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Mattern Helps Am Law 200 Firm Enhance Value of Offsite Records Contract with Ongoing Contract Compliance

This Am Law 200 firm with 312 attorneys in 18 offices engaged Mattern in 2014 to analyze and make recommendations to improve the firm’s offsite records and ultimately lead a Request for Proposal (RFP) process and contract negotiation.

BACKGROUND
This Am Law 200 firm with 312 attorneys in 18 offices engaged Mattern in 2014 to analyze and make recommendations to improve the firm’s offsite records and ultimately lead a Request for Proposal (RFP) process and contract negotiation. As a result, Mattern was able to identify a strategy to consolidate the firm’s six (6) service providers to one (1). After several rounds of pricing, vendor interviews, and negotiation of terms, the firm chose Recall to provide service to all their locations and gained these benefits:
- A 24% reduction in costs
- Consolidation of service providers
- $201,554 in permanent withdraw charges covered by Recall
- No permanent withdrawal fees for the ten (10) year contract
- Reimbursement from Recall to offset Mattern’s fees including Phase III – Contract Compliance

Pleased with their significantly improved offsite records contract, leadership engaged Mattern to continue to monitor the implementation of the contract and ensure the firm is realizing the full value of the new contract—a service Mattern calls Phase III – Contract Compliance.

Contract Compliance Wins

About midway through the first year of the engagement, Iron Mountain merged with Recall and became the firm’s service provider and Mattern’s Contract Compliance services were pivotal. Mattern oversaw the implementation and transfer, prepared all appropriate implementation documentation/communications (i.e., notification to vendors and to firm’s internal staff), and coordinated all necessary implementation requirements with all offices.

Over a ten-week period, Mattern successfully ensured a smooth transition with no interruption in service or invoicing, relieving the firm of all unnecessary burdens.

Following the successful and seamless transfer to Iron Mountain, Mattern’s Contract Compliance services continued to encompass:
- Monitor pricing and reconcile monthly invoices during contracted period—as well as for the incumbent vendor until transfers are completed.
- Provide an annual Contract Compliance Report to determine that all terms, conditions, and performance standards of the contract are being adhered to on a consistent basis.
- Provide year-over-year data that includes the status of firm’s spend, storage levels, use of destruction incentives, and service provider compliance.
- Serve as point-of-contact for all contract-related questions for the firm and review any necessary addenda to the agreement for the firm’s approval.
- Assist the firm with any vendor performance issue which might arise during the term of the new agreement and serve as mediator to successfully resolve such situations.

RESULTS
As a result of Mattern’s monitoring of the offsite records contract with Iron Mountain, $14,149 in overcharges/invoicing errors have been discovered and the firm has realized over $750 in credits for missed service levels.

From contract inception to now, the firm’s offsite storage volume has decreased by 18% resulting in savings in excess of $90,000 in storage costs. The destruction incentive that was negotiated into the contract has resulted in over $88,000 in savings to date. In addition, the firm continues to receive reimbursement of Mattern’s fees to cover the cost of the Phase III – Contract Compliance.

Headquartered in Charlotte, this well-established 275-attorney firm with 8 offices serves clients throughout the southeast and Washington, DC.  The firm had multiple offsite records providers serving location-specific offices.  In an all-too-familiar scenario, a larger provider which housed a significant portion of the firm’s records had recently been purchased by another provider, the result of which had caused the firm’s service to go from bad to worse - including missing boxes - raising serious doubts as to the accuracy of the firm’s inventory.

Mattern Helps Regional Firm Consolidate Vendors, Increase Destruction Limits, and Win a Significant 31% Savings in Offsite Records Costs

Mattern Helps Regional Firm Consolidate Vendors, Increase Destruction Limits, and Win a Significant 31% Savings in Offsite Records Costs

With more than 80 attorneys, Woods Rogers PLC is one of the largest law firms in Virginia.

