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Am Law 100 Firm Leverages Mattern Plan B Cost Recovery™ and Reduces Overhead by 28%

This Am Law 100 firm with over 500 attorneys was outsourcing traditional office services and equipment in several offices as well as on-site digital and e-Discovery services with the same service provider. Although the outsourced employees working in the traditional office services department supported various services for the firm (i.e., reprographics, mail, hospitality, reception), the employees working in the digital and e-Discovery departments were only supporting this service area. The firm was paying a base management fee and a transactional fee for both departments.

OPPORTUNITY
This Am Law 100 firm with over 500 attorneys was outsourcing traditional office services and equipment in several offices as well as on-site digital and e-Discovery services with the same service provider. Although the outsourced employees working in the traditional office services department supported various services for the firm (i.e., reprographics, mail, hospitality, reception), the employees working in the digital and e-Discovery departments were only supporting this service area. The firm was paying a base management fee and a transactional fee for both departments.

PROCESS
After thoroughly assessing the firm’s digital and e-Discovery services (such as the number, type and complexity of the transactional work being performed, as well as the required equipment, technology, software and staffing required), Mattern recommended the firm consider implementing Mattern’s Plan B Cost Recovery™ method. This method would enable the firm to restructure their on-site support services as hard cost disbursements - maximizing billable cost recovery revenue and increasing net realization.

RESULT
The firm acted on the recommendation and implemented Mattern Plan B. The service provider is still located on the firm’s premise but is no longer structured and billing for a management fee to cover staffing, equipment, technology, supplies, rent, etc.) – but only invoices the firm for an all-inclusive transactional fee for each task performed. Each service completed is billed to the firm as a “hard cost” third party invoice for a specific client matter. This not only allowed the firm an opportunity for increasing expense recovery – but they were able to significantly reduce overhead expenses by 28%.
The new Digital Services Center added additional capabilities that were previously performed by different groups within the firm. Transactional services provided are:
- Blowback printing
- Oversize printing
- Scanning
- OCR
- CD/DVD creation/duplication
- Hyperlinking
- File conversion
- Electronic bates
- Full-service processing
- Native Processing
- Pre-culling processing
- Thumb/flash drive creation/duplication
- Password cracking
- Technical time

Mattern Leads Strategic Outsourcing for AmLaw 25 Firm, Lowering Costs and Enhancing Services Copy Copy Copy

To elevate service quality and secure more competitive pricing, this global AmLaw 25 firm needed to refresh more than a decade-old outsourcing model across multiple administrative and support functions. Mattern partnered with the firm to restructure leadership, optimize staffing, and integrate technology, ultimately delivering savings of more than 10% and reducing off-site facility costs by 71%—all while strengthening vendor accountability and aligning operations with the firm’s long-term strategic goals.

A PilotLegis Member Firm Streamlines Off-Site Records and Establishes Firmwide Information Governance

This PilotLegis member firm engaged Mattern to address two interconnected risks: a growing off-site records footprint and the absence of a firmwide information governance framework. By pairing a historical records cleanup with practical IG policy development, the firm took a disciplined approach to reducing legacy paper risk while establishing clear, defensible practices for the future. The result was a coordinated strategy that delivered immediate cost and risk reduction while setting the foundation for long-term governance maturity.

Mattern Revamps Nonprofit’s Off-Site Records Program, Cutting Storage Costs by 82%

There is a way out.

Typically, Mattern works with law firms but when a former client called from their new role at a nonprofit and asked for help with a long-troubled off-site records program, Mattern didn’t hesitate. The nonprofit organization had tried for years to improve the situation without success. Mattern stepped in to deliver clarity, competition, and control.

Strategic Scanning Initiative Enables Seamless Office Move for National Law Firm

A national law firm preparing for a major office relocation needed a structured, defensible way to reduce its physical records footprint without disrupting attorney workflows. Mattern designed and managed a comprehensive scanning initiative that aligned with the Firm’s information governance objectives and ensured all work was completed before the move. The result was a streamlined transition that strengthened long-term records management practices.

Future-Ready Legal Operations: How Mattern Helped a Leading Law Firm Optimize Outsourcing, Technology, and Governance

To stay ahead of shifting demands, this California-based NLJ 500 firm needed to align its outsourcing, equipment, and information governance practices with a hybrid work environment. Mattern helped the firm optimize operations, strengthen policy, and secure long-term stability across 12 offices—all while recovering the full cost of the engagement.

A prominent Boston-based law firm undergoing an administration transition identified a pressing need: many of its vendor contracts supporting office and administrative services had not been reviewed in years. The new administration recognized that they lacked both the in-house expertise and bandwidth to evaluate and renegotiate these agreements effectively.

MatternPILOT in Action: Total Savings of 34% and Better Yet, Proper Contract Management

Like so many firms, the Firm had boxes of paper records that hadn’t been touched in years. The attorneys responsible had retired or moved on, and the boxes of records lay idle.

Mattern Assists Law Firm in Unraveling Decades of Paper Records and Rebuilding Information Governance Strategy

The procurement of office supplies is back to pre-pandemic levels and firms are once again looking to optimize their spend. After years of decline due to hybrid work and the shift to digital output, the overall dollar spend is back, or in some cases, exceeding pre-pandemic levels.

AmLaw 200 Firm Streamlines Procurement and Saves 43% on Office Supplies

Establishing and maintaining a successful contract negotiation is a situation in which there needs to be two winners, not a winner and a loser. While every firm wants to procure the best contracts through informed negotiation, it is also important to preserve the long term, industry relationships with the vendors. You’ve got to pick the competitors wisely, and you must know the best practices in your region. To that end, there’s a great deal of strategy involved in an Open RFP; one might say an art.

Prominent IP Law Firm Achieves Win-Win & 10 Year Contract with Open Off-Site Records RFP

With more than 1,100 lawyers and consulting professionals in 24 offices worldwide, this firm is a leading business and litigation practice with global reach. As is the trend with many successful large firms, this particular one had undergone a merger in 2009 with an established Atlanta-based firm.

National Firm Gains 33% Reduction in Permanent Withdrawal Fees and 22% Monthly Savings on Outsourcing Contracts in Dual RFPs

Best Best & Krieger, LLP is a 180-attorney law firm that has been in business for more than a century. The firm has grown to include several dynamic practice groups across eight offices throughout California.

Mattern & Associates Spearheads Vendor Consolidation, Achieves 23% Monthly Savings in Support Services for Best Best & Krieger

Established in 1891, Best Best & Krieger (BBK) is a highly regarded, full-service law firm of over 350 professionals, including more than 200 attorneys across nine offices in California and in Washington, D.C. Maria D’Aquila is the firm’s Operations Manager.