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Am Law 50 Firm Ensures Employee-Friendly Outsourcing Path while Improving Back Office Efficiency

Based in Seattle, this 1,000+ attorney Am Law 50 firm with 16 US offices in 12 states, had expiring outsourcing contracts in place with two vendors in 6 of their offices. Nine of the firm’s other offices were staffed in-house with long term dedicated employees.

OPPORTUNITY
Based in Seattle, this 1,000+ attorney Am Law 50 firm with 16 US offices in 12 states, had expiring outsourcing contracts in place with two vendors in 6 of their offices. Nine of the firm’s other offices were staffed in-house with long term dedicated employees. The firm was interested in determining the potential opportunity to improve the quality and consistency of services for the in-house offices while identifying the “best” partner to provide outsourced services. In addition, their leadership wanted to partner with a service provider that would not only meet the services required today, but the firm’s future needs as well.

PLAN
The firm engaged Mattern to provide a review of their current outsourcing agreements and complete on-site assessments of the outsourced services as well as select in-house offices. For the remaining in-house services, Mattern conducted remote interviews with their facilities management operations teams.

Based on Mattern’s findings and recommendations for increasing the efficiency of the overall operation, a customized Request for Proposal (RFP) was created that would incorporate best practices as well as requirements for competitive contract terms. In addition to the outsourced offices, the firm elected to also include all nine of the in-house offices, seeking to choose one service provider for all of their facilities management operations and developing a plan to keep their in-house employees financially whole.

Following a Request for Information process, the firm selected five service providers to participate in the RFP process: the incumbents, Novitex and Ricoh, and three new providers–Canon Business Process Services, Swiss Post and DTI.

RESULTS
Based on the RFP responses as well as interviews with the service providers and their designate National Operations Manager, the firm selected Ricoh to be the firm-wide sole provider of outsourcing services.

Mattern and the firm’s leadership negotiated a contract that resulted in:
- Increased workflow efficiencies, consolidation of services, and improved service levels resulting in a 14% reduction in staffing.
- A savings of 33% in the current outsourced services and 4% on the in-house services that were transitioned to the vendor-partner.
- A wage-bridging solution which kept all in-house employees financially whole while moderating the impact to the submitted pricing. 80% of the firm’s employees transitioned to the outsourced operation.
- Upgraded monthly reporting tools, including job submission, for all the firm’s offices.

The new agreement included:
- Substantially improved terms and conditions over their current outsourced agreements.
- Firm-wide, standardized, penalty-based service level agreements incorporating best practices for all offices.
- A vendor provided national account management program that includes standardized reporting and firm-wide invoicing.

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.