Managing public records and long-term data retention shouldn’t feel like a manual, never-ending cleanup project. The Evaluation Checklist: Records Management is a straightforward tool designed to help you move from “keeping everything forever” to a defensible, automated program that works across your modern collaboration platforms.

This checklist is a perfect pre-RFX supplement, providing objective criteria to use during market research or as a lead-in to a formal solicitation. It helps you define exactly what “better” looks like, whether that’s faster FOIA response times, reduced storage costs, or audit-ready disposition, before you commit to a specific vendor or solution.

Why This Matters for Your Organization

• Define Real Outcomes: Move beyond technical features and focus on mission impact, such as reducing the manual workload of public records requests and legal holds.

• Identify Performance Gaps: Use the structured checklist to see if your current tools provide the precision and reporting you need, or if you’ve outgrown your built-in controls.

• Spot Implementation Red Flags: Learn to recognize warning signs, like solutions that treat cost control as a manual project or archiving methods that break your ability to search for records.

• Control Your Data Lifecycle: Gain a clear framework for moving content to lower-cost tiers automatically, ensuring your storage growth doesn’t become a budget crisis.

This checklist is designed for Records and Compliance Officers tasked with modernizing a legacy program, IT and Data leaders managing storage and sprawl, and Procurement Teams looking for objective requirements to shape an upcoming solicitation.