What to look for in a supplier

Things to consider when looking for an information management specialist.

Do they have relevant accreditations and affiliations?

Are they associated and registered with trade bodies such as PRISM, Society of Archivists and the Records Management Society? Have they been audited for information security and quality management? Have they achieved industry quality standards such as ISO27001?

Are they security conscious?

This will be reflected in their location, their approach to on-site visits, security clearance for staff and clients as well as more formal accreditations like ISO27001. Good information management companies will insist on authorized signatories so that only certain people within your organisation will be allowed access to your information.

Do they care about your business or just about getting your business?

It’s essential that they understand the nature and needs of your business. You need to be sure that, in a crisis, you will have access both to the right information and within the timescale you demand. Their responsiveness could be critical to the integrity of your company.

Are their procedures robust?

Process and procedure is critical for effective Information Management. Don’t be afraid to ask sharp questions about the systems they use to look after their clients’ assets. If the company is good, they won’t mind. Make sure you check their online Records Management system and their service level agreements.

Will you be looked after? Does the company have a dedicated Client Services function?

Will you be given a named person whom you can always contact and who will react swiftly to your demands? Or will you be put through a call centre? Do they offer you a service tailored to your business’s specific needs or do you have to choose an off-the-shelf solution? Check how many years’ experience their staff have and in what industry sectors.