Enforce Retention Schedules, Audit File Plans,
Without Drowning in Metadata Tagging.
Offload taxonomy indexing, document ingestion, records retention schedule audits, legal hold tracking, FOIA/DSAR redacting, and ECM repository maintenance across OpenText, Laserfiche, SharePoint, and Iron Mountain. Supervised by a Dedicated Project Manager for free. Pay strictly for productive hours worked ($6–$7/hr).
Information Governance Desk
Supervised by Free Project Manager
Digitization, OCR & Metadata Tagging
Ingesting legacy batch scans, running OCR cleanup, applying Dublin Core and ISO 15489 schema, and assigning security classifications.
Retention Audits & Legal Hold Custody
Cross-referencing record retention schedules (RRS), tracking custodian acknowledgement logs, and generating defused disposition certificates.
FOIA, DSAR & Repository Maintenance
Executing search strings for public record requests, applying PII redactions, maintaining box inventories for offsite storage, and purging ROT data.
Trusted By Certified Records Managers, Archivists & Compliance Heads
"We faced a 3-year backlog of scanned building permits, board resolutions, and deeds needing OCR review and metadata indexing in Laserfiche. Our Sagedoer VA indexed over 18,000 files in four months, correctly applying retention classifications and disposition dates with flawless precision."
"Managing HIPAA record retention rules and defensing legal holds across five regional hospitals was burning out our compliance team. Having a dedicated VA audit SharePoint metadata and cross-check Iron Mountain box inventories at $6/hr with a dedicated project manager is unmatched."
"We had terabytes of Redundant, Obsolete, and Trivial (ROT) data across OpenText Content Server and network drives. Sagedoer's virtual assistant helped build our master file plan, audited folder permissions, and ensured 10-year post-completion retention rules were strictly enforced."
"When litigation hits, tracking custodian acknowledgements and preserving specific email repositories is intense. Our VA logs legal hold custodians, tracks responsive records in Logikcull, and verifies Certificates of Destruction before anything leaves offsite warehousing."
"We faced a 3-year backlog of scanned building permits, board resolutions, and deeds needing OCR review and metadata indexing in Laserfiche. Our Sagedoer VA indexed over 18,000 files in four months, correctly applying retention classifications and disposition dates with flawless precision."
"Managing HIPAA record retention rules and defensing legal holds across five regional hospitals was burning out our compliance team. Having a dedicated VA audit SharePoint metadata and cross-check Iron Mountain box inventories at $6/hr with a dedicated project manager is unmatched."
How Sagedoer Manages Your Records & Governance Operations
Stop sacrificing policy formulation and compliance audits to perform repetitive document tagging and box audits. Our managed 4-phase workflow keeps your records lifecycle compliant and secure.
Submit Requirements
Share your specific program scope: your ECM platform (Laserfiche, SharePoint, OpenText), retention schedule (RRS), taxonomy structures, and weekly document volumes.
Finalise the Deal
Your dedicated project manager connects with you to review your file plans, configure encrypted access via 1Password, and set strict quality assurance metrics.
Expert Execution
Your project manager oversees daily records operations—verifying metadata fields, auditing retention expiration queues, tracking legal holds, and logging certificates.
Pay Only for Output
We log and invoice exclusively for your virtual assistant's actual productive hours. Your dedicated project manager's oversight is completely free.
Facing a scanning backlog, impending regulatory audit, or ROT data cleanup?
Deploy a pre-trained records management virtual assistant to your team within 24 to 48 hours.
Full-Lifecycle Information Governance & Archive Support
Our specialized records management virtual assistants possess deep technical proficiency in industry standards like ISO 15489, ARMA GARP, DoD 5015.02, and Dublin Core.
Taxonomy, Indexing & Metadata Tagging
Eliminate document misfiling and lost files. Your VA applies uniform file naming conventions, controlled vocabularies, and standardized metadata fields across your ECM.
- Applying Dublin Core and organizational file classification schemas
- Indexing batch OCR scans, document dates, author tags, and record series IDs
- Normalizing electronic folder structures in SharePoint, Laserfiche, or OpenText
Retention Schedule (RRS) & Disposition Tracking
Ensure regulatory compliance by monitoring records throughout their statutory lifecycles and executing defensible, auditable disposal protocols.
- Auditing records against statutory retention schedules (IRS, HIPAA, OSHA)
- Compiling destruction eligibility batches for department head review
- Archiving signed Certificates of Destruction for permanent audit defense
Legal Hold Administration & Custodian Logs
Prevent spoliation sanctions during active litigation or government investigations with structured legal hold coordination and custodian tracking.
- Dispatching hold notices and tracking signed custodian acknowledgements
- Tagging suspended destruction rules in ECM repositories to prevent deletion
- Maintaining chain of custody documentation for electronic and physical records
FOIA, Public Records & DSAR Fulfillment
Accelerate response turnarounds for Freedom of Information Act (FOIA), state sunshine laws, and GDPR/CCPA Data Subject Access Requests.
