How Bricklay gave a 150+ location records management organization complete live visibility across productivity, labor, inventory, facility health, and transportation. Compliance breaches detected before they became incidents. Staffing calculated in real time. File location gaps eliminated across the entire estate.
Staging breach threshold auto-detected and flagged before it becomes a chain-of-custody or compliance event
Record center locations brought under unified real-time operational visibility for the first time
Operational KPI categories unified into one live platform: productivity, labor, inventory, facility health, transportation
File and box location gaps. Every item tracked live across the entire facility estate
A confidential records management organization operating more than 150 locations across a distributed facility network. Services span physical document destruction, retrieval, staging, restaging, and vault management for clients in healthcare, legal, and financial services. With 2,500 to 3,500 employees and a client base operating under strict regulatory obligations, this organization’s business model rests on a single promise: the right document, in the right place, at the right time.
At 150+ locations, keeping that promise without real-time visibility is not a workflow challenge. It is a structural liability.
At this scale, operational performance is only as strong as the visibility that supports it. This organization’s leadership had neither. Branch performance was reported weekly, summarized monthly, and reviewed in aggregates. By the time a problem appeared in a report, it had already compounded across locations and, in many cases, already reached the client.
"A file in staging beyond its permitted window is not an operational inconvenience. In a regulated environment, it is a chain-of-custody breach, and the client may discover it before the branch does."
Five specific operational gaps were running simultaneously across the 150+ location network, each invisible to leadership until it surfaced as an incident:
Physical records left in staging beyond the 72-hour SLA threshold were only identified through manual spot-checks, one location at a time. No automated detection, no network-wide alert, and no way for regional leadership to know a breach was accumulating until someone physically walked the floor.
Branch managers could not see live work order volumes against available headcount. When demand spiked, the response was reactive: approve overtime, request new hires, or run understaffed. Capacity at a nearby branch was invisible. Decisions were made on last week's report about last week's reality.
Without continuous inventory tracking, document whereabouts were confirmed on reconciliation cycles rather than in real time. A misplaced box was not surfaced until a retrieval request exposed the gap, at which point the client was already waiting, the SLA was already at risk, and the branch was already in recovery mode.
Productivity, labor utilization, inventory accuracy, facility health, and transportation each lived in separate systems or spreadsheets. Leadership received five partial views and no unified operational picture. Connecting the dots required manual effort and delivered answers too slowly to act on.
Scheduling inefficiencies moved from location to location undetected. Some branches cycled through backlogs while others had available capacity. Without a dynamic mechanism to balance workloads across the network, throughput was constrained not by headcount or demand, but by the absence of visibility into both at the same time.
Each gap had the same root cause: five operational dimensions tracked in isolation, across 150+ locations, with no layer connecting them into a live picture of what the network was actually doing.
Bricklay designed and delivered a unified multi-location analytics platform that brought all five operational KPI categories into a single real-time intelligence layer across the entire 150+ location estate. No systems were replaced. The platform was built on top of existing data sources, surfacing the operational intelligence that was always there but never connected.
Connecting five isolated data streams into one real-time platform produced measurable impact across compliance posture, labor efficiency, inventory accuracy, and the quality of operational decisions available to leadership across the entire network.
Compliance and chain-of-custody risk surfaced automatically across all 150+ locations before it becomes a client incident, not after a manual audit discovers it weeks later.
Productivity, labor, inventory, facility health, and transportation unified in one platform. Five fragmented views and delayed weekly reports replaced with a single, always-current picture of the entire 150+ location network.
Required headcount dynamically calculated against live work order volumes at every location. Workers redeployed across nearby branches instead of reactive overtime and unplanned hiring based on outdated demand signals.
Every document tracked live across the entire facility estate. Inventory discrepancies eliminated at the source. Client SLAs protected in real time. Retrieval failures resolved before they surface as client-facing incidents.
This platform was designed for a specific operational reality, one where the margin for error is narrow, the client consequences are immediate, and the data to prevent failures has always existed but never been connected. If the following describes your organization, the gaps this client experienced are almost certainly present in yours.
You operate a physical records management network of 10 or more locations handling destruction, retrieval, staging, vault, or restaging
Your clients are in regulated industries such as healthcare, legal, or financial services with document availability SLAs that are contractually binding
Staging compliance, inventory accuracy, and staffing levels are monitored reactively: discovered after the breach, not before it
Branch and location performance is reported weekly or monthly, not visible in real time
A misplaced document, a staging breach, or a staffing shortfall is currently discovered by the client before it is discovered by your operations team
Let's map the visibility gaps across your record center network and show you what real-time looks like at your scale.
