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  • All Case Studies, Legal

Adelta Legal: Taking control of archive costs with smarter records management

The background

Adelta Legal manages a significant volume of physical files that need to remain securely stored and accessible throughout their required retention periods.

While the firm had been using Grace for its records management needs for some time, an opportunity emerged to make better use of the tools already available through Grace to improve archive management, identify records eligible for destruction and reduce unnecessary storage costs.

Over time, Adelta Legal had fallen behind in reviewing and destroying files that had reached the end of their required retention period.

Without an effective process for managing the archive, the firm was continuing to pay storage costs for records that were eligible for destruction. The existing approach also made it difficult to clearly identify carton contents and determine which records could be securely disposed of.

Although Grace’s online tools and reporting capabilities were already available, the firm wasn’t taking full advantage of them.

Adelta Legal began making greater use of Grace’s broader records management capabilities, including:

  • Secure archive storage.
  • Onsite secure destruction.
  • Secure destruction bins.
  • Archive cartons and barcode labels.
  • Grace Gateway for managing and tracking stored records.
  • Reporting and Excel export functionality to support archive reviews and destruction planning.
  • Additional carton-level information to make individual files easier to identify and retrieve.

By exploring the reporting and information available through Gateway, Adelta Legal was able to start developing a more effective internal process for managing its archive and identifying records that no longer needed to remain in storage.

Rather than introducing an entirely new system, the improvement came from better utilising the functionality already available through Grace.

Adelta Legal now has greater visibility and control over its archive, helping the firm manage records more efficiently throughout their lifecycle.

The improvements have included:

  • Reduced storage costs by identifying and destroying unnecessary files.
  • Better visibility of carton contents and destruction eligibility.
  • Faster identification and retrieval of individual files when required.
  • Improved reporting through Gateway and Excel exports.
  • A more structured approach to ongoing archive management.
  • Easier management of records from storage through to secure destruction.

While Adelta Legal continues to refine its internal processes, Gateway provides the information and functionality needed to keep its archive organised and running smoothly.

The transition to Grace Gateway initially represented a change for the team, but familiarity with the platform has demonstrated the benefits of its additional functionality.

Grace has also continued to support Adelta Legal as its processes evolve, with Alicia highlighting the responsiveness of the team and, in particular, the timely support provided by Stuart.

“The Grace portal can assist with many different reporting functions and being able to export to Excel. We are still improving our processes on our end, but the Grace site has everything we need to keep things running smoothly. Using the additional information that we can enter on a carton record is making it quicker for us to find a file to bring back when needed. We have also saved money on storage of unnecessary files. We have had a great experience, particularly with Stuart, who always responds in a timely manner. For other organisations considering Grace – go for it.”

Alicia Smith, Secretary, Adelta Legal

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