exposure by shrinking the discovery footprint

The result: A leaner, defensible archive that costs less to maintain and is aligned with both policy and compliance obligations.

Records Oversight Program

The Results You Can Expect

Clarity – Immediate visibility into what’s in storage, why it’s there, and whether it should remain.
Cost Savings – Reduce unneeded boxes and cut annual storage expenses by 30–70% in typical engagements.
Defensibility – Receive documented, audit-ready rationale for every disposition decision—built to withstand board, auditor, or examiner review.
Lower Risk – Shrink the pool of records available for litigation discovery, reducing both legal exposure and processing costs.

How It Works (Our Methodology)

How It Works (Our Methodology)

Our process delivers clear, defensible disposition decisions without disrupting daily operations—and without touching a single document.

Vendor Inventory & Contract Review – Examine box-level inventories and storage/destruction terms to uncover inconsistencies, hidden costs, and improvement opportunities.
Policy Alignment & Box-Level Analysis – Map every box (or logical group) against your retention schedule and regulatory drivers. Provide clear, documented recommendations: destroy now or retain with a destruction date.
Chain-of-Custody Oversight – Review vendor handling and destruction procedures to ensure your process is defensible from storage to final disposition.
Data Classification Checkup – Evaluate your classification policy and suggest refinements to make retention rules practical and enforceable.
Final Oversight Report – Receive a concise, board- and audit-ready report summarizing your inventory, recommended actions, timelines, and an process gaps.

Records Oversight Program

What’s Included in Every Engagement

Every Records Disposition Oversight engagement delivers the same governance-focused deliverables—no surprises, no hidden add-ons:

Remote vendor inventory & contract review
Policy-aligned disposition recommendations with projected destruction dates
Defensible decision documentation for every keep/destroy recommendation
Chain-of-custody oversight review
Data classification policy recommendations
Executive-ready oversight report for leadership, auditors, and examiners

Pricing Tiers & Scope

Minimum engagement: 3 months

All tiers include: Vendor inventory and contract review, policy mapping, disposition recommendations with projected destruction dates, coordination with storage vendors, chain-of-custody oversight, and an executive-ready oversight report.

Tier 1 – $12,500
200–499 boxes | 3 months | ~15 hrs/month (~50 total hrs)

Tier 2 – $21,250
500–1,499 boxes | 4 months | ~20 hrs/month (~85 total hrs)

Tier 3 – $32,500
1,500–4,999 boxes | 5 months | ~25 hrs/month (~130 total hrs)

Tier 4 – Custom Proposal (Starting at $47,500–$70,000+)
5,000–10,000+ boxes | 6–8 months | ~30–35 hrs/month (190–280+ total hrs)
Longer timelines for significantly higher box counts. Over Tier 4 is negotiated based on scope and complexity.

Optional Add-Ons

Bundle & Save: Add two or more options to your engagement and receive a 10% discount on add-on pricing.

Retention Policy Development – $3,500
Create or update a formal policy anchored in regulatory and business requirements, ensuring retention rules are clear, enforceable, and defensible.
Audit-Ready Documentation Pack – $2,000
A tailored narrative of your methodology, decisions, and exceptions, designed to satisfy auditors, examiners, and boards.
Ongoing Oversight – $1,500/month (3-month minimum)
Lightweight monthly governance support to manage rolling cleanups, address new box entries, and maintain retention alignment over time.
Employee Awareness Kit (Video + Quick Guide) – $1,250
A concise, easy-to-deploy enablement package covering classification and retention basics for your staff.

Records Oversight Program

Who Benefits

The Records Disposition Oversight Program is designed for organizations of any size that maintain offsite or onsite archival paper records — from small institutions to complex, multi-location enterprises. If you have boxes in storage, this program can help you reduce cost, shrink your risk footprint, and demonstrate compliance.

Ideal for:

Community banks and credit unions seeking exam-ready retention enforcement and policy adherence proof for auditors and regulators.
SMBs and regulated entities carrying legacy storage with unclear value, aiming to align archives with current retention requirements.
Legal, compliance, and risk leaders who need to narrow discovery scope and ensure defensible destruction decisions are documented.
Enterprises with multi-site storage contracts looking to consolidate vendor inventories, enforce retention schedules at scale, and eliminate redundant archives.
Healthcare providers, insurers, and life sciences organizations bound by HIPAA or similar regulations, with long-term archival requirements and strict privacy mandates.
Utilities, energy companies, and manufacturers with operational records an engineering documentation requiring structured retention oversight.
Educational institutions managing archived student records, administrative files and historical documentation subject to specific retention timelines.
Government agencies and municipalities with large volumes of public records that must balance transparency, compliance, and cost control.

Records Oversight Program

Reduce costs, shrink risk, and enforce retention with governance-led precision.