TR Case Study - Access IM

Background

Access Information Management, North America’s largest private records and information provider, partnered with DHS Worldwide to modernize the management of over one billion information assets. By Spring 2025, the transition to Total Recall Envision Core was complete across 10 countries and territories.

A long-time DHS customer, Access had relied on Total Recall SQL to scale into one of the world’s largest records management companies. Building on that foundation, the shift to Total Recall Envision Core unified services boosted performance, and positioned the company for continued growth.

“We’ve always leveraged award winning innovation, and Total Recall Envision Core elevated our strengths with next-gen capabilities. The service-based architecture has made significant improvements in performance across record center servicing and billing clients.”

-Carole Baker, Vice President of IT, Access Information Management

Strategic Goals

1. Unify multiple system interfaces into a single, modern platform

2. Increase operational speed and responsiveness across all service lines

3. Streamline billing processes to accelerate cash flow

4. Enhance the client experience with faster, smoother service tools

5. Build a future-ready technology foundation to support ongoing growth and integration

Solution

Using Total Recall Envision, Access transformed its operations across all service lines—shredding, records, and vault—through:

1. Unified Platform: All core operations and customer service divisions now run in a single system, increasing visibility and collaboration.

2. Modern Navigation: An intuitive interface streamlined access to manage customer records and orders, enabling quicker navigation and improving user adoption

3. Optimized Billing Engine: New enterprise billing tools and automation features simplified processes and accelerated the billing cycle.

4. Enhanced Service Tools: Advanced global search, file matching, and smart grids helped staff locate records faster and fulfill requests more efficiently.

5. Enterprise-Ready Architecture: A reengineered database improved search performance, expanded metadata capacity, enabled global character support, and introduced robust APIs for seamless integration and automation.

“Envision offers remarkable flexibility in how we interact with data intelligence—through expanded APIs and services that we’re only beginning to tap into.”

-Matt Herron, Senior Business Systems Engineer, Access Information Management

Key Results

Enterprise-Scale Information Intelligence: Over one billion information assets are now optimized for maximum data value in a single platform, creating a unified foundation for all services.

Future-Ready Infrastructure: Over ten billion metadata fields were modernized with expanded capacity and global character support, positioning Access for scalable growth.

Speed & Performance: Critical screens and searches load up to 10x faster, enabling instant access to records, work orders, and reporting tools. With improved screen layouts, users now complete tasks in up to 50% fewer clicks.

Productivity Gains: Workflow automation, Enhanced Client Communication, Rapid file match, smart grids, and improved navigation cut repetitive steps—boosting throughput across departments.

Accelerated Billing Cycles: A next-gen billing engine cut invoicing time by 70%, improving cash flow and freeing staff for more strategic work.

"This was a major effort powered by innovative thinking and strong collaboration. We’re proud of the outcome and excited to see Access leverage Envision Core to elevate service and drive operational excellence."

-Chuck Sowers, CEO/President, DHS Worldwide

Conclusion

This transformation reflects DHS Worldwide’s mission to deliver exceptional technology and support. With Total Recall Envision Core, Access is able to run a stronger, more efficient business today while being fully prepared for the future of information management.