The operating model
Who does what, and how long it takes.
Assess, set up, run. The first is two weeks, the second is usually six to twelve, and the third is the part that lasts.
The division of labour
What we do, and what stays yours.
Written out plainly, because the usual reason an outsourced function disappoints is that this was never agreed.
| Provelis | You | |
|---|---|---|
| Deciding the index | We propose it from what we find, and we run it | You approve it. It is your practice's language, not ours |
| Capturing documents | We capture from paper, email and your systems | You keep sending documents where you always have |
| Filing | We file everything, every day | Nothing |
| Retrieval | We find and produce it, usually the same day | You ask, in whatever way suits you |
| Deciding who may see what | We configure and maintain it | You decide the rules |
| Retention and destruction | We show you what you hold and what has happened to it | You decide what may be destroyed, with your attorney |
| Approvals and sign-offs | Your controller runs the process and records the outcome | You approve. The decisions stay yours |
Nothing in this table changes without a written variation to the service agreement.
Setting up
Six to twelve weeks, in four moves.
Design
Document types, index fields, naming and access rules agreed and written down.
Build
The repository configured, capture set up, and permissions matched to your rules.
Back-file
Existing documents captured and indexed, in an order we agree so the most needed material comes first.
Handover
Your people shown how to ask for things, and the controller starts running it.
Running
What a month looks like.
Documents arrive as they always did. Your controller captures, classifies and files them, usually within a working day, and handles retrieval requests as they come.
Once a month you get a short report: what came in, what was retrieved, what is outstanding, and anything that looks wrong. Once a quarter we sit down and look at whether the index still fits how you work.
- A named controller, and a named second person.
- Retrieval requests answered the same working day in normal cases.
- A monthly report you can put in front of a board or an auditor.
- A quarterly review of the index and the exceptions.
The partnership
Provelis is delivered by Zuzani Group and runs on the SmartImage platform. Zuzani contracts the service, SmartImage licenses the software, and you deal with one team.
Start here
Find out what you actually hold.
Two weeks, a fixed price, and three things you keep: a register of your documents, a list of what you cannot produce, and a costed plan to put it right.
Book an assessment