- Executing complex Boolean keyword search queries across document repositories
- Applying digital redactions for SSNs, PII, and privileged business data
- Packaging responsive document bundles and calculating search fee logs
Physical Offsite Inventory Reconciliation
Keep commercial storage costs under tight control by reconciling box inventories, barcode logs, and destruction authorizations.
- Reconciling Iron Mountain, Access, and OASIS warehouse barcode inventories
- Tracking file intake, box indexing, carton retrievals, and refiles
- Auditing monthly vendor storage invoices against active box inventories
ROT Data Cleanup & Access Security Audits
Safeguard your organization from cyber risk and data sprawl by identifying and purging Redundant, Obsolete, and Trivial information.
- Scanning network shares for duplicate files, old drafts, and orphaned folders
- Auditing user permissions and folder access rights against corporate policy
- Creating clean, searchable data inventories ahead of cloud migrations
Enterprise Content & Records Systems We Operate
Our virtual assistants are trained across leading ECM platforms, cloud repositories, e-discovery tools, and physical storage portal interfaces.
Using FileNet, iManage, NetDocuments, Alfresco, DocuWare, or bespoke legacy SQL records vaults? We train and configure your virtual assistant to your exact tech stack at zero additional cost.
Generic Freelance Platforms vs. Sagedoer
See why Certified Records Managers, compliance officers, and municipal archivists choose Sagedoer’s managed operational framework over unvetted generic freelancers.
| Evaluation Factor | Traditional Platforms | THE SMART CHOICE: Sagedoer |
|---|---|---|
| Platform & Management Fees |
Up to 40% hidden markups
Subscription fees, contract buyout penalties, currency conversion add-ons, and payment processing cuts. |
0% Hidden Fees
Pay strictly for hours worked. Dedicated project manager included for free. |
| Daily Team Management |
You must supervise & micromanage
You waste hours checking timesheets, training on ISO schemas, and validating daily indexing logs. |
Dedicated Project Manager
Acts as your single point of contact, ensuring metadata schemas are followed and tasks delivered on time. |
| Quality Assurance |
Hit-or-miss freelancers
Contractors with unverified resumes who do not understand legal holds, disposition, or retention triggers. |
Internally Vetted Specialists
Trained records virtual assistants familiar with SharePoint Purview, Laserfiche, OpenText, and PDF/A standards. |
| Hiring & Deployment Speed |
Weeks of interviewing & screening
Dozens of candidate interviews while your scanning backlogs and retention compliance deadlines mount. |
Instant Delegation
We match and deploy a trained records management assistant ready to start in 24 to 48 hours. |
| Billing & Invoicing |
Complex, fragmented billing
Multiple invoices, erratic hourly creep, and international transaction surcharges. |
Simple Centralised USD Invoicing
One clean, transparent weekly invoice based exclusively on productive hours worked. |
| Staff Turnover & Replacements |
Start over from square one
If a freelancer quits during a critical archive migration, your file plans and audits stall completely. |
Seamless Internal Replacements
Zero downtime. Your PM maintains your exact indexing manual and steps in with trained backup immediately. |
Simple, Transparent Pay-As-You-Go Pricing
Scale your information governance operations without payroll burdens, health insurance overhead, or long-term commitments. Pay strictly for productive hours worked.
Part-Time
Ideal for records managers needing 4 hours daily to handle recurring batch indexing, warehouse box audits, legal hold notice logging, and retention queries.
Est. $560 USD / Month (4 Weeks)
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision & QA audits
- Zero setup or onboarding fees
- No monthly membership charges
- Centralised weekly time-tracking logs
Full-Time
A dedicated information governance coordinator managing your full lifecycle: legacy digitizations, taxonomy tagging, FOIA redactions, ROT purges, and RRS enforcement.
Est. $960 USD / Month (4 Weeks)
- Lowest hourly rate ($6 / hour)
- Dedicated Project Manager included for free
- Free management supervision & priority turnaround
- Zero setup, recruiting, or onboarding fees
- No monthly platform fees or lock-in contracts
- Seamless internal redundancy with zero workflow disruption
Frequently Asked Questions
Realistic questions records managers, compliance directors, and municipal archivists ask before onboarding a managed virtual assistant.
Eliminate Scanning Backlogs & Enforce Clean Records Governance
Tell us about your document repositories (Laserfiche, SharePoint, OpenText), physical warehouse inventories (Iron Mountain, Access), and immediate compliance goals. Your Dedicated Project Manager will respond promptly with a tailored execution plan.
Submit Your Records Management Requirements
Specify your current ECM software (SharePoint, Laserfiche, OpenText), physical offsite storage volume, and required assistant weekly hours.