Record retrieval may seem like a small part of the litigation process, but because many records carry crucial evidence, choosing the right provider could mean the difference between winning and losing a case.

Ensuring that you are choosing a professional who can not only get you the records you need, but one who can go through the process successfully will make a difference in the quality and quantity of records you are able to acquire.

So, what makes a good records retrieval provider? It can depend on a lot of factors, but here are five of the main qualities to keep in mind:

Experience and Reputation

How long have they been in business and what types of records do they have experience with? Chances are that if they’ve just opened up shop, they may still be working through some process kinks which could negatively affect how quickly or accurately you receive your records. A great way to do some quick research on their experience level and reputation is to look for testimonials or online ratings. In most cases, the more reliable providers are the ones who have been operating for more than one year and have a handful of testimonials.

Reliability and Timeliness

Are they transparent about the process and how long it will take to collect records? Understanding what kind of time-frame you will be working with can help you plan the rest of your case evidence. Additionally, it’s nice to know exactly what steps they will go through in order to get you your records. Some providers, like T-Scan, put their process directly on their website.

Confidentiality

It is incredibly important to ensure that whoever is collecting, storing and handling your records, that they take confidentiality seriously – and that comes by way of compliance certifications (like HIPAA), confidentiality agreements, controlled storage and access, and data encryption. When researching firms, check their website or ask what kinds of safety processes they have in place.

Dedication

How many people will be working on your records and how many records do they collect in a month? Don’t be fooled by thinking that a large firm with multiple offices will be able to turn your records around faster than a small one. Size doesn’t always matter for record retrieval – for instance, one knowledgeable person will be more successful with multiple requests, than an entire team of untrained, inexperienced individuals. Seek out a firm that will provide you with the right amount of information and communication that you demand, so that you can feel comfortable and trust the process.

Are they cool?

If you’re staying busy and taking on lots of cases, chances are you’ll need a partner who can help you regularly collect records. Picking someone you actually like can make a huge difference. When you have a partner who acts more as an extension of your team, you know that they’ll always have your best interest in mind. And hey, perhaps afterwards you can get together and grab a drink.