3 Tips for Strengthening Vendor Communications

“Communication is key.” It’s a phrase you’ve probably heard ad nauseam from your boss, business coach, or in a ‘down-the-rabbit-hole session of TED Talks on Youtube. A simple mantra but it may not be the easiest one to adhere to when you have to spend your day speaking with 100 different vendors about 100 different requests that are past due. You’re either trying to reach someone who spends most of their day in the field or more often, you’re speaking with someone who is providing updates to dozens of people just like you. Regardless, your window for efficient and effective communication is small. It can become overwhelming very quickly, especially when one delay or emergency can derail the entire day. In situations like this, pro-active communication may be the better approach. Starting your correspondence off with a few core concepts in mind can go a long way to help minimize the pitfalls of not being on the same page as your researcher:

Understand your vendor’s coverage areas: Yes, it’s the researcher’s job to know the inner-workings of the courthouse, but having them update you on a regular basis with some of the different nuances and challenges in a specific county or court can help you provide the most accurate updates to your client. This could be anything from a rodent infestation in the file room, to an archiving snafu causing thousands of current records to accidentally be sent to the warehouse, to a year’s worth of records that are trapped in a broken filing cabinet (all three scenarios have happened within the past few years). Certain things are going to be outside of the researcher’s control but the more you know about the situation the better informed and understanding your client will be.

Make sure you know what you are and aren’t getting: This one may seem obvious, but keep in mind if you’re speaking to a vendor in terms of counties instead of courts, you may not be getting what you expect. Many counties are broken down into one Superior or Common Pleas court for felonies and high-grade misdemeanors, and multiple district or magistrate courts for low-grade misdemeanor and sub-misdemeanor offenses. Just because you requested a search in Middlesex County doesn’t necessarily mean you will get records from every single court. Some researchers will only provide the Superior Court. Others will only include the District Court considered to be the “county seat” unless otherwise asked.  It is important to inquire as to whether the district/magistrate records are included in your search. Sometimes this will be a separate service, which could incur an additional fee.

Establish clear priorities: I know, I know. “Any good vendor should treat every name as a priority”. While this is the goal of every furnisher, the reality of the situation is that certain coverage areas require more attention than others. Problematic courts that limit the amount of file pulls to 10 a day need to be handled in a more sensitive manner than a court with a consistent 24-hour turn-around time. However, that’s not to say that there is nothing to be done about a more straightforward search that needs extra diligence. It is important to make sure that you convey when a name should be considered of high precedence. Something as simple as a note with the original request such as “priority search, please notify us of any possible delays”, can easily be added to the special instruction field of any database or request log. If you have a daily status update with your vendor via phone-call or e-mail (another beneficial habit), the best approach may be to get into the rhythm of leading with your “hot names”, as well as using that time to discuss any important batches that may be coming down the pike in the near future so that they will have ample time to prepare for the influx of high-priority requests.

August by the Numbers
Courts Closed Monday, September 3 for Labor Day


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As we continue to face this unprecedented time for our generation...as a nation and across the globe, we at County House Research remain committed to being your resource and providing you the best service possible during the ongoing COVID-19 crisis.

First and foremost, our deepest condolences go out to those friends and families who have lost loved ones during this time. May you know G-d's deepest peace and comfort as you continue forward.

With many courts closed to the public across the nation, we remain hopeful that this will soon be over, and businesses can start to heal.

If you have questions about jurisdictions that are still available or just want to say hello (!), please contact Prissy Hamilton at (215) 717-7433 x25.

We will continue to update you on changes as new information becomes available.

Thank you again to all of our industry partners for their support during these difficult and uncertain times.
We wish all our clients and colleagues safety and good health.

Blessing of peace on you all during this time!

Your family at CHR
County House Research
County House Research
County House Research remains committed to providing you the best service possible during the ongoing COVID-19 crisis.

We continue to provide full service in:
Cook County, Illinois
New Hampshire
NH State Police
New Jersey
Philadelphia Civil
West Virginia

Other jurisdictions may be available.
If you need searches in a jurisdiction not listed above, or if you have questions, please contact Prissy Hamilton at (215) 717-7433 x25.

We will continue to update you on changes as new information becomes available.

Thank you to all our industry partners for their support during these difficult and uncertain times. We wish all our clients and colleagues safety and good health.


COVID-19 Information Resources:
Here are some resources to help you navigate the coming weeks.

Center for Disease Control (CDC)

World Health Organization (WHO)

U.S. Department of State

Stay safe!
Your team at
County House Research, Inc
County House Research
County House Research
Happy Saint Patrick's Day from CHR!

Saint Patrick was kidnapped from Britain when he was 16 and taken to Ireland, where he was enslaved and worked as a shepherd. He escaped and returned to Britain after six years. After becoming a priest, he was led back to Ireland by a dream and returned, sharing the love and hope of G-d in the land of his former captivity.

As we all deal with health protocols and navigate this situation together, may we find "gold" in the things we are grateful for, focus on solutions and keep pushing through! There is always a bigger plan.

We're here to assist in any way we can. Stay safe!

Your team at
County House Research
County House Research
County House Research
Dear Clients and Colleagues,

In the face of difficulties arising from the current outbreak of COVID-19 (Novel Coronavirus), we want to assure you that we remain deeply committed to our “It’s Our Search Too” philosophy. More than just a motto, It’s Our Search Too means that will do whatever we can to continue providing you with the best service possible.

Our Work Place
The best way to ensure that there are no interruptions in service is to take care of the people who make up the County House Research team. In keeping with recent health advisories, those CHR team members who are able to work from home are now doing so. We are also monitoring the situation in the courthouses to determine any health and safety considerations affecting County House Research employees. If we determine that there is a threat to the health and safety of our team members, we will communicate that information to you at the earliest possible time.

Courthouse Closures
We anticipate that over the course of the next few weeks, courthouses throughout the country will close sporadically in order to assess conditions and clean facilities. We will keep you updated on any courthouse closures or service interruptions as we learn about them. Our researchers are in continuous contact with the various courthouses we serve. If service is not available, we will communicate that information to you as soon as possible.

Current Closures
Currently, all Massachusetts courthouses will be closed on Monday, March 16 and Tuesday, March 17, 2020. Massachusetts courthouses are rescheduled to open on Wednesday, March 18. Will keep you apprised of conditions as information becomes available.

Information Resources
As those in our industry know only too well, good information is the best tool for making good decisions. Here are some resources to help you navigate the coming weeks.

Center for Disease Control (CDC)
World Health Organization (WHO)
U.S. Department of State

We wish you all our clients and colleagues good health in the weeks ahead. If you have any questions or concerns, please contact Prissy Hamilton at (215) 717-7433, x.25 or phamilton@countyhouseresearch.com.

Thank you very much.

B. Zimmerman, President
County House Research, Inc. | 1500 John F Kennedy Blvd, Suite 330 Philadelphia, PA 19102-1750
County House Research
County House Research
In light of the #Massachusetts Governor’s Declaration, #court leaders closed the Trial #Courts to the #public yesterday and today, March 16 & 17.

We will continue to keep you updated on court #delays and #closures as we are made aware.

As #business closures and #event #cancellations continue in an effort to #mitigate the spread of the #Corona #virus, be #safe, follow the recommended #hygiene protocol, stay #positive and enjoy this unexpected time with #family!
#Massachusetts #delays #closure #coronavirus #safety
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