Set Up Right. Ready for Audit
Records management isn't a feature — it's a posture your agency operates from every day. We set up the foundation: taxonomy, classification, retention rules, governance documentation. The records environment your team uses tomorrow is structured for the audit that may come a year from now. Configured inside the Microsoft 365 tenant you already own.
An unstructured records environment becomes a classified, retention-tagged foundation — set up to hold under audit.
Five Steps. One Records Environment
What it takes to set up an agency's records environment the right way, from auditing what exists today to achieving the audit-ready posture your team needs tomorrow.
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Audit
We catalog what records exist today — by type, department, and current location.
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Classify
Records are organized into a taxonomy your staff can navigate without training.
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Set Retention
Retention rules are applied to each record class, aligned to your agency's obligations.
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Document Governance
Roles, permissions, and approval paths written down — so the system survives staff turnover.
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Audit-Ready
Your records environment can produce the answers an auditor would ask for, on request.
The Day a Records Request Arrives
Public records requests, audit notices, and compliance reviews don't give notice. The environment your records sit in determines what happens next.
Undocumented
Records scattered across folders nobody updated. Retention rules in someone's head. Staff scramble to compile a response. The clock is the enemy.
Structured
Records classified to a taxonomy your staff know. Retention rules documented and applied. Response compiled from a system designed for the question.
When the Question Gets Asked
If someone asks who approved a payment, can we actually show it?
In this agency's case, yes — because approval became a required step rather than a habit. Before, physical purchase orders moved by hand and payments to local contractors and businesses slipped through the cracks. Now department heads receive a notification when an invoice is received, and a department head has to approve that invoice digitally before Accounts Payable generates a payment. The approvals, documents, and signatures are organized in one secure, cloud-based place. Watch the agency describe the process they run today.
We have to retain payroll records for years. Does going digital change that?
It does not change what you have to keep. It changes what keeping it costs you. A district told us its paper time cards had to be stored for extended periods for payroll calculation, and that hundreds of cards had turned into thousands, with individual cards regularly misplaced. We converted their paper time cards and records into digital files and built digital time cards inside the Microsoft apps they already owned. Watch the district describe the administrative burden that lifted.
Trust & Security
The physical side of compliance, including a secure facility, vetted staff, certified destruction, and tracked transport, is documented in full on our Trust & Security page.
Records Environment Set Up for Audit?
Every engagement begins with an assessment. We learn what your records environment looks like today and what setting it up properly would actually take.
Request a Free Assessment