In 2020, the firm’s offsite records storage contract with their national provider was coming up for renewal.  After a complimentary benchmark by Mattern, Woods Rogers’ leadership knew their pricing and terms could be dramatically improved.

Mattern Helps Woods Rogers Find a Way Out of Prohibitive Offsite Storage Contract at No Cost to the Firm

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Pierce Atwood LLP is a multi-service law firm based in New England with over 160 attorneys in six offices in the northeast U.S. The firm utilized Mattern in the past to complete a competitive request for proposal process for their outsourcing services.

Pierce Atwood Turns Again to Mattern to Assist with Incumbent Outsourcing Renewal and Achieves 17% Savings

Pierce Atwood Turns Again to Mattern to Assist with Incumbent Outsourcing Renewal and Achieves 17% Savings

With nearly 400 attorneys across 24 domestic offices, this Southeast-based Am Law 200 firm had a firm-wide initiative to examine and strategically reduce back-office expenses.

Southeast-based Am Law 200 Firm Leverages Mattern to Find Savings and Improved Services in Office Supplies

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This 350 attorney, New York-based firm is one of the leading law firms serving the financial services sector.

Mattern’s Contract Compliance Delivers Savings, Captures Headcount Reduction of 27% for Am Law 200 Firm

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This 45-attorney, Northern California firm sought to improve costs and contract terms and conditions for its offsite records storage as well as on-site services including thousands of square feet of basement records storage, shredding services and also address an overall need to develop an information governance (IG) program that would allow for the defensible destruction of decades worth of records.

Northern California Firm Improves Information Governance Program and Reduces Offsite Records Storage Costs, Achieving High 6-Figure Savings

Northern California Firm Improves Information Governance Program and Reduces Offsite Records Storage Costs, Achieving High 6-Figure Savings

Marshall Dennehey is a highly regarded Am Law 200 firm with 500 attorneys across seven states. They have been practicing law for over 60 years and are one of the nation’s largest law firms devoted to civil defense litigation.

Mattern Helps Marshall Dennehey Reduce Office Supplies Spend by 33%

Mattern Helps Marshall Dennehey Reduce Office Supplies Spend by 33%

This Am Law 200 firm with 312 attorneys in 18 offices engaged Mattern in 2014 to analyze and make recommendations to improve the firm’s offsite records and ultimately lead a Request for Proposal (RFP) process and contract negotiation.

Mattern Helps Am Law 200 Firm Enhance Value of Offsite Records Contract with Ongoing Contract Compliance

Mattern Helps Am Law 200 Firm Enhance Value of Offsite Records Contract with Ongoing Contract Compliance

This Boston-based firm had approximately 3,000 cubic feet of files in storage with a national off-site records storage vendor the firm had targeted for destruction prior to the pandemic.

Mattern Reduces Records Destruction Costs by 62.5% for Boston Firm

Mattern Reduces Records Destruction Costs by 62.5% for Boston Firm

In 2022, Mattern was selected to evaluate traditional outsourcing services in 4 of its 19 offices for this Michigan-based Am Law 200 firm with more than 450 attorneys.

Mattern Helps Am Law 200 Firm Reshape Outsourcing Strategy for Substantial Savings and Wins Six-Figure Signing Incentive

Mattern Helps Am Law 200 Firm Reshape Outsourcing Strategy for Substantial Savings and Wins Six-Figure Signing Incentive

This Global 100/Am Law 100 firm has 700 attorneys and 13 domestic offices and had previously engaged Mattern to negotiate the firm’s offsite records contract, achieving solid results; however, when it came to renewal time, the firm’s long-standing provider proposed an increase in storage and service costs of up to 13% each year of the new term—an offer leadership felt could be better.

Mattern Turns Offsite Records Contract Renewal Into Significant Win for Global 100/Am Law 100 Firm, Incumbent Pays Fees

Mattern Turns Offsite Records Contract Renewal Into Significant Win for Global 100/Am Law 100 Firm, Incumbent Pays Fees

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