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Am Law 200 Firm Saves on Costs, Improves Service Levels by Outsourcing Records and Selecting New MFD Vendor

This 350 attorney, Am Law 200 firm based in Ohio had decided to outsource their in-sourced back-office operations and multi-function devices (MFDs) on a firm-wide basis five years prior. The contract was expiring and the firm was now considering outsourcing the on-site centralized Records and Information Management functions. As a result, the firm was interested in what other outsourcing companies’ capabilities were in the records space, how they may improve current services to the firm, and whether they had a competitive contract.

PROBLEM
This 350 attorney, Am Law 200 firm based in Ohio had decided to outsource their in-sourced back-office operations and multi-function devices (MFDs) on a firm-wide basis five years prior. The contract was expiring and the firm was now considering outsourcing the on-site centralized Records and Information Management functions. As a result, the firm was interested in what other outsourcing companies’ capabilities were in the records space, how they may improve current services to the firm, and whether they had a competitive contract.

Additionally, the firm had over 36 contracts/amendments/product schedules for the MFD fleet throughout their seven offices with varying expirations dates as well as several devices that were tied to various mainte- nance “pools” and sought to consolidate; as well as streamline operations, and capture savings.

SOLUTION
Mattern was hired by the firm to complete an on-site assessment for both the current equipment and outsourced services along with the in-sourced records operation. Mattern provided current cost and workflow benchmarks for both the internally managed records operation and an outsourced operation. Mattern created a Request for Proposal for both services, with a clear understanding that the firm may not outsource the records operation and underlined enhanced flexibility options for equipment to be broken out and contracted separately if necessary.

RESULT
The firm elected to outsource their records operation and the already outsourced back-office operations to a new vendor, while choosing to renew an MFD contract with the existing vendor. The results included:

Firm-wide strategic plan for MFD fleet:
- Coterminous strategy for all equipment in 5 years
- Right-sized and standardized fleet
- Elimination of unused scanning hardware (eCopy) and replaced with native scan functionality
- Zero-based maintenance agreements
- Equipment flexibility for 20% of the fleet and elimination of equipment return fees
- Reduced costs by 26%

Outsourced Back-office Operations:
- Workflow efficiencies, consolidation of services, reduced hours of operations, and improved service levels resulting in a 12% reduction in staffing
- Significantly improved contractual terms and conditions
- Penalty-based service level agreements
- Reduction of 16% in labor costs

Outsourced Records and Information Management:
- Workflow efficiencies and improved service levels – resulting in 9% staffing reductions after 90 days
- Penalty-based service level agreements
- Back-fill for absenteeism
- Utilization of vendor’s subject matter expertise as needed

CLIENT TAKEAWAY
“Mattern had extensive knowledge of the industry and trends and they were fair, fast, honest, and provide excellent follow-up.”

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.