How Our Release of Information Process Works, Step by Step
Handing over your records requests should not disrupt your business. Here is exactly what happens from the moment a request reaches us to the day the disclosure is logged.
Our Six-Step Process
1. Receive the Request
You forward the request, authorization or subpoena. We log it with its due date.
2. Verify and Validate
We check the requester's identity, the authorization and the scope of records covered.
3. Locate and Prepare
We find the records, review them, apply the required redactions and assemble a complete copy.
4. Release Securely
We deliver the records by a secure method and send any required certification or cover letter.
5. Log and Retain
We record the disclosure in your log and keep it under your retention rules.
6. Invoice and Follow Up
We send an itemized invoice within the correct fee limits and follow up on any pending or deficient requests.
Where Our Four Services Fit In
Every release runs on four services. We verify the authorization before any record is pulled, retrieve the complete chart and redact what the request does not allow, deliver it securely with a tracked trail, and bill within the correct fee limits and deadlines.
How to Prepare
- Send the request or subpoena you have received and its due date
- Tell us where the records are kept: boxes, folders, shared drives or software
- Note any fragile, oversized or confidential material
- Name the system and version if records need to be extracted
- Share any retention requirements and who is authorized to request records
Frequently Asked Questions
How long does a records request take?
Timelines depend on the request and where the records are kept. We work to the due date on the request, and your quote includes an estimated schedule for retrieval and delivery.
Do my documents leave my premises?
They can, or we can work with your records remotely where they are already digital. We agree the approach with you before work begins.
Will my business be disrupted?
No. We take over the request, so your team keeps working. We only ask for the records and the information we need.
How do I get my documents back?
Paper originals are returned or securely shredded as you instruct. Digital records stay in your system or are delivered in an organized format.
Who can access my digital files?
Only the people you approve. Role-based access means each user sees only what their job requires, and every view is logged.
What do I receive after a release?
The released records, any cover letter or certification the request needs, and an entry in your disclosure log.
Can I start small and expand later?
Yes. Many clients start with a single request or a small batch of records and add services as they need them.
Ready to Send Your First Request?
Contact Details
- Document Management Services Inc
- 527 E Rowland Street, Suite 208, Covina, CA 91723
- Phone: 626-521-5828
- Email: DmsCustodian@gmail.com
- Hours: [add opening hours]
Why Request a Quote From Us
- Clear written pricing before any work starts
- Secure, tracked handling of your records
- One team for verification, retrieval, delivery and invoicing
- No-obligation consultation