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Part one of this article outlined the initial steps in building a business case for records consolidation.  Recognizing a problem and recommending a solution may seem like very basic steps.  However, the key is being able to articulate those in a meaningful way to other decision makers.  The next steps illustrate how to take those basic steps to the next level.

3.      Demonstrate the return on investment using hard and soft cost savings.

• Multi-service line discounts
• Easier bill tracking and budgeting using flat line pricing
• Negotiate contracts based on accurate quantity
• Assess the number of FTEs needed to locate records
• Spend less time training new staff
• Re-deploy floor space for revenue generating operations
• Accessibility to the legal record
• Knowledge = Security
  • Know where records are located
  • Know who has access to the records and track access
  • Know HIPAA regulations are met
  • Know which records exists
  • Know records are safe from unplanned destruction

4.      Validate your research with examples.

• Thoroughly research new and current vendors’ services and pricing.
• Reach out to the vendor’s customers to learn about their experiences.
• Share customer testimonials with other decision makers.

5.      Know what to do, and what not to do to make sure your message is heard.

• Plan a meeting and an agenda and stick to it so your audience recognizes that you understand the value of their time.
• Consider your audience’s rebuttals in advance, and prepare answers so you’re not caught off guard.
• Make sure all handouts/documents are highly professional.

In summary, the most important point is knowledge is power.  Know where your records are stored at all times.  Know the important information to share with other decision makers.